cover
TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Asst. Superintendent, Fleet & Facilities Maintenance
DATE: January 13, 2020
SUBJECT:
2020 Vehicle Replacements
PURPOSE:
To obtain authorization to purchase replacement vehicles to ensure the continued readiness of the City of Aurora Fleet.
BACKGROUND:
The Equipment Services Division reviews the City of Aurora fleet annually to identify vehicles that have met replacement criteria, are no longer cost effective to continue operating, or are otherwise incapable of effectively performing their intended functions. Vehicles identified for replacement are either reassigned to lesser roles, traded, or sold.
The City of Aurora participates in the Suburban Purchasing Cooperative (SPC), Sourcewell (formerly known as National Joint Purchasing Cooperative), and BidBuy (Illinois State e-Procurement Program) for the purchase of replacement and additional vehicles. These programs bid vehicles for purchase, which allows the City to satisfy our own bidding process with less effort, and use a greater purchasing power to get lower prices,
DISCUSSION:
I am requesting authority to purchase vehicles for various divisions that have been approved for replacement in the 2020 City of Aurora budget. A detailed list of the approved replacement vehicles, departments, divisions, accounts, budgeted amount, and bid prices is attached. All of the vehicles on the attached list are available through the Suburban Purchasing Cooperative, Sourcewell, or BidBuy. When purchasing through a cooperative program, local preference will not apply.
The total bid price of $2,214,706.00 includes the vehicles and all anticipated factory options. Vehicle graphics and some secondary equipment, such as emergency warning lights, will be procured and installed through the Equipment Services Division. Projected vehicle delivery dates are April through October of 2020.
$2,399,000.00 is budgeted for vehicle purchases across the following accounts: 215-1827-424.66-01, 215-1827-424.66-10, 255-3033-422.66-10, 255-3536-421.66-02, 255-3536-421.66-10, 255-3536-421.66-20, 340-1380-419.66-20, 340-1845-440.75-20, 340-4010-417.66-20, 340-4440-451.66-10, 340-4440-451.66-20, 340-4440-451.75-20, 340-4460-431.74-31, 340-4460-431.75-10, 510-4058-511.66-10, 510-4058-511.75-10, 510-4063-511.66-10, 510-4063-511.75-10, 530-4433-437.66-10, 530-4434-437.66-10, and 530-4434-437.66-20.
Please note that a budget transfer from account 255-3536-421.66-02 to account 255-3536-421.66-10 in the amount of $4,000.00 has been submitted to satisfy the additional purchase cost shown on line 6 of the vehicle replacement list. Also note that funds are available in account 340-4460-431.75-10 to satisfy the additional $6,248.00 purchase cost shown on line 18 of the vehicle replacement list.
IMPACT STATEMENT:
The purchase of replacement vehicles will reduce the maintenance and repair costs for the respective divisions and improve the reliability of the fleet.
RECOMMENDATIONS:
That the City Council adopts a resolution authorizing the purchase of replacement vehicles for the City of Aurora Fleet from the Suburban Purchasing Cooperative, Sourcewell, and BidBuy for $2,214,706.00.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the purchase of replacement vehicles for the City of Aurora fleet from the Suburban Purchasing Cooperative, Sourcewell and Bidbuy for $2,214,706.00.
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 Equipment Services Division reviews the City of Aurora fleet annually to identify vehicles that have met replacement criteria, are no longer cost effective to continue operating, or are otherwise incapable of effectively performing their intended functions; and
WHEREAS, the City of Aurora participates in the Suburban Purchasing Cooperative, Sourcewell, and BidBuy for the purchase of replacement and additional vehicles; and
WHEREAS, $2,399,000.00 is budgeted across 2020 accounts: 215-1827-424.66-01, 215-1827-424.66-10, 255-3033-422.66-10, 255-3536-421.66-02, 255-3536-421.66-10, 255-3536-421.66-20, 340-1380-419.66-20, 340-1845-440.75-20, 340-4010-417.66-20, 340-4440-451.66-10, 340-4440-451.66-20, 340-4440-451.75-20, 340-4460-431.74-31, 340-4460-431.75-10, 510-4058-511.66-10, 510-4058-511.75-10, 510-4063-511.66-10, 510-4063-511.75-10, 530-4433-437.66-10, 530-4434-437.66-10, and 530-4434-437.66-20 for vehicle purchases in 2020; and, is hereby submitted to the City Council for approval; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the purchase of replacement vehicles for the City of Aurora fleet from the Suburban Purchasing Cooperative, Sourcewell, and BidBuy for $2,214,706.00 which is hereto and made a part hereof and that the Purchasing Director is hereby authorized to issue the necessary purchase orders.