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TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Asst. Superintendent Fleet & Facilities Maintenance
DATE: June 24, 2020
SUBJECT:
2020 Vehicle Replacement
PURPOSE:
To obtain authorization to purchase a replacement aerial bucket truck for the Street Maintenance Division.
BACKGROUND:
The City of Aurora Street Maintenance Division performs daily forestry operations that require the use of larger, Class 7 aerial bucket trucks capable of elevating operators to heights in excess of sixty feet (60'). These trucks are essential tools in properly maintaining the City's vast tree population.
Unit 48-325, a 2006 International 4300, is equipped with a Terex aerial bucket apparatus, and was purchased used in 2011. Given its age and 10,400 logged hours of use, the truck was identified and approved for replacement in the 2020 budget. In the interim, the boom of the aerial apparatus has suffered irreparable damage rendering the truck unsafe to use which has reduced forestry operations that require this size truck by fifty percent. The truck will be sold at auction in 2020.
DISCUSSION:
The City of Aurora participates in Sourcewell, formerly known as the National Joint Purchasing Alliance, for the purchase of replacement and additional vehicles. This program bids vehicles for purchase allowing the City to satisfy our own bidding process with less effort and using a greater purchasing power to get lower prices. Since a cooperative purchasing program is being used, the local preference policy does not apply.
I am requesting authority to purchase a replacement aerial bucket truck through Altec Industries, Inc., using Sourcewell contract #012418-ALT.
The original request for proposal for this equipment was completed January 25, 2018 by Sourcewell with Altec submitting the winning proposal with a pricing model of three to five percent (3-5%) discount from retail price. This discount results in a 2020 price of $170,024.00 based on an allowable inflationary increase in the winning bid contract, which is attached. Unfortunately, in this case the bid is a discount off of a price, and not an actual competitive bid, and therefore to know if we have a true competitive price we need to know on what the discount is based (the competitive price). This being said, Finance has reviewed the matter and given the fact the City is without a vehicle presently, and that the department did work diligently to make the other vehicle last until next year, and finally that our original budgeted estimate was $200,000, that we proceed with purchase at a roughly $30,000 under budget cost. Going out for bid at this point will result in a 30-45 day delivery delay which will push delivery into 2021.
$200,000.00 is budgeted in account: 340-4460-431.75-10 for this purchase.
A sales quotation from Altec Industries, Inc., an image of the current truck, and the Sourcewell contract are attached.
Altec Industries Inc. has no outstanding debt with the City.
IMPACT STATEMENT:
Without the replacement aerial truck, the Street Maintenance Division will not be able to keep pace with the City's forestry maintenance requirements or emergency forestry operations resulting from severe storms.
RECOMMENDATIONS:
I recommend that the City Council adopts a resolution authorizing the purchase of a replacement aerial bucket truck for the Street Maintenance Division from Altec Industries Inc., using Sourcewell, for $170,024.00
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the purchase of a replacement aerial bucket truck for the Street Maintenance Division for $170,024.00, from Altec Industries, Inc. using Sourcewell.
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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 City of Aurora Street Maintenance Division performs daily forestry operations that require the use of larger, Class 7 aerial bucket trucks; and
WHEREAS, 48-325, a 2006 International 4300 aerial bucket truck in the City of Aurora fleet has been identified for replacement in 2020; and
WHEREAS, the City of Aurora participates in Sourcewell Cooperative program for the purchase of replacement and additional vehicles; and
WHEREAS, Altec Industries, Inc. has quoted a price of $170,024.00 for a replacement aerial bucket truck; and
WHEREAS, $200,000.00 is budgeted in account 340-4460-431.75-10 for this vehicle purchase in 2020; and is hereby submitted to the City Council for approval;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizes the purchase of a replacement aerial bucket truck for the Street Maintenance Division in the amount of $170,024.00 from Altec Industries, Inc. which is hereto and made a part hereof and that the Purchasing Director is hereby authorized to issue the necessary purchase orders.