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Home My WebLink AboutR-25-15VILLAGE OF DEERFIELD RESOLUTION NO. 2025- R-25-15 A RESOLUTION WAIVING COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF A TRAILER -MOUNTED LEAF MACHINE WHEREAS, the Village of Deerfield ("Village's is a home rule municipality in accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970; and WHEREAS, the Village Public Works Department identified a need to purchase a new trailer -mounted leaf machine ("Leaf Machine') as part of its leaf collection program; and WHEREAS, Bonnell Industries, Inc. (`Bonnell'� submitted a proposal for the provision of the Leaf Machine in the amount of $186,391.00; and WHEREAS, the Village desires to enter into an agreement with Bonnell for the Leaf Machine and expend $186,391.00 ("Agreement'); and WHEREAS, the Village has determined that the proposal from Bonnell to provide the Lead Machine is the most advantageous for the Village because Bonnell manufactures leaf vacuum machines comparable to those previously purchased by the Village; and WHEREAS, the Mayor and Board of Trustees have determined that waiving bidding and entering into the Agreement with Bonnell for the Leaf Machine will serve and be in the best interest of the Village and its residents; NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF DEERFIELD, LAKE AND COOK COUNTY, ILLINOIS, AS FOLLOWS: SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as its findings, as if fully set forth herein. SECTION 2: WAIVER OF COMPETITIVE BIDDING. Pursuant to Section 9-16 of the Village Code and the Village's home rule authority, the Village Board waives the requirement of competitive bidding for the purchase of the Leaf Machine. SECTION 3: APPROVAL OF PURCHASE. Pursuant to its home rule authority, the Village Board hereby approves a purchase of the Leaf Machine from Bonnell for a price not to exceed $186,391.00 pursuant to a purchase order to be approved by the Village Manager. SECTION 4: AUTHORIZATION TO EXECUTE PURCHASE ORDER. The Village Board hereby authorizes and directs the Mayor and Village Manager to execute and attest, on behalf of the Village, a purchase order upon receipt by the Village Clerk of at least one original copy of the purchase order executed by Bonnell; provided, however, that if the executed copy of the purchase order is not received by the Village Clerk within 30 days after 1 4901-2442-7546, v. 1 the effective date of this Resolution, then this Resolution will, at the option of the Village Board, be null and void. SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect from and after its passage and approval by two-thirds of the Village Board according to law. AYES: Berg, Goldstone, Jacoby, Oppenheim NAYS: None ABSTAIN: None ABSENT: Benton, Metts-Childers PASSED: February 18, 2025 APPROVED: February 19, 2025 RESOLUTION NO. R-25-15 Daniel C. Shapiro, Mayor ATTEST• � �_k 5��_ � Kent S. Sireet, Village C erk 2 4901-2442-7546, v. 1 To: From: Date: Subject: Memorandum Public Works & Engineering Department Mayor and Village Board CC: Kent Street -Village Manager Robert Phillips, P.E., Director of Public Works and Engineering February 18, 2025 Leaf Collection Machine Background: The Village of Deerfield has a long-standing tradition of performing leaf collection during the Autumn season each year. The effort is performed by the Public Works Department during the weeks leading up to the Thanksgiving holiday. Leaf collection typically begins four weeks prior to Thanksgiving and is completed on the Wednesday before the holiday, though at times is extended depending upon seasonal effects on trees. The work covers all four quadrants within the Village with the north -south dividing line being the Railroad tracks and the east -west dividing line being Deerfield Road (see attached map). Collection takes place in each of the quadrants on their specified day of the week, Monday through Thursday, with Friday being a catch-up day. To complete the work, the Village owns 4 leaf collection trailers that are towed behind PW trucks. Each trailer is outfitted with a suction hose that is maneuvered by a staff member; essentially vacuuming the leaves from the parkway area. This work continues forward in most weather, including rain, wind, cold, etc.. The 4 machines are included in the Vehicle and Equipment Replacement Fund (VERF) and are scheduled for replacement every 12 years, currently 3 of the 4 machines are beyond their due date. Cost: Staff has asked our waste hauler to provide price quotes to perform this duty, in lieu of having in-house service. Pricing for outside services is more costly, approximately $400,000 annually. Due to cost, and in an effort to provide a high level of customer service, staff has suggested that performing this work in-house is the better option. Since the program began, we have dedicated four crews to the effort and the annual budget is approximately $225,000, including VERF contributions. Though ,based upon equipment pricing, the VERF contributions will likely increase. In 2023, the Village purchased a new machine from Bonnell Industries, as a replacement for a leaf machine that was purchased in 2010. The cost of the new machine was $140,000, a significant (three fold) increase from the previous purchase. The manufacturers of this type of equipment have advised that all leaf collection equipment has seen a marked increase in price. We have researched the options available and found that most equipment for this purpose is in the $150,000 to $300,000 range. February 18, 2025 Leaf Collection Machine Page 12 The price increase is due to the cost of steel and other parts catching up to inflation and basic supply/demand. Though the cost is higher, the equipment is much more efficient than previous machines. The new equipment includes a larger hauling capacity and has a mechanical suction hose that is controlled by a handheld joystick. Therefore, the machine uses less fuel, requires fewer trips to the dump, works quicker and has less wear and tear on staff. Current: The addition of the newly designed piece of equipment has improved our operations. With the new machine, staff is able to complete the work more efficiently, leading to the proposal of a revised operation for the program. By purchasing two new leaf collection machines, in replacement of three trailer mounted machines, we feel that our operation can be reduced from the standard four crews to three crews, while completing the work in the same amount of time. The more automated nature of the new equipment has less wear and tear on staff, in theory causing fewer workplace related injuries, an issue that has plagued the leaf collection program for many years. In addition to a trailer mounted machine, Public Works is recommending the purchase of a truck mounted version. This is the first time a truck mounted leaf vacuum has been proposed, and the equipment is specifically purposed for working in cul-de-sac's or other areas that have tight turns and can not be reached by the larger trailer mounted vacuums. Conclusion: The Village of Deerfield has a long tradition of performing autumn leaf collection in-house. Performing the work in-house is more cost effective and allows the Village to provide exceptional customer service. Equipment for this work has gone up in price, from $40,000 at our last purchase in 2010, to $140,000- $185,000 currently. Lead time on equipment is estimated at 18-24 months. Therefore, acquiring build - slots for equipment well in advance is in the best interest of the Village. Staff is recommending to purchase one trailer mounted leaf vacuum and one truck mounted leaf vacuum machine. If approved, the Village should receive equipment in mid -to -late 2026, and payment for the new equipment will be part of the 2026 budget. LEAF COLLECTION ZONES This map delineates collection routes EMU days. Questions •�-•• "— �' ��-`��' to Public Works at 8,