Item Number: 14
City Council / Board of Directors
Written Communications
Meeting of: June 4, 2024
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Approve the purchase of an Elgin CNG Broom Bear Street Sweeper Recommendation:
That the Honorable City Council award Haaker Equipment Company, as the authorized distributor, the piggyback purchase of an Elgin CNG Broom Bear Sweeper for an amount not to exceed $571,901.03, under the Sourcewell Contract #093021- ELG.
Fiscal Impact:
Funds for this expenditure have been appropriated in the American Rescue Plan Act (ARPA) Fund 277 as budgeted in the FY 2023-2024 Capital Improvement Project (CIP) budget under account code 2770010-55040-70746. Appropriation and delegation to administer ARPA funds were previously granted to the City Manager by the City Council at its July 20, 2021, meeting through Resolution No. 21-072 (Attachment A).
Strategic Plan Goal:
Goal E – Invest in Infrastructure: Ensuring our community’s wellbeing and sustaining a healthy and livable community by investing in the necessary resources to maintain and improve the City’s infrastructure. The purchase of the Elgin CNG Broom Bear Street Sweeper will enhance our ability to keep City streets clean and safe.
Background:
Public Works staff are responsible for maintaining the cleanliness of city streets through regular street sweeping operations. These operations include sweeping commercial corridors weekly, residential streets on a four to six-week interval (depending on the time of year), and Caltrans roads twice a month, as per an agreement with Caltrans. To maintain and improve these essential services, it is crucial for the department to have reliable and up-to-date street sweeping machines.
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Discussion:
The proposed CNG street sweeper will be utilized by the Street Streeting Division of Public Works to perform routine operations and maintenance activities.
The purchase of this new street sweeping unit will help ensure that staff have reliable and operable equipment to support daily operations and maintenance activities, as well as emergency response needs. This newer model will not only reduce downtime and maintenance costs, but also improve the overall effectiveness of street cleaning operations.
Per the City’s Municipal Code § 2.28.120, Purchasing of Supplies and Equipment through Cooperative Purchasing Agreements, the City may utilize various cooperative purchasing programs to take advantage of volume pricing through Sourcewell. Sourcewell is a public agency that serves as a member-focused cooperative and offers a multitude of cooperatively contracted specialized products and equipment to government entities that cannot be procured from local dealers.
Sourcewell’s cooperative contract purchasing leverages the national purchasing power of more than 50,000 member agencies while also streamlining the required purchasing process. As a municipal national contracting agency, Sourcewell establishes and provides nationally leveraged and competitively solicited purchasing contracts under the guidance of the Uniform Municipal Contracting Law. Joint Power law enables members to legally purchase through awarded contracts.
Sourcewell offers its members contract purchasing solutions that are leveraged nationally to enable contracted suppliers and member agencies to work smarter and more efficiently as they do business with each other. Sourcewell does this by establishing a business service alliance between member buyers and contracted suppliers, ensuring a valued and successful national cooperative contract program. The City has utilized the Sourcewell program over the last several years and is extremely satisfied with the results.
The piggyback of the Sourcewell contract fulfills the City’s legal obligations of competitive bidding requirements, thus providing significant savings. Public Works staff, Fleet Maintenance Division, have reviewed the specification requirements and quote submitted, and have confirmed that the quote from Haaker Equipment Company (Attachment B) meets or exceeds the minimum specification requirements. Should the City Council move forward with staff’s recommendation, the unit will be delivered approximately 12-months after Haaker receives a purchase order.
Accordingly, staff recommends that the City Council approve the award to Haaker Equipment Company for the piggyback purchase of an Elgin Broom Bear Sweeper in the amount of $571,901.03.
Staff remains available for any questions the City Council may have. 3 6
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Attachments: A. Resolution No. 21-072
B. Quote from Haaker Equipment Company
C. Sourcewell/NJPA Certificate of Membership
D. Memo & Resolution – NJPA Name Change to Sourcewell
E. Authorized Dealer Letter and Sourcewell Contract #093021-ELG