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HomeMy WebLinkAbout96-146 Resolution No. 96-146 RESOLUTION AUTHORIZING ELGIN STREET SWEEPER REPLACEMENT AS A SOLE SOURCE PROCUREMENT FROM THE ELGIN STREET SWEEPER COMPANY WHEREAS, Elgin Municipal Code Chapter 5 . 14 authorizes sole source procurements for the procurement of supplies, materials, parts or equipment which by their nature are not adapted to award by competitive bidding and are available from only a single source; and WHEREAS, the 1996 budget includes funds to replace existing street sweeper #113 consisting of a 1987 Elgin Crosswind; and WHEREAS, since Elgin sweepers are manufactured and tested in Elgin it has been the City's long standing practice to use sole source procurement for the acquisition of street sweepers; and WHEREAS, the subject street sweeper planned for replacement is a Whirlwind model and only two companies manufacture such a vacuum sweeper with an eight foot wide sweep path, namely, Elgin Sweeper and the Johnston Company which originates in England; and WHEREAS, there are several advantages to the City purchasing an Elgin sweeper including that parts are readily available from the manufacturer and equipment down time is greatly reduced, parts inventory in the City garage is streamlined by operating only one sweeper brand, garage mechanics are thoroughly familiar with the Elgin Sweeper equipment, equipment operators are familiar with the Elgin Sweeper controls, instant technical support is available directly from the Elgin factory, both the distributor and manufacturer provide maintenance and operation classes at the factory which is useful to new operators and mechanics and design changes resulting in improved parts are offered to the City for testing purposes; and WHEREAS, the Purchasing Agent and the Public Works Director have determined in writing, after conducting a good faith review of available sources, the Elgin Sweeper Company is the only practical source for the procurement of the sweeper replacement and that the procurement of the sweeper replacement should be made pursuant to a sole source procurement from the Elgin Sweeper Company. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City Manager or his designee is authorized to initiate a sole source negotiation for the Elgin Sweeper Whirlwind Model street sweeper to replace unit #113 . s/ Kevin Kelly Kevin Kelly, Mayor Presented: May 8, 1996 Adopted: May 8, 1996 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk V- - • n t genda Item No.,. ,,- 4,t„,,, April 17, 1996 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Elgin Street Sweeper Replacement Sole Source Purchase PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider a sole source purchase of an Elgin Sweeper street sweeper. BACKGROUND The 1996 budget includes funds to replace an existing street sweeper (#113 - 1987 Elgin Crosswind) . Since Elgin sweepers are manufactured and tested in Elgin, it has been the City's long-standing practice to use sole source procurement for the acquisition of street sweepers. The above Crosswind sweeper is planned to be replaced with a Whirlwind model, which is a true vacuum sweeper. Only two companies manufacture a vacuum sweeper with an eight foot wide sweep path. The first is Elgin Sweeper and the second is Johnston, which originates in England. Several municipali- ties within the Fox Valley operate Elgin Whirlwinds. There are several advantages to the City in purchasing an Elgin sweeper: - Parts are readily available from the manufacturer and equipment downtime is greatly reduced. - Parts inventory in the City Garage is streamlined by operating only one sweeper brand. - Garage mechanics are thoroughly familiar with the Elgin sweeper equipment. - Equipment operators are familiar with the Elgin sweeper eft controls. - Instant technical support directly from the Elgin facto- ry. Elgin Street Sweeper Replacement April 17, 1996 Page 2 - Both the distributor and manufacturer provide mainte- nance and operation classes at the factory, which is useful for new operators and mechanics. - Design changes resulting in improved parts are offered ' to the City for testing purposes. In additional to the benefits outlined above, the City has enjoyed years of reliable service from Bruce Equipment (au- thorized distributor) and Elgin Sweeper. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT The 1996 budget includes $120,000 in the Equipment Replace- ment Fund, Account No. 601-4800-796.91-48, Project No. 339737, to replace sweeper #113. LEGAL IMPACT None. ALTERNATIVES A. Negotiate a sole source price for an Elgin sweeper with the authorized distributor. B. Prepare specifications and bid the sweeper acquisition. RECOMMENDATION It is recommended that the Mayor and members of the City Council authorize staff to initiate a sole source negotiation for an Elgin Sweeper street sweeper to replace unit #113. Respectfully submitted, '17) mes L. Kris ans n blic Works r to aix40 •ichael A. Sarro Purchasing Director Richard B. Helwig • City Manager amp