Agenda Item Wording:
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Purchase of Elgin Broom Badger Mechanical Road Sweeper - Authorize the City Manager to award the purchase of an Elgin Broom Bager Sweeper from HAAKER Equipment Company through a Sourcewell Cooperative contract in the amount of $324,666.72, and authorize an additional appropriation of funds in the amount of $25,000 from the Gas Tax Fund.
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Deadline for Action: 12/16/2024
Submitting Department: Public Works
Contact Name and Phone Number
Danny Galindo, Public Works Manager, danny.galindo@visalia.city <mailto:danny.galindo@visalia.city> (559)713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city <mailto:nick.bartsch@visalia.city> (559)713-4052
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to award the purchase of an Elgin Broom Bager Sweeper from HAAKER Equipment Company through a Sourcewell Cooperative contract in the amount of $324,666.72, and authorize an additional appropriation of funds in the amount of $25,000 from the Gas Tax Fund.
Background Discussion:
In accordance with the replacement schedule set by the City’s Capital Improvement Program, the Streets Division within the Public Works Department is seeking the authorization to replace a 1996 Elgin Street Sweeper (Unit #317654) that was included in the FY24/25 Budget. This sweeper is used by the Streets Maintenance Division to clean streets prior to, during, and after pavement maintenance operations, for emergency response to clean spills and debris from accidents, and to maintain the Public Works Corporation Yard. Due to the condition and unreliability of the City’s existing street sweeper, staff has needed to utilize its city-wide street sweeping contractor for these maintenance operations and special clean-ups. These call-outs are subject to hourly minimums and the availability of the contractor. Maintaining the ability to perform these functions in-house provides for additional flexibility, efficiency, and overall reduced costs. HAAKER Equipment Company has provided a Sourcewell quote for a sweeper that meets the application of the Streets Maintenance Division.
Sourcewell Cooperative Purchasing helps the City save time and money by purchasing from ready-to-use, competitively solicited contracts. Cooperative Purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units,” as defined by the American Bar Association Model Procurement Code for State and Local Governments. Sourcewell streamlines the purchasing process by developing Requests for Purchase for national competitive solicitations that meet or exceed local requirements.
Fiscal Impact:
In an effort to minimize the impact to Operational and Capital budgets, the use of the city-wide sweeping contract for these purposes has been somewhat conservative. However, since July 2024, during the first 4 months of the 24/25 FY, $17,550 has been spent on “Special Sweeps” to address debris removal and accident clean-up, preparation for, and clean-up from, pavement maintenance operations, and clean-up for Dump-On-Us events.
The sweeper that was budgeted to be replaced in FY24/25 is Unit #317654, a 1996 Elgin Sweeper. The 28-year old sweeper has 38,582 miles. Due to how this equipment is utilized, the expected lifetime mileage for a sweeper is not typically measured in the quantity of miles, but rather in years of service. The average sweeping speed for this type of equipment is only 5 miles per hour, and therefore the mileage simply does not accrue at the rate of a typical ove the road vehicle. r- The industry standard life of a commercial sweeper is up to 8-10 years. Lifetime repair costs for the existing sweeper total $162,318.82, with costs increasing significantly in more recent years. The replacement sweeper was budgeted at $300,000 from the Gas Tax Fund under VH0299. Due to increases in costs of the specified sweeper since it was quoted during the budget development, an additional appropriation of funds in the amount of $25,000 from the Gas Tax Fund 111 is needed.
Prior Council Action: N/A
Other: N/A
Alternatives: (1) Choose not to authorize the use of Sourcewell’s national cooperative agreement and proceed with an independent formal request for bids through the City’s Purchasing Division. This is not recommended as this equipment has already been bid competitively and there is no indication that pricing would be any more competitive. Additionally, this would result in added time to procure this vehicle and added ongoing costs to continue utilizing the City’s outside contractor to perform this work in the meantime. OR (2) Choose not to authorize the purchase of a replacement sweeper and continue to utilize the City’s outside contractor to perform this work going forward. This is not recommended due to the added costs and reduced flexibility to complete this work when relying on an outside contractor.
Recommended Motion (and Alternative Motions if expected):
recommendation
I motion to authorize the City Manager to award the purchase of an Elgin Broom Bager Sweeper from HAAKER Equipment Company through a Sourcewell Cooperative contract in the amount of $324,666.72, and authorize an additional appropriation of funds in the amount of $25,000 from the Gas Tax Fund.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments:
HAAKER Quote
Elgin Broom Badger Specs
Sourcewell Contract 093021
RFP and Addendums
Sourcewell pricing discount
Badger Cab & Chassis Quote
Vehicle authorization and evaluation forms