Agenda 06/08/2021 Item #16E 1 (Authorizing expenditures from Environmental Products Group, Inc. for fleet parts and services)06/08/2021
EXECUTIVE SUMMARY
Recommendation to authorize expenditures from Environmental Products Group, Inc., as a single
source vendor, for fleet parts and services of the Elgin Street Sweeper and Vactor Vacuum truck in
an amount not to exceed $100,000 annually.
OBJECTIVE: Efficiently maintain County vehicles and equipment through an approved network of
vendors and dealerships for parts, supplies and services.
CONSIDERATIONS: Environmental Products Group is the sole distributor for the entire state of
Florida, including Collier County, representing Elgin Sweeper Company and Vactor Manufacturing, Inc.,
and is the sole provider of Elgin Sweeper and Vactor Vacuum Truck Original Equipment Manufacturer
(“OEM”) parts and services in the State of Florida.
Elgin is a Street Sweeper and Vactor is a Vacuum Truck that are used to service the roads and sewer
systems- both brands used by Road Maintenance and Public Utilities divisions. The County enjoys a cost
benefit when it maintains safe and reliable pieces of equipment to service the County's population. Fleet
can maintain these pieces of equipment for a fraction of the cost of replacement, with access to a reliable
service, warranty, and part supplier. Such maintenance provides the added benefit of greatly minimizing
downtime.
Goods and services purchased from Environmental Products Group are projected to exceed the $50,000
annual limit set under Collier County Purchasing Ordinance No. 2013-69, as amended (the “Ordinance”).
Section Eleven, subsections 11 and 14 of the Ordinance authorize the Board to waive the competitive
process and declare single source providers for purchases above the $50,000.00 formal competitive
threshold.
Staff requests that the Board approve these expenditures with Environmental Products Group, as a single
source vendor for fleet parts and services for FY 2021 through FY 2025. Purchases will be made either by
Purchase Order or with a purchasing card.
FISCAL IMPACT: Funds for repair parts and maintenance services are budgeted in the Fleet
Management Administration, Fund 521, operating budget. Expenditures with Environmental Products
Group are projected not to exceed $100,000 per each fiscal year.
GROWTH MANAGEMENT IMPACT: No growth management impact will result from this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To authorize expenditures from Environmental Products Group, Inc., as a
single source vendor for fleet parts and services of the Elgin Street Sweeper and Vactor Vacuum truck, in
an amount not to exceed $100,000 annually during the period FY 2021 thru FY 2025, with purchases
facilitated by either a Purchase Order or with a purchasing card.
PREPARED BY: Michael Burks, Senior Analyst, Fleet Management Division
ATTACHMENT(S)
1. FY21 Waiver Request 042 - Environmental Products Group (PDF)
16.E.1
Packet Pg. 1938
06/08/2021
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doc ID: 16045
Item Summary: Recommendation to authorize expenditures from Environmental Products Group,
Inc., as a single source vendor, for fleet parts and services of the Elgin Street Sweeper and Vactor
Vacuum truck in an amount not to exceed $100,000 annually.
Meeting Date: 06/08/2021
Prepared by:
Title: Accounting Technician – Fleet Management
Name: Salma Nader
05/26/2021 10:11 AM
Submitted by:
Title: Division Director - Fleet Management – Fleet Management
Name: Dan Croft
05/26/2021 10:11 AM
Approved By:
Review:
Fleet Management Dan Croft Director Review Completed 05/26/2021 10:47 AM
Agenda Clerk Preview Michael Cox Agenda Clerk Review Completed 05/26/2021 11:01 AM
Procurement Services Caroline Blevins Level 1 Purchasing Gatekeeper Completed 05/26/2021 11:12 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 05/26/2021 2:13 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 05/26/2021 3:59 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 05/27/2021 11:00 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 05/27/2021 11:31 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 05/27/2021 11:45 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/28/2021 9:01 AM
County Manager's Office Sean Callahan Level 4 County Manager Review Completed 05/28/2021 2:20 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 06/08/2021 9:00 AM
16.E.1
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Collier County
Instructions Waiver Request Form
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must be
submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver requests
greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on having
only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors,
even though other competitive sources may be available.
Requester Name:
Division:
Item/Service:
Vendor Name:
Historical
Countywide
Spend: ______________________
Requested
date range: _____________
Not to Exceed
per Fiscal Year: _______________
Is there an agreement associated with this
waiver to be reviewed by Contracts?
Yes No
Sole Source
Single Source
One Time Purchase
Multiple Purchases
Description of Purchase: Enter a description of the item(s) that will be purchased under this waiver.
Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations.
Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasing
Compliance Code (PCC) number or email approval documentation.
Yes No If yes, provide the PCC number:__________________________________________________
Michael Burks Fleet Management
Original Equipment Parts and Service Environmental Products #127997
FY21 10/1/20 to 9/30/25 100,000
Elgin and Vactor OEM parts, Services, and warranty for county-owned equipment
Fleet will need access to OEM parts, services, and warranty to maintain Collier County owned
Elgin and Vactor equipment.
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16.E.1.a
Packet Pg. 1940 Attachment: FY21 Waiver Request 042 - Environmental Products Group (16045 : Authorize Expenditures from Environmental Products Group,
Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below.
Check all that apply (if box is checked, please make sure to provide an explanation below):
Sole Source
Only Authorized Vendor or Distributor: Is this vendor the only vendor authorized to sell this product/service? If yes, explain
below and provide documentation from the manufacturer confirming claims made by the distributors.
No Comparable Product or Service: Is there another vendor who can provide a similar product/service, regardless of cost,
convenience, timeliness, etc.?
Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to
another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor
were used.
Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by
patent, copyright or other applicable laws and provide documentation validating that claim.
Single Source
Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide
the detailed information below.
Date of BCC Standardization: ___________________ BCC Agenda Item number: __________________
Warranty: Is this the only vendor able to complete factory-authorized warranty services on County owned equipment? If yes,
provide the documentation verifying the warranty.
Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide
documentation from the manufacturer confirming those claims.
Other Factors: Any other reason not listed above, explain below.
Explain: How does this purchase meet the identified sole or single source criteria listed above?
Elgin Sweeper Company and Vactor Manufacturing, Inc. are represented by a world-wide distribution
network offering expert service and genuine OEM quality parts for its and ELGIN street sweeping
equipment and for VACTOR and TRUVAC lines of sewer, catch basin cleaning and vacuum excavation
equipment. Parts supplied by other vendors do not meet Elgin/Vactor/TRUVAC OEM standards or
requirements. Equipping your truck with a part other than a specified OEM product could affect your
OEM warranty. Both companies are subsidiaries of Federal Signal Corporation. Environmental Products
Group is the sole distributor for the state of Florida, Georgia, and Tennessee representing Elgin
Sweeper Company and Vactor/TRUVAC Manufacturing, Inc. and is responsible for the sales, service,
warranty and provider of genuine OEM parts for the Elgin and Vactor/TRUVAC Product lines. The
service technicians at Environmental Products Group are factory certified to provide quality service
work.
The companies web page listing all the local dealers. "https://www.vactor.com/find-a-dealer".
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16.E.1.a
Packet Pg. 1941 Attachment: FY21 Waiver Request 042 - Environmental Products Group (16045 : Authorize Expenditures from Environmental Products Group,
How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via
Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history and the
current level of County investment in the product.
Explain why it is in the County’s best interest to use this product/service rather than issuing a competitive solicitation: What are
the benefits from the continued use? Are there costs that would be incurred if a different vendor/product was used? What would occur if
another brand/vendor was used?
Explain how this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information
on historical use and whether pricing has increased/decreased. If sole source and no other product is available, provide the cost for
addressing the needs via an alternate approach.
Will this purchase obligate the County to future ancillary products or services? Either in terms of maintenance or standardization.
Yes No
If yes, explain what types:
Environmental Products Group is the sole distributor for the entire state of Florida, including Collier
county, representing Elgin Sweeper Company and Vactor Manufacturing, Inc. and is responsible for the
sales, service, warranty and provider of genuine OEM parts for the Elgin and Vactor product lines.
It's a cost benefit to maintain a safe and reliable piece equipment to service the County's population.
Fleet can maintain these pieces of equipment for a fraction of the cost of replacement. Having access to
a reliable service, warranty, and part supplier would also minimize downtime.
Costs with Environmental Product Group have remained consistent and reasonable. Fleet
Management's inventory system (Faster Fleet's Software) will notify staff of any price increases.
Environmental Products Group is the sole distributor for the entire state of Florida, including Collier
County, representing Elgin Sweeper Company and Vactor Manufacturing, Inc.
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16.E.1.a
Packet Pg. 1942 Attachment: FY21 Waiver Request 042 - Environmental Products Group (16045 : Authorize Expenditures from Environmental Products Group,
Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market
again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high risk
to the County.
It is a felony to knowingly and intentionally circumvent a competitive process for commodities or services by fraudulently
specifying sole source to obtain a benefit for any person or to cause unlawful harm to another. Florida Statute 838.22(2).
Requested by:
Signature:
Date:
Division Director:
Signature:
Date:
Department Head: Required if over $50,000
Signature:
Date:
Procurement Strategist:
Signature:
Date:
Procurement Director:
Or designee
Signature:
Date:
For Procurement Use Only:
Approved Requesting Additional Information Requires RFI/Intent to Sole Source Rejected
Procurement Comments:
Current FY Approval Multi-Year Approval
Start Date: ______________ End Date: __________
Environmental Products Group is the service and parts supplier of the Elgin and Vactor equipment.
Useful life is set for 8 years, for this class of equipment. Fleet maintains this equipment in the most
efficient and effective ways to mitigate liabilities for the County. Market research and evaluation is done
during the initial solicitation of the equipment.
Michael Burks
Dan Croft
05/19/21
Sean Callahan
Sara Schneeberger
Catherine Bigelow
Replaces WaiverFY19 #17
06/08/2021 09/30/2025
BurksMichael Digitally signed by
BurksMichael
Date: 2021.05.19 10:16:41
-04'00'
CroftDan Digitally signed by CroftDan
Date: 2021.05.19 10:38:36
-04'00'
CallahanSean Digitally signed by CallahanSean
Date: 2021.05.21 14:53:51 -04'00'
SchneebergerS
ara
Digitally signed by
SchneebergerSara
Date: 2021.05.24 15:48:58
-04'00'
BigelowCatheri
ne
Digitally signed by
BigelowCatherine
Date: 2021.05.24 15:55:42
-04'00'
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16.E.1.a
Packet Pg. 1943 Attachment: FY21 Waiver Request 042 - Environmental Products Group (16045 : Authorize Expenditures from Environmental Products Group,
1300 W. Bartlett Road ▪ Elgin, IL 60120 ▪ p. (847)741-5370 ▪ f. (847)742-3035 ▪ www.elginsweeper.com
De
May 24, 2021
Attn: Salma Nader
Collier County
Subject: Sole Source Representative
Dear Ms. Nader:
Federal Signal Corporation is the sole manufacturer of Vactor, Truvac and Elgin products.
Environmental Products Group, Inc. is the sole or exclusive representative for Vactor, Truvac and Elgin
within the state of Florida for the purchase of new products, OEM repair parts, repairs and
maintenance.
No other representative can sell products, repairs/replacement parts, maintenance, repair/replacement
services, field services and technical support for Vactor, Truvac and Elgin.
Your contact for Environmental Products Group, Inc. is:
Paul Hart
2525 Clarcona Road
Apopka, FL 32703
561-719-1395
phart@myepg.com
If you have any questions regarding this issue, please contact me.
Sincerely,
Bob Sangalli
Regional Sales Manager
(847) 778-8135
bsangalli@federalsignal.com
16.E.1.a
Packet Pg. 1944 Attachment: FY21 Waiver Request 042 - Environmental Products Group (16045 : Authorize Expenditures from Environmental Products Group,