Consideration and Approval of Contract:  Purchase of two (2) Commercial Front Load Refuse Trucks from Rush Truck Center Arizona through the Houston-Galveston Area Council Cooperative Purchase Agreement, Contract No. RH08-18 and HT06-18.

1. Approve the purchase of two (2) Commercial Front Load Refuse Trucks in the amount of $289,331.70 each for a total purchase amount of $578,663.40 (page 1 of pricing worksheet) from Rush Truck Center Arizona through the Houston-Galveston Area Council Cooperative Purchase Agreement, Contract No. RH-08-18 and HT06-18; and
2. Authorize the City Manager to execute the necessary documents.

The Solid Waste Commercial Program uses these trucks daily to collect commercial refuse and recyclable materials.  Consistent reliability of these vehicles ensure the Solid Waste program can provide services to the City of Flagstaff facilities, privately owned businesses and maintain our contractual obligations with NAU, FUSD and others.  The purchase of these trucks has been approved by the Fleet Management Committee; the trucks that are being replaced meet the City's Fleet Management replacement criteria. These will be replacing vehicles that are 12 years old.  Additionally, the manufacturer of these chassis is no longer in operation causing the parts to be extremely difficult and expensive to source effecting the reliability of the trucks. The combined maintenance costs of these two vehicles was $81,374 last year, and a combined lifetime maintenance cost of $785,216. The new trucks will have far superior emission standards and fuel efficiencies making them more environmentally beneficial.

The Equipment warranty and services are supported locally in Flagstaff by Rush (Peterbilt) Truck Centers Arizona

The Solid Waste Collection Program has $919,930 remaining budget capacity in the Fleet Capital line item for the replacement of collection trucks in FY 2019-20 in accounts 211-06-166-0641-0-4401, 211-06-166-0643-0-4401 and 211-06-166-0644-0-4401. The Section is planning on utilizing $578,663.40 of those funds for the purchase of two (2) vehicles

Connection to Current Council Goals:

• Take meaningful climate change action through the use of collection vehicles with lower emission and greater fuel efficiency.
• Actively manage and protect all environmental and natural resources by collecting trash and recyclables, which ensures waste is handled in an environmentally safe manner.

Priority Based Budgeting Council Results and Definitions:

• High Performing Governance by providing high quality internal and external customer service.
• Inclusive & Engaged Community by promoting environmental justice & the fair distribution of environmental benefits. Typically multi-family dwellings do not get the same attention to environmental services that single family homes get. A dependable commercial solid waste collection program ensures trash and recycling services are offered to these citizens.

No. These trucks are budgeted FY 2019-2020 and are replacement trucks for Solid Waste Collection Operations. The old trucks will be auctioned off or used for spare parts and the manufacturer of the chassis is no longer in business

Option 1. Approve cooperative purchase contract (2020-64) with Rush Truck Center Arizona for the purchase of two (2) Commercial Front Load Refuse Trucks.
Option 2. The City Conducts its own competitive bid process.
Option 3. Attempt to acquire used parts and service resources (in the case of American LaFrance equipment which is no longer being manufactured) from independent vendors and internal resources to keep the aging equipment in service.

During the annual budget process for FY19-20, Solid Waste was approved to purchase these collection vehicles. The purchase of these proposed collection vehicles were approved in the Fiscal Year 2019-2020 equipment replacement budget and provide for the sustainable operation of Solid Waste Collection services. All of the trucks being considered for replacement meet the City's Fleet Management criteria for replacement for mileage/hours used and life to date costs. All proposed fleet purchases were approved by the Fleet Management Committee for replacement. Access to parts and diagnostic support has become more challenging for the equipment to be replaced and the Fleet Management Committee used the appropriate criteria such as life to date repair costs to score and approve these replacement requests. Solid Waste vehicles under consideration for fiscal year 2019-2020 were appropriately planned and budgeted.

A significant portion of the Solid Waste Section's fleet are Peterbilt chassis'. The City of Flagstaff and Fleet Services have had a long working relationship with Rush (Peterbilt) Truck Centers here in Flagstaff and they will be able to provide warranty and post warranty repairs, if needed. Having additional local resources to support the Section is a direct connection to supporting Council's goal of providing "sustainable and equitable" services to our population. Fleet Services will also be authorized to perform warranty repair on these refuse bodies and be eligible for reimbursement.

Increased costs of equipment acquisition have made intergovernmental cooperative purchase contracts is a viable alternative to the bid process when the desired equipment can be obtained. Volume pricing, expedited build times and delivery provide value to the purchaser. The City is utilizing a cooperative purchase contract pursuant to Article 20 of the City of Flagstaff Procurement Manual.

Community benefits include continued consistent quality Commercial trash and recycle collection service at the lowest possible user fees. In addition, having modern, clean and efficient collection equipment with the most advanced emission control and fuel saving technology in our fleet portrays a positive image to the community we serve

Solid Waste collection is a significant source of community interest in the importance of having the tools to perform the duties as obligated.  Community stakeholders such as NAU, FUSD, and the City's own infrastructure, rely on the Commercial Solid Waste Collection program to deliver safe and timely collection of trash and recyclables in the community.