6.D.
City Council Draft Agenda
- Meeting Date:
- 04/20/2021
- Co-Submitter:
- Mark Richardson
- From:
- Ed Schenk, Stormwater Project Manager
TITLE:
Consideration and Approval of Contract: Approve the sole source purchase of a Movex electric mini-dozer from Movex Innovation, Inc. in the amount of $113,947.00 for Stormwater Section maintenance of concrete box culverts.
STAFF RECOMMENDED ACTION:
Staff recommends:
- The approval for the sole source purchase of a Movex electric mini-dozer from Movex Innovation, Inc. for Stormwater Section maintenance of concrete box culverts in the amount of $113,947.00, not including tax and freight; and
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
| The Stormwater Section took on the responsibility of stormwater maintenance from the Streets Section in 2020. Since this time Water Services has been inventorying and prioritizing maintenance of the stormwater system including low head (46” height or less) concrete box culverts. Many of these culverts have not been cleaned due to the challenges of access and effectively breaking up and removing cohesive sediment and large rocks. Water Services Operations and the Stormwater Section researched viable techniques for achieving this task and found few options. The confined space of these culverts makes diesel and gas-operated machinery dangerous and auger-style attachments to traditional equipment do not appear to be efficient at clearing the large amounts of sediment clogging these culverts. Communication with the construction JOCs indicated that none of the companies had the capacity to clean these culverts. Stormwater obtained a quote from Banicki Construction in Phoenix for one-time cleaning of 10 culverts. Banicki owns specialized equipment for cleaning low head culverts. The cost proposal was over $200,000 for this one-time cleaning. It is the opinion of staff that this is not an appropriate use of funds, if funding even existed at that level for a one-time maintenance item. Maintenance is required not only by city code and FEMA regulations but also due to imminent threats like the Museum Fire post-fire flows and potential large monsoon storms that could affect the downtown and Southside. The highest priority cleanings would occur in these two drainages (Rio de Flag and Spruce Wash specifically). The City of Scottsdale uses a Movex electric mini-dozer for cleaning box culverts that have filled with debris following flash floods. The City of Scottsdale's Public Works Department demonstrated the utility of the Movex electric mini-dozer to Stormwater Section staff and the unit was found to fit the needs of the City of Flagstaff. Stormwater Section staff recommends the approval of the purchase of this Movex electric mini-dozer. Staff recommends:
|
Financial Impact:
This Movex electric mini-dozer will be purchased using Stormwater Section funds. This capital purchase was unbudgeted and the City will be utilizing the $200,000 budget in account 206-08-385-3238-0-4442 (Reserve for Improvements) to cover this purchase. The alternative is to contract out the work at a cost of approximately $25,000 per culvert for a one-time cleaning. The purchase and use of the equipment in-house are substantially less expensive than contracting the work-out. The City has dozens of low-head concrete box culverts and will require this service in perpetuity.
Policy Impact:
The Stormwater Section does not foresee any negative policy impact of purchasing this equipment. In addition, the Movex mini-dozer is all electric which supports the CAAP.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Inclusive and Engaged Community: Ensure city facilities, services, & programs are accessible for all residents & representative of Flagstaff’s diverse community
High Performing Governance: Encourage public trust through transparency, accessibility & use; Implement innovative local government programs, new ideas & best practices; be recognized as a model for others to follow
Environmental Stewardship: Promote, protect & enhance a healthy, sustainable environment & its natural resources Strengthen Flagstaff’s resilience to climate change impacts on built, natural, economic, health, & social systems of the City’s public participation policy
Robust and Resilient Economy
High Performing Governance: Encourage public trust through transparency, accessibility & use; Implement innovative local government programs, new ideas & best practices; be recognized as a model for others to follow
Environmental Stewardship: Promote, protect & enhance a healthy, sustainable environment & its natural resources Strengthen Flagstaff’s resilience to climate change impacts on built, natural, economic, health, & social systems of the City’s public participation policy
Robust and Resilient Economy
Has There Been Previous Council Decision on This:
There has not been a previous Council decision on this item.
Options and Alternatives:
Option A - Approve the contract with Movex Innovation, Inc. for the Movex electric mini-dozer. This will provide the City of Flagstaff Stormwater Section culvert and channel clean upon request.
Option B - Reject the contract with Movex Innovation, Inc. for the Movex electric mini-dozer. This will not provide the City of Flagstaff Stormwater Section the ability to complete culvert and mitigation in a timely and green manner. This option would leave the Stormwater Section without the tools needed for the culvert and channel mitigation and would require City Staff to re-propose for the services.
Option B - Reject the contract with Movex Innovation, Inc. for the Movex electric mini-dozer. This will not provide the City of Flagstaff Stormwater Section the ability to complete culvert and mitigation in a timely and green manner. This option would leave the Stormwater Section without the tools needed for the culvert and channel mitigation and would require City Staff to re-propose for the services.
Background and History:
This product is a one-of-kind design. Movex Innovation, Inc. has made an electric mini-dozer that is able to work in the smaller ecosystem without disrupting the delicate nature with diesel fumes. Purchasing staff has researched other vendors and found there were no other companies that have produced an electric mini-dozer, nor one capable of meeting City needs for culvert cleaning. Procurement deemed and approved this purchase as a sole source procurement. Additionally, the Movex electric mini-dozer does not produce carbon emissions and therefore meets the City's climate action plan.
Community Benefits and Considerations:
By addressing the areas covered under this purchase, the Stormwater Section and City facilities will reduce the environmental impact of their operations, support the goals and operations of the Stormwater, and reduce the City of Flagstaff liability through safe, timely and cost-effective mitigation of channels and culverts.
Community Involvement:
Culverts and open channel drainage system is a critical part of the stormwater collection system. Culverts as the fill with debris limit the amount of water that can flow through them and can cause a back-up of the system. Localized flooding could then occur and cause personal property damage, flood roads and cause unsafe conditions for the residents of Flagstaff. Having the Movex electric mini-dozer would allow the Stormwater Section to maintain the culverts a regular schedule and to have the ability to respond to problem areas quickly.