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HomeMy WebLinkAbout05-155 .R Resolution No. 05-155 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH STANDARD EQUIPMENT COMPANY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Olufemi Folarin,City Manager, and Dolonna Mecum, City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Standard Equipment Company for refurbishment of two Elgin Pelican Street Sweepers,a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: May 11, 2005 Adopted: May 11, 2005 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN AGREEMENT STANDARD EQUIPMENT COMPANY This Agreement is made and entered into this 7, day of , 2005 by and between the City of Elgin ("the CITY"), a municipal corporation organized and*exittingg dun—de—rthe laws of the State of Illinois, and Standard Er m�r}t mp y, rporateWit e state of Illinois and having a principal place of business at ?3 (✓ ("the CONTRACTOR"). !�2_ ARTICLE I. DEFINITION. "THIS CONTRACT"as used herein shall mean this Agreement, the Request for Proposals (RFP) including all documents referenced therein and the Contractor's Proposal response dated March 9, 2005 (Proposal) thereto incorporated by reference herein and made a part hereof. The CONTRACTOR agrees to provide the goods and/or services all in accordance with the RFP and CONTRACTOR'S Proposal. In the event there is a conflict between this Agreement and the Proposal documents, the terms of this Agreement shall supersede and control over the Proposal documents. ARTICLE II. DURATION. The CONTRACTOR shall commence the performance of TFVS CONTRACT upon receipt of a fully executed Contract from the City. The work shall be complete within_ZZLL days thereafter. ARTICLE III. PAYMENT. For the services provided by the CONTRACTOR pursuant to THIS CONTRACT the City shall pay the CONTRACTOR the total amount of Forty-Nine Thousand Nine Hundred Ninety Dollars ($49,990.00), inclusive of all services, labor,equipment,parts or other matters. Payment shall be made by the City to the CONTRACTOR upon completion of all work provided for under THIS CONTRACT. ARTICLE IV. TERMINATION. The following shall constitute events of default under THIS CONTRACT: a) any material misrepresentation made by the CONTRACTOR to the CITY, b) any failure by the CONTRACTOR to perform any of its obligations under THIS CONTRACT including, but not limited to, the following: (1) failure to commence performance of THIS CONTRACT at the time specified in THIS CONTRACT due to a reason or circumstance within the CONTRACTOR's reasonable control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR's reasonable control, (iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the CITY, (iv) failure to promptly re-perform within reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory, (v) failure to comply with a material term of THIS CONTRACT, including, but not limited to the Affirmative Action requirements, and (vi) any other acts specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The CITY may terminate THIS CONTRACT for its convenience upon fourteen (14) days prior written notice. ARTICLE V. DAMAGES. From any sums due to the CONTRACTOR for goods or services,the CITY may keep for its own the whole or any part of the amount for expenses, losses and damages as directed by the Purchasing Director, incurred by the CITY as a consequence of procuring goods or services as a result of any failure, omission or mistake of the CONTRACTOR in providing goods or services as provided in THIS CONTRACT. ARTICLE VI. GOVERNING LAWS AND ORDINANCES. This CONTRACT is made subject to all the laws of the State of Illinois and the ordinances of the CITY and if any such clause herein does not conform to such laws or ordinances, such clause shall be void (the remainder of the contract shall not be affected) and the laws or ordinances shall be operative in lieu thereof. ARTICLE VII. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or applicant for employment because of race,color, religion, sex,ancestry, national origin, place of birth,age or physical handicap which would not interfere with the efficient performance of the job in question. The contractor will take affirmative action to comply with the provisions of Elgin Municipal Code Section 3.12.100 and will require any subcontractor to submit to the CITY a written commitment to comply with those provisions. The CONTRACTOR will distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants and prospective subcontractors. ARTICLE VIII. ASSIGNABILITY. The CONTRACTOR shall not assign, sell or transfer any interest in THIS CONTRACT without prior written consent of the CITY. ARTICLE IX. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and executed with the same formalities of the original. ARTICLE X. NOTICES.Any notice given under this CONTRACT shall be in writing and shall be deemed to have been given when hand delivered or deposited in the U.S. mail, certified or registered, return receipt requested, addressed, if to CONTRACTOR, at the address set forth above to the attention of the project manager or undersigned representative, and if to the City, to the attention of the City Manager, 150 Dexter Court, Elgin, IL 60120 or to such other address and/or authorized representatives as either party shall designate in writing to the other in the manner herein provided. ARTICLE XI. INDEMNIFICATION. To the fullest extent permitted by law, Contractor agrees to and shall indemnify, defend and hold harmless the City, its officers, employees, boards and commissions from and against any and all claims, suits, judgments, costs, attorney's fees, damages or any and all other relief or liability arising out of or resulting from or through or alleged to arise out of any acts or negligent acts or omissions of Contractor or Contractor's officers, employees,agents or subcontractors in the performance of this agreement, including but not limited to, all goods delivered or services or work performed hereunder. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify,defend and hold harmless,such action shall be defended by legal counsel of the City's choosing. ARTICLE XII. PUBLICITY. The CONTRACTOR may not use, in any form or medium,the name of the City of Elgin for public advertising unless prior written permission is granted by the CITY. ARTICLE XIII. APPROPRIATIONS.The fiscal year of the CITY is the 12 month period ending December 31. The obligations of the CITY under any contract for any fiscal year are subject to and contingent upon the appropriation of funds sufficient to discharge the obligations which accrue in that fiscal year and authorization to spend such funds for the purposes of the contract. If, for any fiscal year during the term of the CONTRACT, sufficient funds for the discharge of the CITY=S obligations under the contract are not appropriated and authorized,then the CONTRACT shall terminate as of the last day of the preceding fiscal year, or when such appropriated and authorized funds are exhausted, whichever is later, without liability to the CITY for damages, penalties or other charges on account of such termination. ARTICLE XIV. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties. There shall be no promises, terms, conditions or obligations other than those contained therein; and this agreement shall supersede all previous communications, representations, or agreements, either verbal or written, between the parties. The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to commit the CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its behalf. IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written. CO TRACTOR _ TY OF GIN Name and Title Oty emi . larin CiMa. er FEIN NO. ' Agenda Item No. v City of Elgin 4S 7 F fill,I .3 Eu t11S x April 8, 2005 m ill ._ TO: Mayor and Members of the City Council FINANCIALLY STABLE CITY GDVERNMENT EFFICIENT_SERVICES. AND QUALITY INFRASTRUCTURE FROM: Olufemi Folarin, City Manager John M. Loete, Public Works D ector SUBJECT: Acceptance of Proposal From Standard Equipment for the Refurbishment of Two Elgin Pelican Street Sweepers PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an exception to the procurement ordinance to authorize the refurbishment of two 1999 Elgin Pelican Street Sweepers. RECOMMENDATION • It is recommended that the City Council approve the subject expense with Standard Equipment Company in an amount of$49,990 and authorize staff to proceed with the refurbishment. BACKGROUND During the 2005 budget process staff budgeted $60,000 for the mid-life refurbishment of the City's two 1999 Elgin Pelican Sweepers. The sweepers are used on a daily basis, from early spring to early winter, to sweep the central business district and collector streets on the early sweep and residential streets later in the day. Due to their age and the harsh conditions in which they operate, breakdowns have become more frequent and the repairs more costly. In addition, the downtime experienced makes it difficult to maintain the cycle time for street sweeping. These sweepers are not due for replacement until 2007. In order to maintain service levels, staff felt .it would be most effective to have a major refurbishment of key hydraulic and drive components performed proactively. Costs will likely be less than doing the work piecemeal and the reduced downtime will help operational efficiency. The work must be done by a factory authorized shop, of which there is only one in the area, making this an exception to the procurement ordinance. Standard Equipment of Chicago, which is the closest factory authorized Elgin Sweeper Distributor, was contacted to examine the machines and provide a repair proposal. The cost of • that proposal, which is attached, is $49,990. Refurbishment of two Pelican Sweepers • April 8, 2005 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None FINANCIAL IMPACT The cost of the proposal from Standard Equipment is $49,990. A total of $224,000 has been specifically budgeted (with $128,538 remaining available) in account number 601-4800-796-91- 48, "Mobile Equipment", project number 339827 "Engineering/Public Works Vehicles". After this expenditure and other purchases already Made, there will be a remaining balance of$42,630 in this project number. LEGALIMPACT one ALTERNATIVES • 1. Approve as recommended. 2. Do not approve the purchase as recommended and budget for replacement in. the scheduled year. Respectfully submitted for Council consideration. Tip Attachment • • CTANEh&RD E Gt U I P M E N T C O MP A N Y March 9,2005 Mr. Terry Podzimek City of Elgin Fleet Services 1900 Holmes Rd Elgin,Illinois 60120 Dear Terry, Thank you for the opportunity to quote the City of Elgin on repairing the city's Elgin Pelican Street Sweepers,unit serial#'s P-3047-D and P-3048-D. I have attached a copy • of our Standard-Pro Inspection form that will allow you to see just.how in depth we get while performing our preventative maintenance service. Overall: Standard Equipment Company has been selling Elgin Street Sweepers for over 35 years. We were.the exclusive dealer for remanufacturing Elgin Pelicans for the factory with over 350 remanufactured units in the last 20 years. Standard Equipment Company carries over one(1)million dollars of parts in inventory and turns that inventory approximately four(4)times per year indicating the right parts are shelved.The parts and service facility has just expanded to accommodate approximately twenty(26)more service bays, in addition to our already twenty thousand (20,000)square feet of building. We are conveniently located at 2033 West Walnut Street Chicago,Illinois within minutes of all expressways into Chicago. -- We maintain a fleet of service and parts vehicles in order to accommodate our customers with fast response time to their needs.Our service and parts department has continually received the highest certification from the equipment manufacturer's we represent due to our commitment to service and parts management. Description: • We are prepared to lowboy the city's street sweepers to Standard Equipments facility to begin the process of our preventative maintenance program. First,the process begins with steam cleaning the sweeper's exterior to identify areas of concern where our efforts - will be focused on replacing wom or potentially worn parts. The worn parts that are replaced will be new genuine OEM Elgin parts.No after market parts are involved when we repair a machine! The parts that we replace or repair will have a warranty on parts and labor for 90 days once the unit is put back into service. Once the extensive preventative maintenance repair is complete,the unit should operate properly for many years provided normal sweeper maintenance would be performed. Inspection: • Main Broom Area The pivot arms,bearings and shaft will be replaced as needed. The hydraulic cylinders that lower and raise the broom will be hydraulically tested and replaced/repaired as needed.The motors,main broom,cam followers, snubbing springs,bearings and broom indicator will be replaced as needed. The pattern will be set and the main broom operation will be tested for all proper functions. • Conveyor • The conveyor belt will be removed to inspect the integrity of the structure. All of the bearings,rollers,belt, shields,pivots,chain that runs the conveyor,sprockets, and lower scraper will be replaced as needed. The motor will be inspected for leakage and strength. Upon completion,we will run the system and the belt will be.adjusted to track center. • Side Broom Both right and left gutter brooms will be replaced. We will disassemble both brooms to inspect and replace as necessary the pivots, rod ends, retainer springs,down pressure springs,pivot housings and bushings. The shoulder bolts will also be inspected along with the broom indicators. • Drive Wheel The system will be pressurized to inspect for leaks and the front wheel motors will be pressure tested and replaced and or repaired as needed. The oil in the drive hubs will be changed and we will install new drive pins. The brakes will be inspected and replaced if wom. • i • Guide Wheel The upper pivot housing will be removed and inspected along with bearings and steering pivot joints. The bearings will be repacked and the strut plate bolts will be tightened that secure the guide wheel. Guide wheel hubs will be removed to replace the bearings,cups and seals and repacked with grease. • Hydraulic System The hydraulic system will be flushed and the filters changed. After steam-cleaning the interior drive train of the cab,we will inspect for hydraulic hose leakage. Any hydraulic hoses that are leaking or appear worn will be replaced. Additionally, all valves and o-ring faced fittings will be inspected and repaired during a 3 hour test while operating the machine both in-shop and on the road under a load. The hydraulic system will receive — another new filter upon completion to catch any impurities after testing. • Electrical System Test all lights,markers, strobes,indicators on dash. Change burnt out bulbs and gauges not functioning. Inspect A/C system,replace belt and replace if needed worn compressor,receiver/dryer and electrical components. Evacuate system and recharge. • Engine • The engine will be inspected and tested and if a thorough engine analysis needs to be performed by John Deere we won't hesitate. The oil will be changed along with fuel and all air filters. The engine fan belts will all be replaced and the fuel tank straps will be removed and replaced. • Transmission and PTO Perform a pressure test on the Transmission(Drive Pump) and inspect the drive coupling _ for wear. The PTO relief pressures will be inspected as well as the isolator mounts and repaired if necessary. • Spray System The water system will be tested and cleaned. The pump will be tested and repaired or replaced if needed and the belt will be changed. The brackets that support the spray pipes will be repaired as needed. If your unit is equipped with an aux water tank,the tanks straps will be replaced. e Debris Hopper • The hopper will be re-plated as needed. The material used to construct the hopper will be PP P oPPe made from 3/16"plate steel panels.The area known as the front conveyor apron will also be re-plated as needed. Appearances Not only will the exterior and engine drive train be cleaned,the interior will be detailed to closely resemble when it was received new. We feel that this is the best way to ensure the unit is maintained properly by the operator especially if he feels he's getting a"like new"sweeper: SUMMARY Price for P-3047-D $24,995.00 Price for P-3048-D $24,995.00 Total Price: $49,990.00 Please advise at your earliest convenience if our proposal is agreeable and we will arrange to have the units towed to Standard Equipment for the necessary repairs. Sincerely, Dave Donlon Vice President Operations Phone#312/829-1919 Cell#312/208-6372 Email: ddonlon @standardequipment.com •