7.B.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 12/05/2023
- From:
- Evan Tyrrell, Solid Waste Director
Information
TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract with Freightliner of Arizona, LLC in the amount of $302,891.37, in addition to other fees and taxes, for a Rear-Load Refuse Collection Truck.
STAFF RECOMMENDED ACTION:
- Approve a Cooperative Purchase Contract with Freightliner of Arizona, LLC in the amount of $302,891.37, in addition to other fees and taxes, for a Rear-Load Refuse Collection Truck; and
- Authorize the City manager to execute the necessary documents.
Executive Summary:
The Solid Waste Residential Program utilizes a specialized rear loading refuse truck in the performance of the residential bulky waste collection program and select commercial customers, upon request, for a fee. This purchase will replace a 2012 Peterbilt that has a reconditioned rear load collection body and has exceeded its useful life or replace a 2008 American LaFrance with a Heil body. Both trucks are well-used and approaching end-of-life with discontinued parts that are more difficult to find and are consequently unreliable. Solid Waste and Fleet will re-evaluate the condition of these trucks once this replacement is received to determine which truck to retire.
Solid Waste did investigate the option of purchasing an EV collection truck and found that a comparable EV collection truck would have a smaller payload and shorter duty cycle, which would not meet the service or operational needs. Further, the EV collection truck is an unproven technology, extremely limited in supply with a minimum 18-month lead time, and is estimated to cost no less than $750,000 before applicable taxes.
A contract for a rear-load refuse collection truck replacement was previously approved by City Council. However, that purchase became unavailable to the City due to vendor administrative constraints and the contract was canceled by the City. This Rear-Load Refuse Collection Truck is part of Solid Waste's 5-year capital rolling stock replacement plan and Solid Waste is resubmitting this to City Council with another manufacturer. The Rear-Load Refuse Collection Truck will be available immediately following approval of the Contract from the City Council and is being purchased from a vendor with a long-term relationship with the City. The equipment warranty and services are supported locally in Flagstaff by Velocity Truck Centers (Freightliner of Arizona, LLC).
Solid Waste did investigate the option of purchasing an EV collection truck and found that a comparable EV collection truck would have a smaller payload and shorter duty cycle, which would not meet the service or operational needs. Further, the EV collection truck is an unproven technology, extremely limited in supply with a minimum 18-month lead time, and is estimated to cost no less than $750,000 before applicable taxes.
A contract for a rear-load refuse collection truck replacement was previously approved by City Council. However, that purchase became unavailable to the City due to vendor administrative constraints and the contract was canceled by the City. This Rear-Load Refuse Collection Truck is part of Solid Waste's 5-year capital rolling stock replacement plan and Solid Waste is resubmitting this to City Council with another manufacturer. The Rear-Load Refuse Collection Truck will be available immediately following approval of the Contract from the City Council and is being purchased from a vendor with a long-term relationship with the City. The equipment warranty and services are supported locally in Flagstaff by Velocity Truck Centers (Freightliner of Arizona, LLC).
Financial Impact:
The Solid Waste Section has budget capacity allocated for this purchase in the fiscal 2023-24 budget in account 211-06-166-0641-0-4401 in the amount of $330,000. Since the cost of the Rear-Load Refuse Collection Truck is coming in under budget, the City will realize a savings of $27,108.63.
The City will be using Cooperative Purchase Contract #CTR041810 with the State of Arizona to purchase this Freightliner Rear-Load Refuse Collection Truck. Freightliner of Arizona, LLC is an authorized retailer of Freightliner equipment under the Arizona State cooperative and utilization of the cooperative will ensure better pricing for the equipment. Purchasing staff reviewed the Arizona State cooperative and determined the contract to be current and relevant in scope to the vehicle being purchased.
The City will be using Cooperative Purchase Contract #CTR041810 with the State of Arizona to purchase this Freightliner Rear-Load Refuse Collection Truck. Freightliner of Arizona, LLC is an authorized retailer of Freightliner equipment under the Arizona State cooperative and utilization of the cooperative will ensure better pricing for the equipment. Purchasing staff reviewed the Arizona State cooperative and determined the contract to be current and relevant in scope to the vehicle being purchased.
Policy Impact:
This purchase will ensure the effective continuation of the Solid Waste Bulky Waste Collection Program.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Regional Plan
-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. A dependable solid waste collection program ensures trash and recycling services are carried out on a timely and efficient manner.
-Deliver outstanding services to residents through a healthy well maintained infrastructure system.
-Inclusive & Engaged Community by promoting environmental justice & the fair distribution of environmental benefits. A dependable solid waste collection program ensures trash and recycling services are carried out on a timely and efficient manner.
-Deliver outstanding services to residents through a healthy well maintained infrastructure system.
Regional Plan
Policy PF.1.2. Allocate available public resources necessary for the City and County to prepare and adapt for natural and human-caused hazards so that all government operations support community resiliency.?
Goal LU.7. Provide for public services and infrastructure.
Goal LU.7. Provide for public services and infrastructure.
Has There Been Previous Council Decision on This:
Yes. The City Council previously approved the purchase of a rear-load refuse collection truck. However, the prior vendor was unable to complete that purchase due to vendor administrative constraints and the contract was canceled by the City.