===== PDF PAGE 36 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 7A.
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
STAFF REVIEW: Mehul T. Patel, P.E., CFM- Director of Public Works SIGNATURE
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE
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:
e Haggerty Ford, West Chicago, Illinois - $57,329.00 each.
e 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 37 =====
[Extraction: OCR (rendered-page OCR)]
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:
The Infrastructure Committee voted 6-0 for approval.