===== PDF PAGE 5 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _4_.,~±l~---- Purchase of One 2023 Ford F600 Regular Cab 4x4 Chassis from Haggerty Ford in West Chicago, Illinois. COMMITTEE AGENDA DATE: December 2, 2022 COUNCIL AGENDA DATE: December 5, 2022 jSTAFF REVIEW: Mehul T. Patel, P.E., CFM- Director of Public Works SIGNATURE M~t ~ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman ITEM SUMMARY: Annually, the Public Works Department plans and budgets for the purchase and delivery of replacement vehicles. For FY 2023, the Public Works Department has planned and budgeted for the purchase of one 2023 Ford F650 with a V-Plow, V-box spreader and pre-wet tank. This truck is generally used to plow the alleys in the winter months. It is also utilized for day-to-day operations of the Streets Division for other operations throughout the year including but not limited to storm repairs, asphalt patching, haul and dump materials, etc. Staff from the Public Works Department attended (8/23/22) a seminar sponsored by the MFMA (Municipal Fleet Managers Association) where representative from Ford were present to speak about the state of the automotive industry and the difficulties the industry is facing, including Ford. To get ahead of the industry-wide short supply, staff within the Fleet Management Division was tasked with putting specs together for all proposed FY2023 vehicles and to obtain pricing. In response to this exercise, one of the Ford dealers that the City has purchased vehicles from in the past, notified staff that the order cutoff through Ford for 2023 F600 series is December 1, 2022. In the past, we have had the luxury of being able to capitalize on the joint bid contracts; however, this year there has not been a joint bid contract. In order to expedite the procurement, the City of West Chicago recently solicited price quotes from three Ford dealerships for the 2023 Ford F650. From our request, only two dealerships responded: • Haggerty Ford, West Chicago, Illinois - $57,329.00 each. • Bob Ridings Ford, Taylorville, Illinois - $56,992.00 each At this time, most dealers are not placing orders unless they have a purchase order. Based on our conversations with the dealers, this is a Ford requirement. However, due to our existing relationship with Haggerty Ford, staff is given some extra time to obtain a purchase order by going through the regular approvals. Based on comparable pricing received and per the local vendor preference policy approved by the City Council under Resolution No. 12-R-0009, in which purchases of goods and services can be awarded to local vendors when their pricing is within three percent (3%) of other competitive bids, staff recommends ordering the one 2023 Ford F600 Regular Cab 4x4 Chassis from Haggerty Ford in West Chicago, Illinois for an amount not to exceed $57,329.00. This vehicle will be purchased from the Capital Equipment Replacement Fund (04-34-39-4804) in which $130,900.00 is proposed for in FY 2023. The remainder of the funds will be used to purchase the necessary appurtenances/equipment (i.e., v-plow-, v-box salt spreader, saddle tanks for the liquids, lights, decals, radios, etc.) that will be installed by a third party after the City takes delivery of the unit. ===== PDF PAGE 6 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: That the West Chicago City Council authorize the purchase of one 2023 Ford F600 Regular Cab 4x4 Chassis in the amount not to exceed $57,329.00 from Haggerty Ford in West Chicago, Illinois, and authorize the City Administrator to contract with a third-party to install the necessary appurtenances/equipment for the vehicles at an estimated cost of $73,500. COMMITTEE RECOMMENDATION: ===== PDF PAGE 7 ===== [Extraction: embedded PDF text] Date: 11128/2022 Salesperson: ~~~~~~~~~~~~~~~~-John Czech Man ager: ~~~~~~~~~~~~~~~~-Lou Tornabenl no[, Rl'OJISYtll Rt1, Wf:rt Q\l~5g, ILGQl8$ Ph: (~0) llH!OO Customer ID #: ~~~~~~~~~~~~~~~~-F40655 FOR INTERNAL USE ONLY BUSINESS NAME CITY OF WEST CHICAGO Home Phone : CONTACT 475 MAIN ST Address : WEST CHICAGO, IL 60185 Work Phone : (630) 768-8878 DUPAGECO E-Mail: JWHITEAKER@WESTCHICAGO.ORG Cell Phone : VEHICLE Stock#: 23 F600 FO New I Used: New VIN: ORDER 6000 Miieage: 0 Vehicle : 2023 Ford F-600 Chassis Color : WHITE Type : XL 4x4 SD Regular Cab 145 In. WB DR Market Value Selling Price 57, 161.00 Non Tax Fees 168.00 Cash Deposit .00 Balance 57 329.00 i~ !Customer Approval: Managemsnt Approval: ' By signing this aulhorlzalion form, you certify that Iha above paraonol lnlorma!lon Is correct and accurate, and authorize the release Of credll and employment infonnatlon. By signing above, I provide to the dealership and Its affillates consent to communicate wllh me about my vehicle or any future vehicles using electronic, verbal and written communications including but not limited to eMail, text messaging, SMS, phone calls and direct mail. Tenns and Conditions subject to credit approval. Far Information Only. This is not an offer or contract for sale. AS PER BID SPEC ORDER# 6000 11/28/2022 l I l ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] JIOt~llkd.Ymt(~'l'l'•l\~l.S hl:tli,~11!1·.UOO Haggerty Ford 330 E. Roosevelt Rd West Chicago, IL 60185 Ph: (630) 231-3200 DATE -~~~~~~~~~~~~~~~11/28/2022 Salesman ~~~~~~~~~~~~~..::..::;..;.;..;..;...;;;~~~~~~~~~~~~~~~John Czech NAME ____C~ITY"-'-_O~F_W~E_S~T_C_H_l_CA_G_o ___ STOCK# __________2_3_F_60_0_F_o_________ _ CO-BUYER EMAIL ______J~W~H~l~T=EA~K~E_R_,@_W_E_ST_C_H_l_CA_G_O_._O_R_G____ _ ADDRESS ~~~~~--'-'---'~-'-="'-~~~~~475 MAIN ST CELL PHONEHOME.~~~~~~~~~~~~~~ CITY ___ W.;;..:.=E=S..:..T...;;;C"'"H;.:..;IC=A"'"'G::.;0_____ STATE IL ZIP 60185 PHONE HOME.~-~---------~ please enter my order for the following: 0New 0Demo 0 Used PHONE-~~~~~~~~~~~~~~~ YEAR NAME MODEL COLOR MILEAGE SERIAL# BOUGHT 2023 Ford F-600 Chassis WHITE 0 ORDER 6000 TRADED CASH SELLING PRICE 57161.00 TRADE DISCOUNT CASH DIFFERENCE 57161.00 TAXES LICENSE & TITLE 168.00 ADMINISTRATIVE FEES & CHARGES SUB TOTAL 57 329.00 PAYOFF ON TRADE SUB TOTAL 57 329.00 FACTORY REBATE SERVCONT DEPOSIT BALANCE DUE ON DELIVERY 57 329.00 ADMINISTRATIVE FEES AND CHARGES; AN ADMINISTRATIVE FEE 15 NOT AN OFFICIAL FEE. AN ADMINISTRATIVE FEE IS NOT REQUIRED BY LAW, BUT MAY BE CHARGED TO BUYERS FOR HANDLING DOCUMENTS ANO PERFORMING SERVICES RELATING TO CLOSING OF A SALE. THE BASE ADMINISTRATIVE FEE ENDING JANUARY 1, 1992 WAS $40.00. THE MAXIMUM AMOUNT THAT MAY BE CHARGED FOR ADMINISTRATIVE FEES & CHARGES IS THE BASE ADMINISTRATIVE FEE OF $40.00 WHICH SHALL BE SUBJECT TO AN ANNUAL ADJUSTMENT EQUAL TO THE PERCENTAGE OF CHANGE IN THE BUREAU OF LABOR STATISTICS CONSUMER PRICE INDEX. THIS NOTICE IS REQUIRED BY LAW. NOTICE: THE ONLY OTHER ADDITIONAL CHARGES PERMITTED ARE OEALER·ADOED OPTIONS, WARRANTY ANO SERVICE CONTRACTS, INSURANCE AND THE ACTUAL COST OF LICENSE AND TITLE REGISTRATION AND TAXES. No Public Liability or Property Damage Insurance Issued With This Transaction. ALL WARRANTIES, IF ANY, av MANUFACTURERS OR SUPPLIER OTHER THAN DEALER ARE THEIRS, NOT DEALER'S AND ONLY SUCH MANUFACTURER OR OTHER SUPPLIER SHALL BE LIABLE FOR PERFORMANCE UNDER SUCH WARRANTIES UNLESS DEALER FURNISHES BUYER WITH A SEPARATE WRITTEN WARRANTY OR SERVICE CONTRACT MADE BY DEALER ON ITS OWN BEHALF. DEALER HEREBY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. (A) ON ALL GOOD ANO SERVICES SOLD BY DEALER; ANO (B) ON ALL USED VEHICLES WHICH ARE SOLD AS IS-NOT EXPRESSLY WARRANTED OR GUARANTEED. This Is a non-binding order, NOTICE ·If the box to the loft Is checked, the automobile purchased herein is a demonstrator which has been pre-used and may have Incurred certain body D repolr.i as a result of such usage.The purchaser represents and warrants that he Is of legal age; that he has title lo and good right to sell and dispose of of the used car traded in described above, that there are no liens, claims and /or encumbrances thereon, and agrees to furnish good and auftlclent title and hereby grants Haggerty Ford power of attorney to assign ond endorse said title for him, and to sign any and all applications which would be necessary to register litre to car being purchased In any state or territory. Afler careful inspection and demonetratlon, tha undersigned purchases the above vehicle with equipment at the prices and on the terms specified above. TRANSFER OF TITl.E TO ABOVI! AUTOMOBll.E IS SUBJECT TO FINAL, PAYMENT OP ANY AND Al.L CHECKS CLEARING BANK UPON WHICH IS DRAWN. ===== PDF PAGE 9 ===== [Extraction: embedded PDF text] Preview Order 6000 - F6L 4x4 Reg Chas Cab DRW: Order Summary Time of Preview: 11/28/2022 13:28:05 Receipt: 11/28/2022 Dealership Name: Haggerty Ford, inc. Sales Code : F41080r--· ·-------- ~···--· ·-.,.-- ··~- ~~-·----.. - --~--·1 I Order Code 6000 --..Price Level--.. 315 ---·---·,[;~~~;·~· -~. ~~~:;:~~=i ~;~1~_c;~~_;f~~ ;:~;:_~~~·=- _, ............. -··-·- -- -· .. _ DESCRIPTION DESCRIPTION I i F600 4X4 CHASSIS CAB DRW/145 120V/400W OUTLET 145 INCH WHEELBASE WHEEL WELL LINERS- FRONT TOTAL BASE VEHICLE 40 GAL AFT OF AXLE FUEL TNK I OXFORD WHITE 410 AMP ALTERNATOR I1 VINYL 40/20/40 SEATS EXTERIOR BACKUP ALARM MEDIUM DARK SLATE PRICE CONCESSION INDICATOR PREFERRED EQUIPMENT PKG.680A REMARKS TRAILER .XL TRIM DUALBATIERY .AIR CONDITIONING -- CFC FREE REAR VIEW CAMERA & PREP KIT .AM/FM STEREO MP3/CLK XL CHROME PACKAGE .7.3L DEVCT NA PFI VS ENGINE .FOG LAMPS 10·SPEED AUTO TORQSHIFT .BRIGHT GRILLE 245/70R19.SG TRACTION 6 TIRES .REMOTE START SYSTEM 4.88 RATIO LIMITED SLIP AXLE SPECIAL DEALER ACCOUNT ADJUSTM FORD FLEET SPECIAL ADJUSTMENT SPECIAL FLEET ACCOUNT CREDIT FRONT LICENSE PLATE BRACKET FUEL CHARGE PLATFORM RUNNING BOARDS NET INVOICE FLEET OPTION (B4A) 22000# GVWR PACKAGE PRICED DORA ENGINE BLOCK HEATER ADVERTISING ASSESSMENT SKID PLATES DESTINATION & DELIVERY 50 STATE EMISSIONS undefined .------,-----·---------- ----- Customer Name: Customer Email: Customer Address: Customer Phone: ===== PDF PAGE 10 ===== [Extraction: embedded PDF text] Bob Ridings Fleet Sales Todd Crews, Fleet Sales Mgr. 931 Springfield Rd Taylorville IL 62568 Ph. 217-824-2207 Email toddfleet@aol.com Fax 217-824-4252 Monday,November28, 2022 JAKE WHITEAKER CITY OF WEST CHICAGO 475 MAIN ST WEST CHICAGO, IL 60185 Dear Jake: Thank you for your inquiry about our Fleet Sales Program, please accept this letter to outline our bid. We are pleased you are again considering us for your new truck and we can order it as follows; delivery is estimated in 150+ days after your order. ORDERS MAY BE DUE BY 12-1-22, INQUIRE/ NOTE that the State Bid is not referenced on these forms, this is our best government bid pricing BUT not covered by the State. THIS PROPOSAL LETTER IS NOT AN ORDER, you must issue a purchase order to confirm, contact me if any questions or changes and thanks, 1 2023 Ford F600 REGULAR Cab 4x4 (F6L) Chassis ONLY Includes All Standard XL Pkg Equipment, Pkg 680A BLACK Grille & Bumper 7.3 Litre VB w/10spd Automatic 22,000 GVWR DUAL Rear Wheels 245/70R19.5 Tires w/NO SPARE Tire Electric Shift on the Fly 4x4 Air Conditioning Tilt Wheel & Cruise Control Upfitter Switch Panel NOW INCLUDES Power Windows/Locks/Remote Keyless Entry w/2 FOBs AutoLamp On/Off Headlamps & Programmable (942) Daytime Running Lamps AM/FM w!SYNC 4 Bluetooth & 8" Touchscreen Controls (18A) Upfitter Interface Module Power Heated Trailer Tow Mirrors, Extendable (62R) PTO Provision Trailer Pkg w/HD Cooling, 7 Wire Harness & (52B) Factory Trailer Brake (NO Hitch w!Chassis) Audible Lane Departure Warning & PreCollision Assist w!Automatic Emergency Braking BASE COST $53,265.00 USE STD 60" Cab/Axle, 40 Gallon Rear Fuel Tank, Suitable for 9ft Body Install NOT ORDERED Snowplow Prep Pkg, NOT Approved for Snowplow ADD (96V) XL Chrome Decor $225.00 (67B) HD Dual Alternators $115.00 (86M) DUAL Batteries $200.00 (43C) 11 OV Power Outlet $175.00 ADD (X8L) 4.88 Limited Slip Axle Included (TGT) All Terrain Tires $210.00 NO SPARE Tire (945) Stainless Simulators $395.00 (41 P) Skid Plate $100.00 (41 H) Engine Block Heater $95.00 (76C) Factory Backup Alarm $145.00 (18B) Factory Black Running Boards $320.00 Includes Front Fender Flares and Molded Mudflaps (61L) Front Fender Liners $175.00 (872) Rearview Camera Kit $395.00 Undercoat Chassis $299.00 Extra Key, NO Remote $75.00 CD Rom Service Manual $295.00 Delivery to your Location $295.00 New Municipal Lie & Title $213.00 (Z1) White Ext, (AS) Gray VINYL 40/20140 Split Seat, Full Vinyl Floor Covering YOUR COST, PIO# Pending $56,992.00 NOTE if this outline is incorrect in any way please call me IMMEDIATELY to correct it. Please contact me with any questions and thanks for your business! Sincerely, Todd Crews Fleet Sales Manager