R2023-280 Resolution Rescinding Resolution No. R2023-103 Accepting the Sourcewell Bid to Key Equipment & Supply Co. for the Purchase of One (1) 2023 Elgin Pelican Street Sweeper

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12/12/23,8:44 ANA Item Coversheet Public Works DATE: 12/8/2023 MEMO: 2023-126 TO: Honorable Mayor Moore Wolfe and City Council Members FROM: Scot Wrighton,City Manager Matt Newell,Public Works Director Byron Bowman,Municipal Services Manager Chris Bergschneider,Fleet Supervisor SUBJECT: Resolution Rescinding Resolution No.R2023-103 Accepting the Sourcewell Bid to Key Equipment& Supply Co.for the Purchase of One(1)2023 Elgin Pelican Street Sweeper SUMMARY RECOMMENDATION: Staff recommends the following: 1. Resolution rescinding Resolution No. R2023-103 Accepting the Sourcewell bid to Key Equipment&Supply Co.for the purchase of one(1)2023 Elgin Pelican street sweeper. 2. Resolution awarding a Contract in the amount of$252,820 to Brown Equipment Company for one(1)2023 Global Model M3 Street Sweeper. BACKGROUND: In the 2023 budget,the Municipal Services Division requested a new street sweeper to replace an old unit to be retired. During the early spring,Fleet Maintenance conducted tests on various street sweepers,which ultimately recommended the Elgin Pelican sweeper. On May 15,2023,the City Council approved the purchase of the Pelican unit. The sweeper was recently delivered to the City and did not function well,having several break downs and was not effective in sweeping dry leaves. Fleet staff worked with the manufacturer to address the concerns but could not get the machine to sweep leaves effectively. Upon further discussions with the manufacturer,it was determined to return the sweeper and seek a Sourcewell quote from the manufacturer of the runner up in the testing. Fleet Maintenance approached Brown Equipment Company,the Sourcewell contract holder for Global street sweepers. To forego a lengthy wait for a new sweeper,Brown proposed a lightly used demo unit,with 30 hours of operation time,that could be received immediately with about a$19,000 discount which puts the unit at about$11,000 less than the Pelican which actually had about the same amount of hours on it. Fleet Maintenance staff reviewed the proposed Global sweeper and found it to be in excellent,new condition. The Sourcewell quote proposed by Brown Equipment Company will also cover the used unit. Sourcewell is a cooperative purchasing organization that works with local and State governments to competitively solicit bids on various items. The City is a member of Sourcewell and has used their bid prices numerous times. The Sourcewell contract guarantees the bidding process has been followed with any available vendors. The process is the same for used equipment as it would be with new equipment. DISPOSAL OF REPLACED UNITS: The retired unit will be used as a trade in toward the cost of the new sweeper. OTHER BIDDERS: None. LEGAL REVIEW: There are no contracts for Legal to review. PRIOR COUNCIL ACTION: May 15,2023—The City Council passed Resolution R2023-103 approving the award of a Sourcewell contract in the amount of $263,896.00 to Key Equipment and Supply Co. for one(1)2023 Elgin Pelican Street Sweeper. https://decatur.novusagenda.com/agendaweb/CoverSheet.aspx?Item I D=4713 1/2