Agenda Cover Memorandum. For discussion. Feedback requested. For your information. Shawn Hamilton, Acting City Manager.

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1 ffi ~ Meeting ate: Agenda Cover Memorandum February 4, 2013 Item Title: City Vehicle Purchases Action Requested: Staff Contact: Phone Number: Address: ~ Approval For discussion Feedback requested For your information Shawn Hamilton, Acting City Manager 847/ shamilto@parkridge.us Background: At the ecember 10, 2012 Public Safety and Public Works COW, the committees were presented with purchase order approvals for various vehicles in the City fleet. The expenditures for these vehicles and subsequent equipment outfitting would come from the City's Motor Equipment Replacement Fund. The balance in the MERF is approximately $3.7 million dollars. There were a total of 10 vehicles presented for approval: Public Works Fire Fire Police Police Police Police 4 vehicles PW Superintendent Fire Inspection Fire Command Van Marked Patrol cso Investigations Parking Enforcement All of these purchase orders passed the various committees and were forwarded to the full City Council for approval on ecember 17. At the ecember 17 Council Meeting, I requested that the purchase of these vehicles be delayed to allow staff to analyze if any of these purchases could be delayed and to determine the best option for the City, lease verses purchase. The Council agreed. Note that all vehicles are purchased through the Suburban Purchasing Cooperative of the North West Municipal Conference, of which Park Ridge is a member. Staff spent the past few weeks meeting to discuss our current City fleet and the approved committee purchases. Specifically, I looked for opportunities to think outside the box on redeployment within the fleet, or potential delay in any purchases, while not compromising the safety of any City employees. Based upon the work staff completed, and in collaboration with the Public Works irector, Fire Chief, and Police Chief, I am recommending that the City purchase 7 of the original 1 0 recommended vehicles: Rev 04/09112

2 Public Works: I recommend the purchase of a new 2013 Ford Escape to replace a vehicle damaged in a traffic accident in June This vehicle is deployed to the PW Superintendent, who is on 24-hour emergency call. Total cost for this purchase is $18, The City received $15, in revenue as insurance reimbursement from the accident deposited into the MERF, making the net for this expenditure $3, Fire: I recommend the purchase of a new Fire epartment Command Vehicle. Total costfor this purchase is $28, The old command vehicle will be redeployed within the Fire epartment fleet, and a 20-year old pickup truck, used as a reserve vehicle, due to maintenance costs, will be sold at auction (estimates below). This revenue will be deposited in the MERF. This price does not include outfitting the vehicle with emergency equipment, estimated at $5, The outfitting expense, which also comes out of the MERF, will be presented to Council in the future for approval. Police: I recommend the purchase of four marked patrol vehicles and one CSO vehicle. Total cost for this purchase is $130, ($26, 178 x 4 + $25,452). The City will receive a revenue offset when the old vehicles are sold at auction (estimates below). This revenue will be deposited in the MERF. This price does not include outfitting the vehicle with emergency equipment, estimated at $43, ($9,000 x 4 + $7,000). The outfitting expense, which also comes out of the MERF, will be presented to Council in the future for approval. There were 3 additional vehicle needs originally identified from the departments. Through redeployment of the existing fleet, staff believes we are meeting the current needs without jeopardizing safety of any City employees. This redeployment consists of moving existing pool cars into active service, and eliminating the permanent City Manager car and deploying into operations. It is estimated that the City will receive approximately $15, in revenue from the vehicles being traded in. This revenue will be deposited into the MERF. Preliminary analysis and data collection on leasing vs. buying vehicles showed that the only times municipalities use leasing as an option is 1) with purchases of larger equipment, in order to spread out the expenditure (fire truck, for example) or 2) when they do not have fund balance to make those purchases. Leasing is a more expensive option vs. buying, in nearly every case. The City's internal service fund has significant balance to fund these expenditures, and we should utilize the money in our internal service fund for this purpose, as it was the original intent when the fund was established. As the City has not budgeted their internal service funds (MERF, IT) this is considered an unbudgeted item. Finance irector Oliven has indicated that, through the FY 2014 budget process, these service funds have an annual budget approved by the council. An update of the MERF fund is being completed as part of the FY 2014 budget process and will be presented at a later date. Based upon timing of delivery of these vehicles, the expense from the MERF should happen in FY There is no general fund impact for these purchases, as the vehicles and equipment come from our internal service fund (MERF). An updated MERF document, which includes future forecast expenditures, will be presented at a later date. It is my belief, through some of the redeployment efforts above, that the City will be able to lengthen upcoming vehicle replacement purchases. Rev 04/09/12

3 ; ~ ~ " ~ ffi ~ Agenda Cover Memorandum Recommendations: a) Move the City Council approvethe purchase order for (1) one 2013 Ford Escape Sport Utility Vehicle from Currie Motors Ford of Frankfort, JL in the amount of $18, for the Public Works epartment; and b) Move the City Council approve a purchase order for (1) one Ford Expedition Sport Utility Vehicle from Landmark Ford of Springfield, IL in the amount of $28, for the Fire epartment; and c) Move the City Council approve the purchase order for four (4) 2013 Ford Utility Police Interceptors vehicles from Currie Motors Ford of Frankfort, IL at a cost of $26, per vehicle (or total, $104,712.00); and d) Move the City Council approve a purchase order for one (1) 2013 Ford Utility Police Interceptor vehicle from Currie Motors Ford of Frankfort, JL at a cost of $25, Budget Implications oes Action Require an Expenditure of Funds: If Yes, Total Cost: If Yes, is this a Budgeted Item: *Motor Equipment Replacement Fund ~Yes $176, Yes 0No ~No* NOT Budgeted, Budget Code (Fund) Fund 551 -Motor Equipment Replacement Fund Attachments: PW Memo ecember 10, 2012 Fire epartment Memo ecember 10, 2012 Police epartment Memo ecember 10, 2012 Rev 04/09/12

4 Meeting ate: ecember 10, 2012 Item Title: Purchase Order Approval- {1) Public Works Vehicle Replacement, $18, Action Requested:!81 Approval For discussion Feedback requested For your information Staff Contact: Phone Number: Address: Wayne Zingsheim, irector of Public Works X5247 Background: City vehicle #116, a 2006 odge Charger, was rear ended in a traffic accident in June The insurance company declared the vehicle a total loss and issued the City a check for $15,000. After reviewing the vehicles available thought the various contracts, staff has selected a 2013 four cylinder, front wheel drive Ford Escape for its replacement. The Public Works Superintendent is on 24-hour emergency call and staff feels that a higher clearance front wheel drive vehicle is more appropriate for this use, {e.g. snow and flood events). The City is eligible to purchase this vehicle through the NWMC Suburban Purchasing Cooperative contract. The current vendor is Currie Motors Ford of Frankfort, Illinois at a total delivered price of $18, The Public Works Superintendent has been driving vehicle #100, a 2009 Chevy Malibu, which is designated for the City Manager. Once the replacement auto arrives, vehicle #1 00 will be designated as a pool car as Acting City Manager Hamilton does not feel that a full time vehicle needs to be available for his use at this time. Recommendation: Move the City Council approve the purchase of one {1) 2013 Ford Escape from Currie Motors Ford, 9423 West Lincoln Highway, Frankfort, Illinois in the amount of $18, Budget Implications: oes Action Require an Expenditure of Funds: If Yes, Total Cost: If Yes, is this a Budgeted Item: 18] Yes $18, Yes 0No 18] No If Budgeted, Budget Code {Fund, ept, Object) Attachments: None Rev 03/07/12

5 Meeting ate: ecember 10, 2012 Item Title: Action Requested: Staff Contact: Purchase Order Approval - Fire epartment Command Vehicle ~ Approval For discussion Feedback requested For your information Michael A. Zywanski, Fire Chief Phone Number: Address: mzywansk@parkridgefd.org Background: uring the fiscal year FY13, the City is scheduled to replace the Fire epartment Command Vehicle. The Command Vehicle (F26) is a custom made, 4-wheel drive Ford E350 Van, which was originally placed into service in 1998 at a cost of $43,000. Ford E350 4x4 Command Van (F26)- 64,759 miles - 14 years old The vehicle being replaced adheres to the City's threshold for replacement. The current Van was originally scheduled for replacement in FY07-08 and the Fire epartment has extended the life of this vehicle over the past 5 years. The vehicle is now rusting and is experiencing a significant amount of down time due to repair issues. The replacement is budgeted in the Motor and Equipment Replacement Fund at $45,000. The City is eligible to purchase the replacement vehicle through the Northwest Municipal Conference (NWMC) Suburban Purchasing Cooperative, enabling us to purchase at the lowest price available for this type of equipment. The NWMC SPC vendor for the Ford Expedition is Landmark Ford, 2401 Prairie Crossing rive, Springfield, Illinois. The total cost to purchase the replacement vehicle is $28,183.00, which represents a savings of $16,817 compared to the budgeted amount. The replacement vehicle will be as follows: 2013 Ford Expedition, 4 door, All-Wheel rive vehicle The price does not include outfitting the vehicle with emergency equipment (light bars/sirens), radios and computer. This will be a separate cost and is estimated to be approximately $5,000. There are sufficient funds in the Motor Vehicle Replacement Fund for this purchase. The old vehicle will be placed into reserve status and the current Utility Vehicle (F47) will be auctioned off. By following this methodology of replacement, the City is saving the cost of replacing F47 in FY14-15, which represents an additional savings of $39,000: Mike McGrath will be on hand to answer any questions. Rev 04/18112

6 Recommendation: Approve a purchase order in the amount of $28,183.00, to Landmark Ford, 2401 Prairie Crossing rive, Springfield, Illinois and place this item on the next City Council agenda for approval. Budget Implications: oes Action Require an Expenditure of Funds: [8J Yes 0No If Yes, Total Cost: $28, If Yes, is this a Budgeted Item: [8J Yes 0 No Requires Budget Transfer If Budgeted, Budget Code (Fund, ept, Object) Attachments: Photo Attached Memorandum from Fleet Services Manager SPC 2013 Ford Expedition Rev 04/18112

7 CITY OF PARK RIGE ATE: ecember 6, 2012 TO: Chief Zywanski FROM: Mike McGrath RE: Purchase of 2013 Ford Expedition In the present budget year we are scheduled to replace the Fire epartments Command vehicle, a 1998 Ford E350 4x4 Van (F26) miles. The Fire epartment says that it would make better sense replacing F47, 1994 Ford F350 4x4 crew cab pickup miles due to be replaced in budget 14/15 instead of the Van. The replacement vehicle would be a 2013 Ford Expedition. The City is eligible to purchase this vehicle through the Suburban Purchasing Cooperative (NWMC) purchasing contract. This enables us to purchase this vehicle at the lowest price available for this type of vehicle. The current vendor is Landmark Ford, 2401 Prairie Crossing rive, Springfield, IL. The total delivered price for this. vehicle is $28, There is sufficient money allocated in the Motor Vehicle Replacement Fund for this purchase. The old vehicle will be auctioned off. Our Mission: THE CITY OF PARK RIGE IS COMMITIE TO PROVIING EXCELLENCE IN CITY SERVICES IN ORER TO UPHOL A HIGH QUALITY OF LIFE, SO OUR COMMUNITY REMAINS A WONERFUL PLACE TO LIVE AN WORK.

8 Meeting ate: ecember 10, 2012 Item Title: Purchase Order Approval - Seven (7) Police Vehicles Action Requested: IZ! Approval 0 For discussion 0 Feedback requested 0 For your information Staff Contact: Phone Number: Address: Frank Kaminski, Chief of Police (847) fkaminsk@parkridgepolice.org Background: uring the fiscal year ('12-'13), the City is scheduled to replace seven (7) police vehicles:_ Four (4) marked patrol vehicles 2008 Ford Crown Victoria Interceptor (P41) -109,136 miles- 5 years old 2007 Ford Crown Victoria Interceptor (P46) - 121,391 miles- 5 years old 2007 Ford Crown Victoria Interceptor (P45) - 99,634 miles- 5 years old 2006 Ford Crown Victoria Interceptor (P48)- 97,214 miles- 6 years old 2004 Honda Civic Hybrid (C4) - 64,520 miles- 8 years old 2002 Ford Explorer (C1) -108,335 miles -10 years old 2001 Pontiac Grand Prix (etective Vehicle) (13) - 85,629 miles- 11 years old All vehicles being replaced adhere to the City's threshold for replacement- either 100,000 miles and/or 5 years old for patrol vehicles and 100,000 miles and/or 10 years for CSO and Investigation vehicles. The two marked squads will reach the threshold within the timetable for delivery of the new vehicles, which is 5-6 months. The City is eligible to purchase replacement vehicles through the Northwest Municipal Conference (NWMC) Suburban Purchasing Cooperative, enabling us to purchase at the lowest price available for this type of equipment. The current vendor for police vehicles is Currie Motors Ford; 9423 West Lincoln Highway, Frankfort, Illinois. The total cost to purchase the seven (7) vehicles is $172, The replacement vehicles will be as follows: Four Ford Crown Victoria Marked Patrol Vehicles (P41, P46, P45 and P48) replaced with 2013 Ford Utility Police Interceptors at a cost of $26, per vehicle. These are all-wheel drive vehicles. One Honda Civic Hybrid (C4) replaced with a 2013 Ford Escape at a cost of $18,577. Rev

9 One Ford Explorer (C1) replaced with a 2013 Ford Utility Police Interceptor at a cost of $25, This is an all-wheel drive vehicle. One Pontiac Grand Prix (13) with a 2013 Ford Interceptor Sedan at a cost of $22, Three. sets of service/repair manuals at a cost of $ ($ each). This past summer, the epartment received demo vehicles. Staff drove them. Staff felt these were the best vehicles for their needs. The price does not include outfitting the vehicles with emergency equipment (light bars/sirens), prisoner cages, computers, etc. This will be a separate cost and is estimated to be approximately $9,000, per vehicle for P41, P45, P46 and P48, $7,000 for C1, $3,000 for 13 and $2,000 for C4. There are sufficient funds in the Motor Vehicle Replacement Fund for this purchase. The old vehicles will be auctioned off. Mike McGrath will be on hand to answer any questions. Recommendation: Approve a purchase order in the amount of $172, to Currie Motors Ford, 9423 West Lincoln Highway, Frankfort, Illinois and place this item on the next City Council agenda for approval. Budget Implications: oes Action Require an Expenditure of Funds: [8J Yes 0No If Yes, Total Cost: $172, If Yes, is this a Budgeted Item: [8J Yes No Requires Budget Transfer If Budgeted, Budget Code (Fund, ept, Object) Attachments: Photo Attached Rev 04/18112

10 2013 Ford.Police Interceptor I Police Interceptor Law Enforcement Sedans and SUVs I Fo... Page 1 of2 THE Next;.(;ENERATION PQUCIINTERCEPTOR 12/05/2012