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HomeMy WebLinkAbout26-21 Donlon Equipment Advisors Mayor David J. Kaptain (�I City Council Diana Alfaro Corey D. Dixon N E l...G I Dustin R. Good Rosamaria Martinez THE CITY IN THE SUBURBS Anthony Ortiz Tish S. Powell F.John Steffen Steven F.Thoren City Manager Richard G. Kozal To: Richard G. Kozal, City Manager From: Aaron Neal, Director of Public Works Rc: Execution of two (2) Purchase Agreements for 2026 Fleet Procurement Authorization Date: September 4, 2026 Attached for your execution are two (2) purchase agreements, drafted by our legal department in the total amount of$626,653.88. These agreements are in accordance with, and the vehicle and equipment specified is included within approved Resolution No. 26-21, adopted by the City Council on February 11, 2026 which authorizes the City Manager to execute agreements throughout the year for certain fleet and equipment purchases. These agreements represent the seventh submission towards the expenditure of authorized funds in 2026 which total $4,477,000.00.This submission and request for execution will bring the remaining authorized fund balance to$741,614.92 and will established a YTD expenditure total of$3,735,385.08. For your reference, I have also attached a copy of the resolution. Funds are available for these agreements from multiple budgeted accounts included within the original $4,477,000.00 allocation. The partially executed agreements which require execution are: Traffic Control and Protection LLC. $38,104.90 Donlon Equipment Advisors Inc. $588,548.98 Total: $626,653.88 Please let me know if you have any questions or require further information. Additional agreements are forthcoming and will include the same level of detail. 150 Dexter Court, Elgin, IL 60120 847-931-6001 www.elginil.gov Resolution No. 26-21 RESOLUTION AUTHORIZING 2026 VEHICLE AND EQUIPMENT PROCUREMENTS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that due to continuing supply constraints within the motor vehicle industry the City Council has determined that an exception to the procurement ordinance is necessary and in the best interest of City in connection with 2026 fleet vehicle and equipment procurements to maintain timely service delivery for core fleet vehicles. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City Manager is hereby authorized to proceed with 2026 fleet vehicle and equipment procurements for the vehicles and equipment set forth in Exhibit A attached hereto and made a part hereof by this reference, in the total amount not to exceed $4,477,000, and that the City Manager is hereby further authorized to execute all necessary and required contracts and other documents for the purchase of such vehicles and equipment in forms as approved by the Corporation Counsel. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that the City Manager is directed to submit to the City Council a year-end written report prior to the end of 2026 reporting on all procurements for 2026 fleet vehicle and equipment purchase pursuant to the authorization provided in this resolution. s/ David J. Kaptain David J. Kaptain, Mayor Presented: February 11,2026 Adopted: February 11,2026 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis,City Clerk EXHIBIT A 2026 VEHICLE PROCUREMENT DESCRIPTION Maint Vehicles for Building Maintenance $174,000.00 Neighborhood Services Department NS Fleet Replacement $176,000.00 DCASE DCASE Pick-up Truck $70,000.00 LM New Explorer for City Forester $50,000.00 LM Lords Park Vehicle Replacements $65,000.00 New F-350 truck for Land LM Management Center City Crew $63,000.00 Net New Vehicles for Sports Rec Complex $130,000.00 Parks and Recreation Cargo Van T- Rec 350 $55,000.00 2026-2028 General Fleet PW Replacement $750.000.00 PW 2026-2028 PW General Equipment 200.000.00 Street Sweeper Replacement PW Program - Final Year $475,000.00 Police Vehicles $753,000.00 DCASE DCASE drop-deck trailer $24,000.00 Lords Park 10 Ft Mower LM Replacement Toro 4000-D $100,000 Wing Park Large Area Mower Replacement Z Master 7500-D LM Yanmar 44HP 144 Inch SD $75,000 Wing Park and Lords Park LM Gator/UTV replacement $50,000 SC- Elgin Sports Complex Utility REC Vehicle with Attachments $67.000 Utilities Sewer Dept Vactor $650.000 Vehicles- Water Department Util (Utility) $550.000.00 $4.477.000.00 PURCHASE AGREEMENT THIS AGREEMENT is hereby made and entered into this day of 2026, by and between the City of Elgin, an Illinois municipal corporation (hereinafter referred to as "City") and Donlon Equipment Advisors, Inc., d/b/a Standard Equipment, an Illinois corporation (hereinafter referred to as "Seller"). NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the Parties hereto hereby agree as follows: 1. PURCHASE. City shall purchase and Seller shall sell the goods and/or services to the City as described in the seven (7) page proposal, dated June 1, 2026, attached hereto and made a part hereof as Attachment A, and as provided by the Sourcewell Contract #101221-VTR, incorporated herein by reference (the"Sourcewell Agreement"). 2. TERMS. This Agreement shall be subject to the terms and conditions contained herein and as provided by Attachment A and by the Sourcewell Agreement. In the event of any conflict between any of the terms and provisions this Agreement and either Attachment A or the Sourcewell Agreement, or any portions thereof, the terms and provisions of this Agreement shall supersede and control. In the event of any conflict between Attachment A and the Sourcewell Agreement. Attachment A shall supersede and control. 3. LAWNENUE. This Agreement is subject to and governed by the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this Agreement shall be the Circuit Court of Kane County, Illinois. Seller hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant to this Agreement or the subject matter hereof; and Seller agrees that service by first class U.S. mail to Standard Equipment, 625 S. Illinois Rte. 83, Elmhurst, IL 60126, shall constitute effective service. The Parties hereto waive any rights to a jury. 4. NO MODIFICATION. There shall be no modification of this Agreement,except in a writing instrument executed by both Parties with the same formalities as the original Agreement. 5. MERGER. This Agreement embodies the whole Agreement of the Parties. There are no promises, terms, conditions or obligations other than those contained herein, and this Agreement shall supersede all previous communications, representations or Agreements, either verbal, written or implied between the Parties hereto. 6. INTEREST. Seller hereby waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all such rights to interest to which it may otherwise be entitled pursuant to law, including, but not limited to, pursuant to the Local Government Prompt Payment Act (50 ILCS 505/1, et seq.), as amended, or the Illinois 1 Interest Act(815 ILCS 205/1,et seq.),as amended. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 7. SEVERABILITY. The terms of this Agreement shall be severable. In the event any of the terms or the provisions of this Agreement are deemed to be void or otherwise unenforceable for any reason,the remainder of this Agreement shall remain in full force and effect. 8. COMPLIANCE WITH LAW. Notwithstanding any other provision of this Agreement, it is expressly agreed and understood that in connection with the performance of this Agreement. Seller shall comply with all applicable federal, state, city and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety, nondiscrimination and legal status of employees. 9. COUNTERPARTS AND EXECUTION. This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same Agreement. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by facsimile machine,email,or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. 10. PAYMENT. City shall pay the total sum of Five Hundred Eighty-Eight Thousand Five Hundred Forty-Eight Dollars and Ninety-Eight Cents ($588,548.98) within thirty (30) days of delivery or City's receipt of invoice, whichever is later. The aforementioned total sum is inclusive of all freight and shipping costs. The City of Elgin is a tax-exempt governmental entity. 11. LIMITATION OF DAMAGES. In no event shall City be liable for any monetary damages in excess of the purchase price contemplated by this Agreement. In no event shall City be liable for any consequential. special or punitive damages, or any damages resulting from loss of profit. 12. DELIVERY. Delivery shall be made within thirty (30) days of the execution of this Agreement. 13. TRANSFER OF TITLE/RISK. Transfer of title,and risk of loss shall pass to the City upon delivery of the goods. 14. INDEMNIFICATION. To the fullest extent permitted by law, Seller agrees to and shall indemnify, 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 Seller or Seller'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 and hold harmless, such action shall be defended by legal counsel of the City's choosing. 2 15. WARRANTY. All applicable warranties, including but not limited to any and all applicable manufacturer's warranties, warranties of merchantability, and warranties of fitness for a particular purpose, are included as part of this Agreement, and shall apply to all goods, accessories. components. and services to the benefit of the City. 16. RELATIONSHIP BETWEEN THE PARTIES. This Agreement shall not be construed so as to create a joint venture, partnership, employment or other agency relationship between the Parties hereto. 17. WAIVER. Neither party hereto shall be responsible for any consequential, indirect,punitive or incidental damages for any reason whatsoever. Any delay or failure to enforce any rights by either party arising out of or pursuant to this Agreement shall not constitute,and shall not be construed as, a waiver of any such rights. 18. LIMITATION OF ACTIONS. The Parties hereto agree that any action by the Seller arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will be time-barred. 19. TIME IS OF THE ESSENCE. Time is of the essence of this Agreement. 20. NONDISCRIMINATION.The Seller will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, ancestry, order of protection status, familial status, marital status, physical or mental disability, military status,sexual orientation,or unfavorable discharge from military service which would not interfere with the efficient performance of the job in question. The Seller will take affirmative action to comply with the provisions of Elgin Municipal Code Section 5.02.040 and will require any subcontractor to submit to the City a written commitment to comply with those provisions. The Seller will distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants, prospective job applicants,and subcontractors. The person(s) signing this Agreement certifies that s/he has been authorized by the Seller to commit the Seller contractually and has been authorized to execute this Agreement on its behalf. IN WITNESS WHEREOF, the Parties have hereto set their hands the day and year first above written. STANDARD EQUIPMENT C F ELGIN 6,1 ...,./(/ Brandon Shelton Print Nam /7 Richard G. Kozal, City Manager �� � Att s . Signattl`re Regional Director Title City Clerk 3 Attachment A Equipment Quote prepared by Standard Equipment for the City of Elgin, dated June 1, 2026, and consisting of seven (7) pages (To be inserted) STANDARD _ ._ =EQUIPMENT 625 S.Illinois Rt.83,Elmhurst,IL 60126.312-829-1919•sale@standardequipment.com Date: Offered By: Equipment Provided for: 06/01/2026 Nate Berk City of Elgin Sales Representative 11900 Holmes Rd 312.208.6383 Elgin,IL 60123 2 .4 ., 0 , ilik T.' ..,_ tii �6 r tom, , . (�� I .�IVACT0R \ .1. . .. ..,._, , ... • ZMI E , 1 �, mi 2 4 4 . As imi:. cf . . •• 4.;-: i ! W —_ Standard Equipment is pleased to present City of Elgin with the following quotation for a New Vactor 2100i Sewer Cleaner mounted on an Freightliner 114SD Chassis dl E LG I N THE CITY IN THE SUBURBS' 06/01/2026 1 ST4NRD EQUIPMENT Dealership Information Family-owned and operated since 1969, Standard Equipment Company provides environmental equipment solutions for municipalities, contractors, and companies.We have built a reputation for excellence by offering the finest new equipment, a large selection of parts, excellent service, and unparalleled customer support. We customize environmental equipment solutions for every situation by putting our customer's needs first. Standard's greatest ability is dependability. vAcToR Subsidiary of Federal Signal Corporation Manufacturer Information Vactor's origins as an American manufacturer go back more than a century, and their expertise and leadership in sewer cleaning date back more than fifty years. In that time, they have been more than a manufacturer. As a pioneer and an innovator, they have found ways to help communities save money, improve the quality of life for people, and improve the productivity and safety of the individuals who operate their equipment. This commitment to innovation inspired them to create the very first combination sewer cleaner in 1969. Today, they remain driven to bring you the safest, most capable,versatile, quietest, and most efficient equipment possible. Durable, reliable equipment that delivers the quality and value you deserve and should demand. Equipment you can count on today, tomorrow, and years into the future. 06/01/2026 Equipment Details 2100i Single Engine PD, 12-yard Debris, Combo Unit Equipment Features • Under Engine Toolbox • Aluminum Fenders • Mud Flaps • Color Coded Sealed Electrical System • Intuitouch Electronic Package • Double Acting Hoist Cylinder • Handgun Assembly • Ex-Ten Steel Cylindrical Debris Tank • Flexible Hose Guide • (3)Nozzles with Carbide Inserts with Rack • Suction Tube Storage • I" Nozzle Pipe • Flat Rear Door with Hydraulic Locks • Fixed Rear Door Pipe Rack -8" Pipe • Dual Stainless Steel Float Shut Off System • Subframe Mounted—2 Pipe Rack—8" • Lube Manifold with Lube Chart • Debris Body Vacuum Relief System • Debris Deflector Plate • 60" Dump Height • Debris Body-Up Message and Alarm • Low Water Indicator On Screen with Alarm and Water Pump Flow Indicator • 3" Y-Strainer at Passenger Side Fill with 25' Fill Hose • Additional Water Tank Sight Gauge • Liquid Float Level Indicator • Single Engine Dual Stage Fan • Digital Water Pressure Gauge • Front Joystick Boom Control • Boom Hose Storage • Boom Out of Position Message and Alarm • Rodder System Accumulator—Jack Hammer On/Off Control with Manual Valve • 3" Y-Strainer at Water Pump • Midship Handgun Coupling • Chassis Engine Cooling Package • Side Mounted Water Pump • Digital Hose Footage Counter • Hose Reel Manual Hydraulic Extend/Retract • Hose Reel Chain Cover 0001/2026 3 Equipment Features Continued • Hydraulic Tank Shutoff Valves • Rodder Pump Drain Valves • Hydraulic Extending 15" Rotating Hose Reel— 1" x 800' Capacity • Tachometer/Chassis Engine with Hourmeter • Water Pump Hour Meter • PTO Hour Meter • Hydraulic Oil Temp Alarm • Circuit Breakers • LED Lights—Clearance, Backup, Stop, Tail & Turn • Tow Hooks—Front and Rear • Electronic Backup Alarm • 8" Vacuum Pipe Package • Emergency Flare Kit • Fire Extinguisher—5 lbs • Module Paint—DuPont lmron Elite— Wet on Wet • Vactor 2100i Body Decal—Standard • Debris Body Flushout • Rear Door Valve Flushout • 6" Rear Door Knife Valve with Camloc—3:00 Position • Full Rear Door Swinging Screen • Centrifugal Separators (Cyclones) • Folding Pipe Rack—Streetside—8" Pipe • Folding Pipe Rack—Curbside—8" Pipe • Rear Door Splash Shield • Air Purge • Additional Water— 1500 Gallon Total • Digital Water Level Indicator • Digital Debris Body Level Indicator Tied to Vacuum Relief • Bellypack Wireless Controls with Hose Reel Controls, 2-Way Communications, and LCD Display • Rotatable Boom Inlet Hose • 180° l Oft Telescoping Boom • Telescopic Boom Elbow-Nickel Plated • 80 GPM /2500 PSI Jet Rodder Pump • Cold Weather Recirculator—PTO Driven—25 GPM • Handgun Couplers—Front and Rear • Hose Reel—Manual • Hydro Excavation Kit—Includes Lances with Shield Nozzles, Storage Tray, and Vacuum Tube • Fan Flushout System • Cyclone Washout System • Standard Manuals with Cloud Parts Access • 700' x 1" Piranha Sewer Hose—2500 PSI in Lieu of STD 06/01/2026 4 Equipment Features Continued • Rodder Hose Pinch Roller • Hose Reel Manual Rewind Tool • 2 High Pressure Hose Reel • Hose Wind Guide (Dual Roller)—Auto—Power Indexing • 25' Leader Hose( in lieu of standard) • Front Hose Reel Tool Storage • Rear Directional Control —LED Arrowstick • Wireless Waterproof Rechargeable Handheld LED Spotlight with I2V Charger • 14-Light Package—14 Federal Signal Strobes Lights- LED • Amber Lights for Flashing Light Package • LED Mid-Ship Turn Signals • Worklights(2)- Self-Leveling Boom LED • Worklights(2) LED- Rear Door • Worklight LED-Operator Station • Worklight LED-Hose Reel Manhole • Worklight LED-Passenger Side • Worklight- LED- Driver Side • 8" x 3'-0" Higbee C/B Nozzle Assembly • Camera System- Front- Rear and Both Sides • Safety Cone Storage Rack—Post Style • Additional Safety Cone Storage Rack - Post Style • Toolbox- Front Bumper Mounted- 16 x 12 x 18 w/(2) LED Side Markers • Toolbox—Behind Cab 16w x 30h x 96d • Nozzle Package • Rear Door Stripping Red Product Description Chassis Information: Chassis Make—Freightliner • Chassis Model—114SD • Chassis Weight Rating—66,000 GVWR, • Chassis Powertrain—370 HP • Chassis Color—White 06/01/2026 5 Sourcewell ip Sou rcewell Awarded Contract Standard Equipment and Vactor are proud holders of a Sourcewell competitively bid procurement contract. Sourcewell allows government agencies to control the cost of procurement and ensure that they are getting the equipment they want at a competitively bid price. For more information about Sourcewell,you can find them on the web at www.sourcewell-mn.gov. Quotes include all Tax, Title, and License Fees if applicable. 'ton,Dooscnipt on Delivered Cos' New Vactor 2100i Sewer Cleaner $623,375.00 Freightliner 114SD Chassis Sourcewel/cnntract 101221-VTR Trade-In Information Vactor 2100 • 2016 • Serial: 12-05V-15515 • Vin: 1 HTGSSNT5GH749219 0001/2026 6 Equipment Pricing 1. Price does not include state or local taxes. 2. Payment is due at the time of delivery. 3. Quote is valid for 14 days from 06/01/2026 4. Please note that the prices quoted are subject to applicable tariffs and duties,which may affect the final cost. Quoted Price: $623,375.98 Trade-In $35,000.00 Title & Plate Fees $173.00 Total Price $588,548.98 Lae hose read and understand the terms outlined below and on the resent and agree to them as part of this order as if they were printed abase my'our signamrelst. the abase and the terms helots and on the resent shall comprise the entire agreement affecting this purchase and no other agreement.understanding.representation.condition or warrants either expressed or implied by lass or otherwise is part of this transaction. l nlesw otherwise specified the Purchase price is payable it cash on the date of delisen of the Equipment to the carrier.II is understood and agreed that the Purchase Price is subject to increase at anytime without notice by JJL:to the extent that JJL:has incurred increased cost between the date hereof and the delisen date caused by increases in manufacturers'list prices.government regulations.freight rates,labour costs and other causes beyond JJE's control.The Purchaser acknowledges has ing receised a true copy hereof. Phis agreement is not subject to annulment or cancellation by the Purchaser a ithont prior written consent of JJL:. City of Elgin Standard Equipment X X Signature Stgnatur Name: Name: Greg Zukowski Date: Date 06/01/2026 06/01/2026