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AGENDA ITEM REVIEW FORM

3.D.

Special City Council Meeting

Meeting Date:: 05/31/2023
Department Head:: Eulogio Vera
Submitted By:: Manuel Hernandez, Project Manager, Public Works Department

Action Requested:

Motion

ITEM:

Discussion and possible action on any and all matters regarding the purchase of a 2021 Freightliner Solid Waste 25-Yard Rear Loader Truck from Big Truck Rental, in the amount of $225,299.00. (Manuel Hernandez, Acting Assistant Director of Public Works)

SUMMARY:

Public Works is in need of a rear loader vehicle to perform essential tasks and operations, primarily for our annual Community Cleanup event, residential bulky solid waste pickups (i.e. refrigerators, sofas, and other large appliances), and year-round right of way maintenance throughout our community. On November 22, 2022, Public Works requested $109,900.00 to retrofit an existing Public Works commercial vehicle with a new rear loader body. Please reference agenda item "Leach 2R-111" from Council Meeting on November 22, 2022. Norwood Equipment, an Arizona-authorized vendor, quoted Public Works for the fabrication work and ensured the upgrade/retrofit would work. Norwood Equipment later discovered that the retrofit would not work on our existing commercial vehicle.

Public Works is now seeking Council approval to purchase a 2021 Freightliner Solid Waste 25-Yard Rear Loader Truck from Big Truck Rental in the amount of $225,299.00 (including all fees, taxes, and delivery). The Public Works Department is also requesting authorization from the Mayor and City Council to waive the formal procurement code as authorized under section 3.05.010 (F) Procedures Waived of the City Code.

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE THE PURCHASE OF A 2021 FREIGHTLINER SOLID WASTE 25-YARD REAR LOADER TRUCK FROM BIG TRUCK RENTAL IN THE AMOUNT NOT TO EXCEED OF $225,299.00, AND TO APPROVE BUDGET TRANSFER AS REQUESTED IN THE FISCAL IMPACT OF THIS ITEM, AND WAIVE FORMAL PURCHASING PROCEDURES.

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:: Yes
CITY/STATE/FEDERAL FUNDS:: City
TOTAL:: $225,299.00
BUDGETED AMOUNT:: $109,900.00
AVAILABLE AMOUNT TO TRANSFER:: See fiscal impact statement
ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:: See fiscal impact statement

FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):

We are asking council authorization to do budget transfer in the amount of $109,244.00 from account 806-181-915 to 320-321-90000 to complete the purchase of $225,299.00. We have budget capacity due to the delays in the construction of the East Police station.

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