CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Waive the applicable provisions of the Naperville Procurement Code and award Procurement 24-089, Unmarked Police Vehicle Replacement - Unit 162, to Valley Honda, for an amount not to exceed $37,236.03 and for a one-time purchase (Item 1 of 2)
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BACKGROUND:
The other related item on the City Council agenda is:
• 24-0666 Waive the applicable provisions of the Naperville Procurement Code and award Procurement 24-089, Unmarked Police Vehicle Replacement - Unit 168, to McGrath Honda of Elgin, for an amount not to exceed $$37,893.03 and for a one-time purchase (Item 2 of 2)
Unit 162 and Unit 168 were reviewed and approved by the Fleet Economic Committee and Fleet Services Manager for replacement in the 2024 budget. Vehicles are scored for replacement based on four criteria: age, usage, condition, and repair costs. Recommending a vehicle for replacement requires a score of 23.0 or greater. Unit 162 scored 25.70 and Unit 168 scored 23.78.
DISCUSSION:
Unit 162 is a 2015 Dodge Caravan used by the Police Department - Investigations Division as a crime scene technician unit and investigations surveillance as needed. The retired vehicle will be sold through the City’s auction service provider.
Unit 168 is a 2016 Dodge Caravan minivan used by the Police Department as an unmarked major crimes investigations surveillance unit. The retired vehicle will be retained and reallocated to the City Manager’s Office - Safety Division to replace Unit 602. In 2022, the plan to replace Unit 602 with retiring Unit 122 was derailed when Unit 122 was totaled in an accident.
Both units will be replaced with a 2024 Honda Odyssey EX minivan to maintain fleet conformity while meeting the covert operational needs of the Investigations Division.
Honda vehicles are not available through a purchasing cooperative and due to supply chain issues, the Honda dealerships will not respond to a bidding process. Staff located four units in stock and available for immediate delivery at three dealerships. As such, the Department of Public Works - Fleet Services Division received three quotes from Honda dealerships for 2024 Honda Odyssey EX minivans. Valley Honda and McGrath Honda of Elgin provided the lowest two quotes for the vehicle selected. Valley Honda and McGrath Honda of Elgin each have a 2024 Honda Odyssey EX minivan in stock and available for immediate delivery. Unit specifications meet operational needs while maintaining fleet conformity.
Valley Honda provided the lowest quote for the vehicle in the amount of $37,236.03 and McGrath Honda of Elgin provided the next lowest quote for the vehicle in the amount of $37,893.03. Staff recommends purchasing one unit each from Valley Honda and McGrath Honda of Elgin as quoted.
Approval of the award for Procurement 24-089 requires a Waiver of Section 1-9B-4 (Methods of Selection) of the Naperville Procurement Code because the recommended process is not one of the enumerated methods under the Code. The units are in stock and available for immediate delivery.
FISCAL IMPACT:
CIP#: VE24-162, VE 24-168
Vehicle replacements for the Police Department are expensed to the Vehicle and Equipment account listed below. The Police Department budgeted $95,000 to replace Units 162 and 168 in the 2024 budget. The amount requested is within the amount budgeted for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
21212200-551505 |
Capital Projects Fund |
$1,544,598 |