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TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Director of Public Facilities
DATE: January 25, 2024
SUBJECT:
2024 Fleet Vehicle & Equipment Procurements
PURPOSE:
To procure replacement and additional vehicles to ensure that City divisions have adequate vehicles to perform their missions safely and effectively.
BACKGROUND:
The Fleet Maintenance Division monitors the number, condition, and usage of the City's fleet assets, recommending adjustments or replacements where warranted. Inventory levels and divisional assignment of fleet assets are occasionally adjusted to accommodate staff levels or divisional duty modifications. An asset is typically recommended for replacement when it can no longer perform its intended function(s) safely and efficiently. Assets may also be recommended for replacement if replacement parts have become obsolete or if newer technologies are available that would result in enhanced operational efficiencies, operator safety, or reduced environmental impact. Assets that are recommended and approved for replacement are either reassigned to lesser roles, traded, or sold.
Many of the City's fleet assets are procured through cooperative purchasing programs such as Sourcewell (formerly known as the National Joint Purchasing Cooperative), the Suburban Purchasing Cooperative (SPC), and BidBuy (Illinois State e-Procurement Program). These programs bid vehicles for purchase, which allows the City to satisfy our own bidding process with less effort, and use greater purchasing power to get lower prices. In the event a fleet asset is not available through a cooperative, if availability is significantly delayed, or if a better value can be realized, local sources may be utilized.
Multiple fleet asset replacements and additions have been approved in the City's 2024 budget; however, due to the ongoing material supply and labor shortages, increasing emissions standards, and electrification initiatives, automotive manufacturers have drastically reduced and delayed vehicle production. Shortened model year production periods, minimal notice on order acceptance, product rationing, and high demand result in build slots filling quickly. These lower production schedules have also inhibited the establishment of cooperative contracts.
DISCUSSION:
Manufacturers are accepting limited orders for select 2024 vehicles and preparing specifications to accept orders for 2025 model year vehicles. Sourcewell and the SPC have indicated that they will establish cooperative contracts and accept orders as manufacturer specifications are released. To capitalize on limited ordering opportunities, the Fleet Maintenance Division is requesting authorization to place vehicle and equipment orders as opportunities arise, including procurement from local sources.
Where available and feasible with City operations, electric and/or high efficiency vehicles will be procured.
A list of the requested vehicles, funding sources, and budgeted amounts is attached.
The requested vehicles are approved in the City's 2024 budget and funding is allocated in the following accounts: 504-4454-433.74-31 ($250,000.00), 340-1820-424.66-10 ($90,000.00), 340-1602-419.66-10 ($55,000.00), 340-4030-418.66-10 ($153,000.00), 255-3038-429.66-10 ($85,000.00), 340-4440-451.74-32 ($125,000.00), 340-4440-451.74-45 ($110,000.00), 340-440-451.75-10 ($200,000.00), 255-3536-421.66-02 ($1,870,000.00), 255-3536-421.66-20 ($60,000.00), 340-1827-424.66-10 ($96,000.00), 340-4060-431.66-10 ($143,000.00), 340-4060-431.74-30 ($295,000.00), 340-4060-431.74-42 ($150,000.00), 340-4060-431.75-10 ($200,000.00), 340-4060-431.75-20 ($125,000.00), 280-1852-512.63-41 ($65,000.00), 510-4063-511.66-10 ($150,000.00), 510-2560-511.66-10 (75,000.00), 510-4062-511.66-20 (70,000.00), 340-1370-440.66-20 ($70,000.00).
IMPACT STATEMENT:
NA
RECOMMENDATIONS:
I recommend that the City Council adopts a resolution authorizing the purchase of replacement and additional vehicles for the City of Aurora fleet.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the purchase of replacement and additional vehicles for the City of Aurora fleet.
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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 Fleet Maintenance Division monitors the number, condition, and usage of the City's fleet assets, recommending adjustments or replacements where warranted; and
WHERAS, many of the City's fleet assets are procured through cooperative purchasing programs such as Sourcewell (formerly known as the National Joint Purchasing Cooperative), the Suburban Purchasing Cooperative (SPC), and BidBuy (Illinois State e-Procurement Program). In the event a fleet asset is not available through a cooperative, if availability is significantly delayed, or if a better value can be realized, direct sources may be utilized; and
WHERAS, multiple fleet asset replacements and additions have been approved in the City's 2024 budget; however, due to the ongoing material supply and labor shortages, increasing emissions standards, and electrification initiatives, automotive manufacturers have drastically reduced and delayed vehicle production; and
WHEREAS, to capitalize on limited ordering opportunities, the Fleet Maintenance Division is requesting authorization to place vehicle and equipment orders as opportunities arise, including procurement from local sources; and
WHEREAS, the requested vehicles are approved in the City's 2024 budget and funding is allocated in the following accounts: 504-4454-433.74-31 ($250,000.00), 340-1820-424.66-10 ($90,000.00), 340-1602-419.66-10 ($55,000.00), 340-4030-418.66-10 ($153,000.00), 255-3038-429.66-10 ($85,000.00), 340-4440-451.74-32 ($125,000.00), 340-4440-451.74-45 ($110,000.00), 340-440-451.75-10 ($200,000.00), 255-3536-421.66-02 ($1,870,000.00), 255-3536-421.66-20 ($60,000.00), 340-1827-424.66-10 ($96,000.00), 340-4060-431.66-10 ($143,000.00), 340-4060-431.74-30 ($295,000.00), 340-4060-431.74-42 ($150,000.00), 340-4060-431.75-10 ($200,000.00), 340-4060-431.75-20 ($125,000.00), 280-1852-512.63-41 ($65,000.00), 510-4063-511.66-10 ($150,000.00), 510-2560-511.66-10 (75,000.00), 510-4062-511.66-20 (70,000.00), 340-1370-440.66-20 ($70,000.00).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the purchase of replacement and additional vehicles for the City of Aurora Fleet, which is hereto and made a part of and that the Purchasing Director is hereby authorized to issue the necessary purchase orders.