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06-32i Resolution No. 06-32 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH STANDARD EQUIPMENT COMPANY FOR THE PURCHASE OF STREET SWEEPER BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED that Olufemi Folarin, City Manager, be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Standard Equipment Company. for the purchase of a street sweeper, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: February 8, 2006 Adopted: February 8, 2006 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN AGREEMENTFOR 2006 ELGIN EAGLE F STREET SWEEPER. This Agreement is made and entered into this 9"'day of February,2006 by and between the City of Elgin("the CITY"), a municipal corporation organized and existing under the laws of the State of Illinois, and Standard Equipment Company, incorporated in the state of Illinois and having a principal place of business at 2033 West Walnut Street, Chicago, Illinois 60612 ("the VENDOR"). ARTICLE I. DEFINITION. "THIS CONTRACT" as used herein shall mean this Agreement, the CITY'S Re- . quest for Quote on Vehicle Purchase Price including all documents referenced therein and the VENDOR'S Proposal response(Proposal)thereto incorporated by reference herein and made a part hereof as Exhibit A. The VENDOR agrees to provide the goods and/or services all in accordance with the RFP and VENDOR'S Proposal. In the eventthere is a conflict between this Agreement and the Proposal documents, the Proposal documents shall supersede this Agreement. ARTICLE II. DURATION. The VENDOR shall commence the performance of THIS CONTRACT upon re- ceipt of a fully executed Contract from the-City. The goods shall furnished before August 30, 2006. ARTICLE III. TERMINATION. The following shall constitute events of default under THIS CONTRACT:..a) any material misrepresentation made by the VENDOR to the CITY, b) any failure by the VENDOR to perform any of its obligations under THIS CONTRACT including, but not limited to, the following: (1) failure to com- mence performance of THIS CONTRACT at the time specified in THIS CONTRACT due to a reason or cir- cumstance within the VENDOR'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 VENDOR's reasonable control, (iii) failure to per- form THIS CONTRACT in a manner reasonably satisfactory to the CITY, (iv) failure to promptly re-perform . within reasonable time the goods or 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 consti- tuting a basis for termination for cause. ARTICLE IV. DAMAGES. From any sums due to the VENDOR 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 Pur- chasing Director, incurred.by the CITY as a consequence of procuring goods or services as a result of any failure,omission or mistake of the VENDOR in providing goods or services as provided in THIS CONTRACT. ARTICLE V. 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 VI. AFFIRMATIVE ACTION. The VENDOR will not discriminate against any employee or appli- cant 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 VEN- DOR 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 VENDOR will distribute copies of this commitment to all persons who participate in recruitment, screen- ing, referral and selection of job applicants and prospective subcontractors. ARTICLE VII. ASSIGNABILITY. The VENDOR shall not assign, sell or transfer any interest in THIS CON- TRACT without prior written consent of the CITY. ARTICLE VIII. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and executed with the same formalities of the original. r. ARTICLE J1, NOTICES.Any notice given under this CONTRACT shell be In writing and shah be deemed to have been given when hand delivered or deposited In the U.S.mail,cwVfled or registered,return receipt re- quested,addres3ed,if to VENDOR,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, ISO Dexter Court,Elgin, Illinou.60120 or to such other addrora andlor authorized reprewnlatives as either parry&hall designate in writ• Ing to the other In lhra manner herein provided. ARTICLE X. INDEMNIFI;ATION Tu the fullest extent permitted by law.VENDOR agrees to and shall in- demnify, defend and hold harmless the City, Its offlGers, employees, boards and commissions from and against any rand all claim&,sults,judgments,costs,attorney's fees,damages or any and all other rvllef or Ilabll- Ity arising out of or resulting from or through or alleged to arise out of any aclrs of negligent acts or omissions of VENDOR or VENDOR's offtcars,employees,agents or subcontractors in the porformance of this agree- meni,including but not limited to,all goods delivered or services or work performed hereunder.In the event of any action igninat the City,Its officArc,amployeas,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 XI. PUBLICM7 Tne VENDOR may not use,In anyform or medium,the name of the City of Elgin for public advertisiny unless prior written permission is.gratited by the CITY. ARTICLE lull. AP P SONS.The fiscal year of the CITY Is the 12 month period ending December 31. The obligation:of the CITY under any contract for any riscal year ate subject to and contingent upon the ap- propristion of funds sufficient to discharge the obligations which accrue In that fiscal year and authorixalion to spend such funds for the purpose%ur the contract. If,for any fiscal year during the term of the CONTRACT,sufficient funds for the discharge of the CIYYAS nh i- gations under the contrart are not appropriated and authorized,then the CONTRACT shall terminate as of the lest day of the preceding fiscal year,or when such appropriated and authorized funds are exhausted,which- cvar is lator,without tlabiliy to the CITY for damages,penattles or other charges on account of such termina- don. ARTICLE All, E ILRL,6 REEIMEbT. This CON7Rnt�T embodies the whole agreement of the parties. There shall be no promises, terms, conditions or obligations other than those contained therein;and this agreement shnll supersede all provinuz communications,representations,or agreements,either verbal.orwrit� . ten,between the parties. The person signing THIS CONTRACT certifies that 61he hall;been authorized by the VENDOR to commit the VENDOR contractual and has been authorized to execute THIS CONTRACT on its behalf, IN WETNESS WHERCOF the pantos hove hereto set their hands the day and year first above written. STANDARD EQUIPMENT COMPANY CITY OF ELGIN r/ Olufemi Fold City Ma er Joseph Donlon Sales-Manager vV Name and TIO, FEIN No. 36-2691496 —��— 2033 WEST WALNUT STREET • CHICAGO, IL 60612 • 312/829-1919 • FAX 312/829-6142 E-MAIL:sales @standardequipment.com • INTERNET: http://www.standardequipment.com EQUIPMENT GO'MPANY Mr. Chad Butzow January 9, 2006 Public Works Superintendent City of Elgin 150 Dexter Court Elgin, IL 60120 I, Dear Mr. Butzow, Standard Equipment.Company is pleased to.present the following quote on a 2006 Elgin Eagle F mounted on a 2006 GMC Cabover model T7500 chassis with equipment per our discussion. This quote is valid for 60 days from today's date. 2006 Elgin Eagle F to include: Dual gutter brooms. . Conveyor stall alarm Rear flood light Water fill gauge. Dual SB pressure gauges FS 100-F beacon, front w/protector RH Extended SB reach RH side broom tilt . LH Side broom tilt XGS Autolube-chassis/sweeper. Front-spraybar LED Stop/tail/turn Sy-Klone precleaner Silicone hoses-JD Radiator (4) 6° LED Oval amber strobes Sweep resume LED Arrowstick Fleetminder installed on Eagle Fleetminder software and base recvr. Fleetminder external antenna kit Spare tirefwheel Dual National air ride seats Filterminder restriction in cab Safety Vision rear vision camera 1 day operator/maintenance training 1 factory mechanics training FOR THE AMOUNT OF: $191;702.00 LESS FACTORY DISCOUNT $ 101000.00 i\ TOTAL NET: $181,702.00 If you have any question regarding this quote, please contact me at (312) 829- 1919. Best regards, STANDARD EQUIPMENT COMPANY Jim Miller Sales Represent9tivie cJH Ub11Ut) Ib: UU i I 2005 Elgin Eagle pricing: City of St. Charles 2002 GMC Chassis $178,700.00 MOT 2005 Sterling $176,600.00 � r i 1 ,i City of E g t1 Agenda Item No. G „n� I January, 20 2006 TO: Mayor and Members of the City Council FINANCIALLY STABLE CITYGOVERNMENT EFFICIENT SERVICES, AND OUAUT Y INFRASTRUCTURE FROM: Olufemi Folarin, City Manager John Loete, Public Works Dire or SUBJECT: Elgin Street Sweeper Purchase Exception to the Procurement Ordinance 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 purchase an Elgin Eagle Street Sweeper. RECOMMENDATION • It is recommended that the Mayor and City Council authorize staff to execute the purchase of the Elgin Eagle four wheel, mechanical sweeper from Standard Equipment Company in the amount of$181,702. BACKGROUND The 2006 budget .includes funds to add. a fourth street sweeper to our fleet. Staff is recommending.that a four wheel sweeper best suits the needs of serving the growing street system because of its ability to move at highway speed between sites. This feature is needed to provide service to the east side of the City from a Public Works facility on the west side and. provide service to the rapid growth to the west. Both mechanical and vacuum style sweeper were investigated. Staff still feels strongly that a mechanical sweeper is the best option. Even though the new sweepers are routinely assigned to newer subdivision areas, at any given time they will be needed to fill in for the existing three wheel sweepers in the-older parts of the City due to breakdowns. These areas require mechanical sweeping because of the heavy debris from . the numerous mature trees in these neighborhoods, which often clogs the vacuum sweepers. The four wheel, mechanical sweeper from Elgin Sweeper Company is the Eagle. In 2004 an Eagle was purchased and initial results were troubling. Additional factory.training was provided to operators and mechanics which corrected the quality issues associated with its operation. At the beginning of fall in 2005, a different broom was installed that made assistance with leaf pick • up much more proficient. Overall the performance of the sweeper is now quite satisfactory and it is often the preferred machine of the operators assigned to street sweeping. a Elgin Street Sweeper Purchase January 20, 2006 • Page 2 Staff has met with representatives from Standard Equipment Company, the local manufacturer's. representative for Elgin Sweeper Company, and detailed a request for proposal for a new model year Elgin Eagle four wheel mechanical sweeper with several options that will facilitate sweeping operations and provide greater operational safety. The proposal price is $181,702. This will be a new factory unit mounted on a 2006 GMC chassis. Delivery is expected to take 180 days. The proposal includes the hardware, software and vehicle hardware necessary to track the sweeper using Global Positioning System (GPS) technology. The proposed cost includes $2,445 for the Fleetminder software-(which generates both tabular reports and a map record of streets covered), a base receiver, an external antenna and cable. The hardware and software will also allow us to fully utilize hardware already installed in our existing Eagle Sweeper. The new sweeper cost. also. includes $2,995 for the on board vehicle hardware. This system, once purchased, can also be..used to track other Public Works vehicles when onboard GPS transmitters and antenna's ($2,995) are added to them at a later date. . This purchase of the Elgin sweeper without competitive bids will be an -exception the procurement ordinance. There are several advantages to the City in continuing to buy Elgin Sweeper products which include the following: • 1.) Parts are readily.available from the manufacturer and equipment downtime is. greatly reduced 2.) . Our mechanics and operators are thoroughly familiar with the Elgin sweeper equipment. 3.) Any unusual problems .can be addressed by prompt technical support directly from the local Elgin factory 4.) Both'the distributor and manufacturer provide maintenance and operation classes at the factory in Elgin annually To verify the competitiveness of the proposal, staff received documentation on recent sales of two similarly optioned Elgin Eagle Sweepers, which are attached. In addition, pricing was sought from other manufacturers on recent sales of equivalent sweepers. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None • I J Elgin Street Sweeper Purchase • January 20, 2006 Page 3 FINANCIAL IMPACT The cost of the sweeper from Standard Equipment Company totals $ 181,702. Funds for this purchase are budgeted and available ($210,000) in the Riverboat Fund, account number 275- 0000-791.92-46, "Other Equipment" under'project number 339869 "Sweeper". EGAL IMPACT VVIPV The proposed purchase would require an exception to the procurement ordinance which requires a 2/3 vote of the City Council. ALTERNATIVES 1. Approve as recommended. . 2. Direct staff.to publicly bid the sweeper.purchase. Respectfully submitted for Council consideration. • tp Attachment 2033 WEST WALNUT STREET • CHICAGO, IL 60612 • 312/829-1919 • FAX 312/829-6142 E-MAIL-:sales @standardequipment.com • INTERNET: http://www.standardequipment.com kgWE Q U I P M E N T C O M P A N Y Mr. Chad Butzow January 9, 2006 Public Works Superintendent City of Elgin 150 Dexter Court Elgin, IL 60120 Dear Mr. Butzow, Standard Equipment.Company is pleased to present the following quote on a 2006 Elgin Eagle F mounted on a 2006 GMC Cabover model T7500 chassis with equipment per our discussion. This quote is valid for 60 days from today's date. 2006 Elgin Eagle-F to include: Dual gutter brooms. Conveyor stall alarm Rear flood light Water fill gauge Dual SB pressure gauges FS 100-F beacon, front w/protector RH Extended SB reach RH side broom tilt . • LH Side broom tilt XGS Autolube-chassis/sweeper Front spraybar LED Stop/tail/turn Sy-Klone precleaner Silicone hoses-JD Radiator (4) 6" LED Oval amber strobes Sweep resume LED Arrowstick - Fleetminder installed on Eagle Fleetminder software and base recvr. Fleetminder external antenna kit Spare tire/wheel Dual National air ride seats Filterminder restriction in cab Safety Vision rear vision camera 1 day operator/maintenance training 1 factory mechanics training FOR THE AMOUNT OF: $191,702.00 LESS FACTORY DISCOUNT: $ 10,000.00 TOTAL NET: $181,702.00 If you have any question regarding this quote, please contact me at (312) 829- 1919. Best regards, STANDARD EQUIPMENT COMPANY Jim Miller Sales Represe tat'