Memorandum

City of Lawrence

Public Works

TO:	Charles F. Soules, P.E., Public Works Director
FROM: CC:	Mike Perkins Street Division Manager, Robert Aaron Fleet Manager Mark Thiel Assistant Public Works Director
DATE:	12/19/2014
RE:	Request to purchase (1) Elgin Eagle Sweeper from Key Equipment Co. utilizing National Joint Powers Alliance cooperative purchase contract.

Background

As part of the 2015 budget process, the City Commission approved the replacement schedule of a street sweeper, unit 368.  The Streets Division utilizes street sweepers to reduce storm water intrusion from materials resulting from: winter operations (salt/sand), biological debris (leaves/grass) and public created debris (trash).  These sweepers are also utilized to keep intersections and brick streets free of gravel, salt, and sand. 

The Streets Division currently has two (2) Eagle sweepers in its fleet.  This standardization increases operational uptime by allowing the department to stock specific items for these machines.  Uptime of these units is increased by the fact that Central Maintenance staff has been factory trained on these units.  Staff from both Divisions have comfortable working knowledge of this product and feel it is the best machine to serve their needs.

The extreme conditions that street sweepers operate within make it very important to replace them on regular replacement cycles.  This unit currently has exceeded its schedule replacement cycle.

Staff Recommendation

The Streets and Central Maintenance Divisions recommend the replacement of unit 368 for the amount of $230,391.20 utilizing the NJPA cooperative purchase contract.  This pricing is for 2014 contract and expires December 31, 2014.  The order would be placed December 31, 2014 with the purchase order and payment to be processed in the 2015 budget cycle. If we delay placement of this order until after December 31, 2014 the 2015 NJPA contract for the cost of the same piece of equipment will increase by $4,475.73. Therefore, to save this additional cost staff is requesting authorization to order the equipment prior to the expiration of the 2014 NJPA contract.

Action

Authorize the Streets Division to purchase one (1) Elgin Eagle Sweeper from Key Equipment Co. utilizing the NJPA cooperative purchase contract.  Funds will be encumbered from the 2015 Storm Water Utility Fund.