Title
Resolution to Amend the Fleet and Facility Unit FY 20 Budget by Appropriating Funds and to Approve the Purchase of One Elgin Street Sweeper from Bell Equipment Company (National IPA - $195,639.00) (8 Votes Required)
Memorandum
The attached resolution authorizes the purchase of one new Elgin Broom Badger mechanical street sweeper at a cost of $195,639.00 through the National IPA cooperative purchasing program (contract number 16-045) for use by the Public Services Area, Public Works Unit.
The proposed Elgin sweeper will replace a 2011 Elgin Waterless Pelican Street Sweeper (#4749) powered by compressed natural gas (CNG). Asset #4749 had 3,124 hours of use and repair cost exceeded 57% of the purchase price of the asset. The sweeper was powered by CNG which is no longer available in the immediate Ann Arbor area and the asset was sold at auction in June 2019. While the vehicle was not fully depreciated at the time of sale, the lack of available fueling infrastructure made the premature replacement necessary.
The replacement allows the City to address the need for a smaller sweeper that can fit inside the footprint of the new protected bike lanes while also handling general street sweeping duties.
Bell Equipment Company was awarded contract number 16-045 by the National-IPA cooperative purchasing program (with the City of Rochester Hills, MI acting as the lead agency) for Street Sweepers and Related Accessories. The City’s purchasing unit has reviewed the National-IPA cooperative purchasing program and found that it meets the requirements of the City of Ann Arbor for competitive and fair purchasing.
Bell Equipment Company complies with the requirements of the City’s conflict of interest and non-discrimination ordinances.
Budget and Fiscal Impact: Funding for this purchase is provided by the annual replacement costs paid to the Fleet Fund; however, since this purchase is earlier than the anticipated replacement of the asset, the expense was not anticipated and included in the approved FY 20 Fleet Services Operations and Maintenance Budget; therefore, requires a budget amendment.
Green Fleet Policy: At their March 2, 2020 meeting, the Green Fleet Committee approved the need for the replacement of this equipment, that the proposed replacement is consistent with the Green Fleet Policy, and recommended the approval of this resolution. The Sustainability and Innovations Manager has concurred with the actions of the Committee.
Staff
Prepared by: Matthew J. Kulhanek, Fleet and Facility Unit Manager
Reviewed by: John Fournier, Assistant City Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase replacement equipment for the City’s fleet;
Whereas, Bell Equipment Company, Lake Orion MI, is the lowest responsive bidder to the National-IPA cooperative purchasing program;
Whereas, Bell Equipment Company complies with the City’s Conflict of Interest and Non-Discrimination ordinances; and
Whereas, Adequate funds for the purchase of this equipment are available in the Fleet Services fund balance;
RESOLVED, That City Council approve an appropriation of $195,639.00 from the Fleet Services fund balance; thereby, increasing the Fleet Services Fund revenue and expenditure budgets;
RESOLVED, That City Council approve the issuance of a purchase order to Bell Equipment Company for the purchase of one new Elgin Broom Badger Mechanical Street Sweeper in the amount of $195,639.00;
RESOLVED, That funds for the purchase of this equipment comes from the FY 20 Fleet Services budget with funds to be available without regard to fiscal year; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.