96-146 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