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CITY OF WEST CHICAGO

                        INFRASTRUCTURE COMMITTEE
                        AGENDA ITEM SUMMARY
ITEM TITLE:
                                               AGENDA ITEM NUMBER: _tj~_A_~~+-__
Purchase One 2022 Ford F-350 Super Duty 4wd Pick-up
                                                 COMMITTEE AGENDA DATE:  October 7, 2021Truck Chassis from Bob Ridings Ford, Inc. Taylorville,                                                   COUNCIL AGENDA DATE: October 18, 2021Illinois

STAFF REVIEW: Timothy R. Wilcox, Assistant Director of Public Works  SIGNATURE_________ _

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APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman        SIGNATURE _________ _

ITEM SUMMARY:

For FY 2021, Public Works Department staff has planned and budgeted for the replacement of one 2008
Ford F-250 with service body,  lift gate and snowplow. The vehicle was due for replacement in 2017 and
replacement has been postponed each year until now. This unit currently serves as the Utility Division
Sanitary Crew Leader vehicle. The unit's physical and mechanical shape has markedly declined during
this past four year period, and the cost to maintain is increasing each year.

Fleet Maintenance staff has also recommended replacing this Ford F-250 (% ton chassis) with an F-350
(1 ton chassis) to accommodate the increasing weight trailering and payload requirements that we have
accrued over the last few years in new equipment acquisitions. Currently the F-250 service body "pickup
style" trucks are overweight when used  to  trailer the excavation equipment which leads to safety
concerns, unnecessary wear and tear, and more frequent servicing of the vehicles. For these reasons,
staff sought to obtain pricing for a Ford F-350.

To allow local vendors an opportunity to quote on the 2022 Ford F-350 Super Duty, regular cab, 4wd
pick-up truck chassis, staff recently solicited price quotes from twelve Ford dealerships (i.e., eight local
Ford dealerships, one Ford dealership from the Springfield, Illinois area and one Ford dealership from
the Greenfield, Illinois area (both dealerships have previously held State of Illinois contracts), one Ford
dealership from Taylorville, and one Ford dealership from Frankfort, Illinois who held the Suburban
Purchasing Cooperative (SPC) Program contract (deadline to order was August 24, 2021 through SPC).

From our request for proposal, only three dealerships responded:

•  Bob Ridings Ford, Taylorville, Illinois - $37,592.00
•  Haggerty Ford, West Chicago, Illinois - $37,903.00.
•  Hawk Ford of St. Charles, Illinois (Formerly Zimmerman Ford) - $39, 168.00.

Citing the ongoing materials and chip supply shortage across the globe, per the Ford dealerships, Ford
Motor Company is not accepting new orders for the F350 models. Haggerty Ford in West Chicago
indicated an order must be made prior to September 23, 2021 or they could no longer honor their
proposal. Bob Ridings Ford, Inc. indicated an order deadline of October 1, 2021, but that it could change
at short notice once Ford announced the end of order deadline.

Based on current trailering capacities required for this replacement vehicle and comparable pricing
received, staff recommends orderinq one 2022 Ford F-350 Super Duty, Regular Cab, 4wd pick-up truck

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CITY OF WEST CHICAGO
chassis for the Public Works Department's Utility Division from Bob Ridings Ford, Inc. of Taylorville,
Illinois, for an amount not to exceed $37,592.00. Due to current shortages related to the pandemic, order
to delivery time is at least 30 weeks and possibly more.

Due to the order deadline of October 1, 2021 provided by Bob Ridings Ford, Inc., staff deems this to be
an emergency purchase under the City Administrator's authority. As such, in order to secure the
purchase, a letter of intent was issued to Bob Ridings Ford, Inc. on September 24, 2021, as the City's
commitment to purchase the vehicle. At this time, staff is seeking an after the fact approval to
order/purchase the 2022 Ford F-350 Super Duty, regular cab, 4wd pick-up truck chassis within the
current budget.

$48,700.00 was budgeted in the Capital Equipment Replacement Fund (04-34-39-4804) for the
replacement of this vehicle, however, the budgeted figure also included the snow plow, service body, and
lift gate equipment which will be installed by a 3rd party at a cost of $27,533.00. Staff will then plan to
budget in FY 2022 for the additional cost to install the snow plow, service body, and  lift gate equipment.

ACTIONS PROPOSED:

Provide after-the-fact approval of the City Administrator's purchase of one 2022 Ford F-350 Super Duty,
Regular Cab, 4wd pick-up truck chassis from Bob Ridings Ford, Inc. of Taylorville, Illinois, for a cost not
to exceed $37,592.00.

COMMITTEE RECOMMENDATION: