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TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Asst. Superintendent, Fleet & Facilities Maintenance
DATE: January 14, 2022
SUBJECT:
2022 Vehicle and Equipment Acquisitions
PURPOSE:
Seeking authorization to purchase replacement vehicles and equipment to ensure the continued readiness of the City of Aurora Fleet.
BACKGROUND:
The Fleet Maintenance Division monitors the City of Aurora fleet to identify vehicles and equipment that have met replacement criteria, are no longer cost effective to continue operating, or are 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 and equipment. These programs bid vehicles and equipment 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 and equipment for various divisions that have been approved for replacement in the 2022 City of Aurora budget. A detailed list of the approved replacements, departments, divisions, accounts, budgeted amounts, and quoted prices is attached. All vehicles and equipment listed are available through the Suburban Purchasing Cooperative, Sourcewell, or BidBuy. When purchasing through a cooperative program, local preference will not apply.
The quoted prices totaling $1,877,995.00 include all requested vehicles, equipment, and anticipated factory options. Vehicle graphics and some secondary equipment, such as emergency warning lights and add-on accessories will be procured and installed through the Fleet Maintenance Division.
Funding for the requested vehicle and equipment purchases is approved in the 2022 City of Aurora budget and allocated in the following accounts: 101-4460-431.63-36 ($70,000.00), 255-3536-421.66-02 ($860,000.00), 340-4460-431.63-99 ($70,000.00), 340-4460-431.74-99 ($170,000.00), 340-4460-431.75-10 ($350,000.00), 340-4460-431.75-99 ($260,000.00), and 510-4063-511.75-10 ($165,000.00)
Due to unexpected supply/labor induced price increases, three (3) of the requested purchases will exceed budgeted amounts. To satisfy the shortfalls, transfers of $15,000.00 to 340-4460-431.75.10 and $6,600.00 to 510-4063-511.75-10 have been submitted, drawing from surpluses in other accounts.
IMPACT STATEMENT:
N/A
RECOMMENDATIONS:
I recommend that the City Council adopts a resolution authorizing the purchase of vehicles and equipment for the City of Aurora fleet from the Suburban Purchasing Cooperative, Sourcewell, and BidBuy for $1,877,955.00
cc: Infrastructure & Technology
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the purchase of replacement vehicles and equipment for the City of Aurora fleet from the Suburban Purchasing Cooperative, Sourcewell, and BidBuy for $1,877,955.00.
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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 City of Aurora fleet to identify vehicles and equipment that have met replacement criteria, are no longer cost effective to continue operating, or are incapable of effectively performing their intended functions; and
WHEREAS, 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 and equipment; and
WHEREAS, Funding for the requested vehicle and equipment purchases is approved in the 2022 City of Aurora budget and allocated in the following accounts: 101-4460-431.63-36 ($70,000.00), 255-3536-421.66-02 ($860,000.00), 340-4460-431.63-99 ($70,000.00), 340-4460-431.74-99 ($170,000.00), 340-4460-431.75-10 ($350,000.00), 340-4460-431.75-99 ($260,000.00), and 510-4063-511.75-10 ($165.,000.00); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the purchase of replacement vehicles and equipment for the City of Aurora fleet from the Suburban Purchasing Cooperative, Sourcewell, and BidBuy for $1,877,955.00 which is hereto and made a part of and that the Purchasing Director is hereby authorized to issue the necessary purchase orders.