HomeMy WebLinkAbout07/19/2016 NWMC/SPC Joint Bid for 2016 Elgin Pelican Street SweeperItem X. H.: MOTION TO ACCEPT NWMC/SPC JOINT BID FOR 2016 ELGIN PELICAN STREET SWEEPER IN
AN AMOUNT NOT TO EXCEED $201,500.
Department: Public Works Department
Information:
In the current budget, there are funds available to replace sweeper 4504. 4504 is a 2002 Elgin "P" street sweeper
used by Public Works staff to clean approximately 150 centerline miles of Village-owned/maintained streets. This unit
is one (1) of two (2) sweepers utilized for this work.
On average, all Village streets are swept once every two (2) weeks. Some areas, such as the downtown and
commuter areas are swept more frequently. Additionally, we utilize our sweepers during special events and after
accidents on a regular basis. In autumn, the entire Village is swept once each week in conjunction with the Village's
leaf collection program from October through November. During the winter months, streets are swept as weather
permits.
This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy uses a point -
based criterion, which rates the following four (4) major factors when considering a unit for replacement: Age,
mileage, repair & maintenance (R&M) cost, and condition of the body/mechanical components. A point total equaling
or exceeding eleven (11) out of sixteen (16) indicates that the vehicle should be recommended for replacement.
This vehicle scored a total of fourteen (14) points; a high rating warranting replacement. The vehicle condition
evaluation form and summary report have been attached as Exhibits A and B respectively. Additionally, I have
included the life cycle cost analysis on Exhibit C, which breaks out our total ownership cost.
Recently, Mercury Associates, Inc. of Rockville, Maryland, fleet management consultants specializing in municipal and
utility enterprises developed Optimal Vehicle Replacement Cycle Analyses for several of our fleet asset classes,
including sweepers. The result of their analysis indicated the optimal replacement cycle for our sweepers is at year
ten (10) and further suggested replacement after eight (8) years based due to vehicle complexity. The current
replacement policy age is 12 years. The existing unit is 14 years old.
If the service life is extended, approximately $26,000 worth of repairs should be performed:
The conveyor and hydraulic line assemblies are in poor condition, which need replacing and rebuilding.
The work is estimated to cost $11,000.00 including parts and labor.
The hydraulic wheel motors are due for a major overhaul. The cost is estimated to range between
$9,600.00 and $10,500.00.
The body and frame are rusty and is estimated to cost $4,500 to refurbish/paint.
The new proposed Elgin Pelican street sweeper has a newly designed isolation -mounted cab to provide cleaner,
quieter and more comfortable operation. This cab will also provide enhanced visibility with the full -width windshield
and wide see-through doors. The diesel engine has better fuel economy and is cleaner burning due to tighter Tier 4
Final (T4F) EPA standards/technology.
The Village is a member of the Northwest Municipal Conference (NWMC) which has available a Suburban Purchasing
Cooperative (SPC) 2016 Joint Purchasing Sweeper Contract #155 for this vehicle. This contract is publicly bid and
satisfies the procurement requirements of the Village of Mount Prospect Purchasing Policy.
The sweeper being replaced will be sold through the GovDeals.com Internet auction. We have been offered $12,500
for a trade-in. However, we anticipate a higher residual value can be realized through the Internet auction.
Alternatives:
1. Accept Northwest Municipal Conference / Suburban Purchasing Cooperative Joint Bid for 2016 Elgin Pelican
Street Sweeper.
2. Discretion of the Village Board.
Budget Impact:
The proposed award will require the expenditure of $201,500 from the Vehicle Replacement Fund. Sufficient funds
exist in the current budget.
Recommendation:
I recommend that the Village Board accept the NWMC/SPC bid contract award and authorize the purchase of one (1)
new 2016 Elgin Pelican Street Sweeper, from Standard Equipment Company, of Chicago, Illinois at a cost not to
exceed $201,500.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and facilities, GOVERNANCE: Financially sound, providing
exceptional service.
ATTACHMENTS:
Description
Tyne
Unload Date
Attachment A and B
D Street Sweeper Unit
Cover Memo
7/10/2016
4504
Attachment C Street
D Sweeper Unit 4504
Cover Memo
7/10/2016
Life Cycle Costs
D Attachment D _ Old
Cover Memo
7/12/2016
45041mage
Attachment E
_
D Proposed
Replacement 4504
Cover Memo
7/12/2016
Image
File Name
Attachments A and_BStreet Sweeper_Unit_4504.docx
Attachment C 4504_Life_Cycle_Costs.xls
4504 Old Pic.J PG
4504—New Pelican.jpg