HomeMy WebLinkAbout09/03/2019 Bid Result - New 2019 Elgin Broom Bear Street Sweeper 9/3/2019 BoardDocs®Pro
IL
Agenda Item Details
Meeting - REGULAR MEETINGI - .
Category 8. VILLAGE
Subject ion to accept Joint Purchasing Contractfor the purchasef one ( ) new 2019 Elgin
Broom ear Street Sweeper in an amount not to exceed 7, .
Access Public
Tye Action
Preferred to Aug 2 , 201
Absolute Date Aug 20, 2019
Fiscal Impact Yes
Dollar Amount 267f586.00
Budgeted No
Budget orce Risk Managementun
Recommended Action Accept the Sourcewell Joint Bid Contract Award #122017-FSCfor the purchasef one ( )
new 2019 Elgin Broom Bear Sweeper from tan r Equipment ny, of Chicago,
Illinois at a cost not to exceed 7, .
Public Content
Information
On May 18, 2019, Public Works sweeper 4504 (2017 Elgin Pelican Three Wheeled Sweeper) was involved in an
accident. The damage to sweeper 4504 was extensive (approximately ). Subsequently., the Village's
insurance carrier, Illinois Risk Management Association (IRMA) has declared the vehicle total financial loss.
Street sweeper 4504 is operated by Public Works staff to clean approximately 150 centerline miles of Village-
owned/maintainedstreets. On average,, all Village streets are swept once every two ( ) weeks. Some areas, such as
the downtown and commuter areas are swept more frequently. Additionally, staff utilizes two ( ) sweepers urin
special events and after accidents on a regular ai c autumn, the entire Villageis swept once each week i
conjunction with the Village's leaf collection program from c r through December. Additionally, during leaf
season, a third sweeper is rented in order to keep pace with the volume work. During the winter months,, streets
are swept as weather permits. Due to the high utilization of sweeper vehicles, staff recommends immediate
replacement of 4504.
Discussion
ourcewell (formally National Joint Powers Alliance ( J )) has a joint purchase bidr (Attachment A) available
for a desired replacement sweeper. The proposed replacement is a 2019 Elginroom Bear, truck chassis sweeper.
Currently, Elgin (sweepermanufacture) has two ( ) 2019 Broomr sweepers in production for a September
delivery date. One ( ) of these units is currently available for purchase. This is fortuitous; the typical delivery time for
new sweeper is nine ( ) months. The ElginBroom r (Attachment ) is a four wheel version of the Elgin Pelican
sweeper that is beingreplaced.
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The new proposed Elgin Broom Bear has one of the most powerful and reliable single engine packages in the industry.
The diesel engine has better fuel economy and is cleaner burning due to tighter Tier 4 Final EPA
standards/technology. The dump hopper has a larger capacity of 4.5 cubic yards compared to 3.5 cubic yard capacity
of the current Elgin Pelican. Additionally, thew ter capacity is larger at 360 gallons compared to 220 gallons of the
Pelican platform.
Staff has evaluated the benefits of the truck style chassis and has determined the larger debris hopper, increased
water capacity, and the ability to travel at speeds greater than 18 miles per hour create greater efficiencies in the
sweeping operation. In addition, the suspension is much more effective making operation of the unit easier for end-
users. These factors positively impact sweeping operation by reducing travel time to the section, reducing to the
number of return trips to unload debris and fill thew ter tank.
The anticipated service life of sweeper vehicles is 12 years.
Funding,
The purchase of the new sweeper will cost $267,,586.00. Currently, there is $123,,736.51 existing in the Vehicle
Replacement Fund that can be used towards the purchase of the new sweeper. The remaining $143,849.49 would be
new money. The existing funds are derived from three (3) sources:
1. IRMA determined the current value of the totaled sweeper was $153,385 less the $100,000 deductible provides
the Village $53,385 in funds available for the purchase of the new sweeper.
2. In addition, the totaled sweeper was purchased in 2017 with the Village contributing lease payments to the
Vehicle Replacement Fund. The current Vehicle Replacement Fund balance for the totaled sweeper is
$35,297.09., which will be utilized for the purchase of the new sweeper.
3. Finally, in 2020 Public Works is scheduled to replace flusher truck 2750. Staff has made the decision to replace
the flusher truck with a combination flusher and vacuum truck. This decision will allow staff to sell or trade in
the existing vacuum truck 2725 reducing the fleet by one vehicle. The current combined Vehicle Replacement
Fund balance for flusher 2750 and vacuum truck 2725 is $485,,054.42. The cost to purchase the new
combination flusher/vacuum truck is $450,000. This leaves an excess fund balance of $35,054.42 to be utilized
towards the purchase of the new sweeper.
As stated the total funds available for the purchase of the new sweeper in the Vehicle Replacement Fund is
$123,753.51. The available funds are summarized in the table below.
Summary of Available Funds
Purchase cost of new sweeper $267,r586.00
Value of totaled sweeper less deductible ($53f385.00)
Excess Fund Balance due to fleet reduction Flusher/Vacuum ($ 4.42)
truck
Current Vehicle Replacement Fund balance of totaled sweeper ($35,,297.09)
7 New funds needed for sweeper purchase 1 $1431,849.49
The remaining $143,849.79 listed as new funds in the above table, will come from the Village's is Management
Fund.
Alternatives
1. Accept recommendation to purchase sweeper from Standard Equipment Company.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends the Village Board accept the Sourcewell Bid Contract Award 122 1 - and authorize the
purchase of one (1) new 2019 Elgin Broom Bear Sweeper,, from Standard Equipment Company,, of Chicago, Illinois at
a cost not to exceed $267.,586.00
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Contract-Federa I Signal.pdf
New-BroomAttachment B Broom Bea rBroch u re.pdf (1,705 KB) .®
Old 4504.JPG (2,533 KB) New Broom Bear Truck Sweeper Quote-Sourcewell.pdf (206 KB)
Administrative Content
Executive Content
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