Fiscal Note
The proposed resolution authorizes a non-competitive selection contract for a one-year term with four one-year renewal options with Bruce Municipal/Macqueen Equipment group for annual preventative maintenance of street sweepers at an estimated annual cost of $150,000. Funding for annual preventative maintenance is provided within the Fleet Service adopted 2019 operating budget; future renewals will be included in subsequent Fleet Service annual operating budgets.
Title
SUBSITUTE: Authorizing a non-competitive selection contract for a one-year term of service, with four (4) one-year renewal options, for services provided by Bruce Municipal / Macqueen Equipment group, for annual preventive maintenance of street sweepers.
Body
WHEREAS, Elgin street sweepers are purchased on Source-Well contract from Bruce Municipal who is the dealer. Fleet Service preventative maintenance program requires annual inspection and replacement of common wear items as per manufacture recommendations, annual preventative maintenance is essential to prevent failure of components, this program has been developed to prevent costly repairs and minimize down time; and,
WHEREAS, this specialized equipment is very complex and manufacture specific utilizing Bruce Municipal maintains factory warranties, annual preventative maintenance provides complex inspection of components that may lead to warrantable repairs, otherwise may not be warrantied, and,
WHEREAS, Bruce Municipal maintains factory trained staff, specialty tools and comprehensive diagnostic equipment and software, and,
WHEREAS, City’s fleet of street sweepers, operated by the Streets division, is integral to maintain public safety and cleanliness of the city streets, and,
WHEREAS, the annual cost of service is estimated to be $150,000, and,
WHEREAS, MGO 4.26 requires Common Council approval of service contracts of $50,000 or more if the contractor was not selected through a competitive selection process, and the reasons for selecting this contractor are set forth above and in the attached Noncompetitive Selection Request Form; and
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to execute a noncompetitive service contract, for a one year term, with option for four additional one year renewals, for annual preventative maintenance of street sweepers to Bruce Municipal / Macqueen Equipment group; and,
IT IS FUTHER RESOLVED, that the Fleet Superintendent (Mahanth Joishy) Designee of the Finance Director is authorized to execute up to four (4) additional one year renewals of the contract, on the same terms and conditions as the original contract.