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TO: Mayor Richard C. Irvin
FROM: Robert Hillgoth, Sergeant, Aurora Police Department
DATE: April 3, 2025
SUBJECT:
A Resolution authorizing the Director of Purchasing or their designee to execute a service agreement with Oxcart Permit Systems, LLC for the creation and processing of online overweight and over-sized commercial motor vehicle permit applications
PURPOSE:
To execute an agreement between the City of Aurora and Oxcart Permit Systems, LLC for the creation and processing of online overweight and over-sized commercial motor vehicle permit applications.
BACKGROUND:
The City of Aurora has a permitting process in place for overweight and oversized commercial motor vehicles. Companies utilizing overweight and oversized commercial motor vehicles within the City are required to register their loads and obtain permission from the City of Aurora to use a planned route (Sec 27-134 Weight of Vehicles, and Division 27-II-5 Truck Routes).
The purpose of the permit is to ensure that overweight and oversized commercial motor vehicles are using appropriate roadways and are traveling during appropriate times so as not to interfere with the safety of the public and to limit wear and tear to City roadways.
Prior to 2015, permit applications were faxed to APD by various companies and the police department would manually review the permit applications and routes. The companies would mail checks to the police department, who deposited the checks into City accounts. This process was slow and required a significant number of personnel hours.
Oxcart Permit Systems, LLC has provided an online service to manage this permitting process for the City since 2015 and the police department, who manages the permits, would like to continue to utilize Oxcart's services.
DISCUSSION:
Since the Police Department started using Oxcart systems, commercial motor vehicle companies seeking permits can now easily go to the police department website and subsequently to the Oxcart website, where they complete their permit application. The permit application is immediately available for review, edits and approval by the police department. Oxcart forwards the collected permit application fees to the Finance Department.
In 2024, there were 1,839 permits applications. As a result of those permits, Oxcart collected $124,970 in permit fees for the City.
The City-established permit fees are $450 (yearly permit), $150 (120 day permit), $80 (14 day permit), $50 (7 day permit).
Oxcart Permit Systems, LLC is the industry standard in overweight and oversized truck permits and is used by most surrounding jurisdictions. This makes it a convenient and familiar process for those overweight/over-sized commercial motor vehicles that travel Aurora's roadways.
IMPACT STATEMENT:
Continued use of this system will guarantee an established, streamlined process for the management of overweight and over-sized commercial motor vehicles within the City.
RECOMMENDATIONS:
Aurora Police Department is requesting the proposed resolution be adopted.
cc: PHS&T Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing or their designee to execute a service agreement with Oxcart Permit Systems, LLC for the creation and processing of online overweight and over-sized commercial motor vehicle permit applications.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora has a permitting process in place for overweight and oversized commercial motor vehicles. Companies utilizing overweight and oversized commercial motor vehicles within the City are required to register their loads and obtain permission from the City of Aurora to use a planned route (Sec 27-134 Weight of Vehicles, and Division 27-II-5 Truck Routes); and
WHEREAS, the Aurora Police Department has been charged with the management of overweight and over-sized commercial motor vehicle regulation within the City; and
WHEREAS, the Aurora Police Department has been successfully using Oxcart Permit Systems, LLC for the last 10 years to manage the permitting of overweight and over-sized commercial motor vehicles; and
WHEREAS, Oxcart Permit Systems, LLC has provided an online service to manage this permitting process for the City of Aurora since 2015 and the Police Department, who manages the permits, would like to continue to utilize Oxcart's services.)
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Aurora, Illinois, finds as facts all of the preamble recitals of this Resolution and hereby authorize the Director of Purchasing or their designee to execute a service agreement with Oxcart Permit Systems, LLC for the creation and processing of online overweight and over-sized commercial motor vehicle permit applications.