City Council Meeting - FINAL

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Meeting Date: 10/18/2022  
Co-Submitter: Emily Markel
From: Gregory Conlin, Public Works Manager - Fleet Services

Consideration and Approval of Contract: Purchase one (1) Residential Automated Side Load Refuse truck and one (1) Commercial Front Load Refuse Truck from Rush Truck Center Arizona through the Houston-Galveston Area Council Cooperative Purchase Agreement in the total amount of $699,471.56, plus additional costs and fees.
  1. Approve the purchase of one (1) Residential Automated Side Load Refuse Truck in the amount of $349,963.21 and one (1) Commercial Front Load Refuse Truck in the amount of $349,508.35 for a total purchase amount of $699,471.56 from Rush Truck Center Arizona through the Houston-Galveston Area Council Cooperative Purchase Agreement HGACBuy, Contract No. HT06-20. 
  2. Authorize the City Manager to execute the necessary documents. 
Executive Summary:
The Solid Waste Commercial Program uses front load refuse trucks daily to collect commercial refuse and recyclable materials.  Consistent reliability of these vehicles is necessary to ensure that the Solid Waste program can provide services to City facilities, privately owned businesses and maintain our contractual obligations with Northern Arizona University (NAU), Flagstaff Unified School District (FUSD), and others.

The Solid Waste Residential Program uses an automated side load refuse truck (ASL) in the daily collection of refuse and recyclable materials from residential homes throughout the City. Per state statute, the City shall facilitate or provide twice weekly collection of refuse and recyclable materials from our City residents.

The purchase of these trucks has been approved by the Fleet Management Committee and the trucks being replaced meet the City's Fleet Management replacement criteria. These trucks will be replacing vehicles that are fourteen (14) years old. The new trucks will have far superior emission standards and fuel efficiencies making them more environmentally beneficial.

These particular trucks are available for purchase now and delivery within 3-4 months. One is currently in production while the second one is built and has been used as a demonstration model with never being titled or sold. This is a unique opportunity to acquire refuse trucks at today's pricing and not having to wait 18-24 months for delivery. 

The equipment warranty and services are supported locally in Flagstaff by Rush (Peterbilt) Truck Centers Arizona.
Financial Impact:
The Solid Waste Collection Program has $1,652,325.60 remaining budget capacity in the Fleet Capital line item for the replacement of collection trucks in FY 2022-23 in accounts 211-06-166-0641-0-4401, 211-06-166-0644-0-4401. The Section is planning on utilizing $699,471.56 of those funds for the purchase of two (2) vehicles.
Policy Impact:
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Deliver outstanding services to residents through a healthy well maintained infrastructure system. 

Carbon Neutrality Plan
Actively manage and protect all environmental and natural resources while implementing sustainable building practices and alternative energy and transportation options. 

Regional Plan
Policy PF.I.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.
Has There Been Previous Council Decision on This:
No. These trucks are budgeted in FY 2022-2023 and are replacement trucks for Solid Waste Collection Operations. The old trucks will be kept in reserve or used for spare parts as the manufacturer of one the chassis is no longer in business and with supply chain uncertainty, a need may arise to continue to use these trucks to supplement collection operations. 
Houston-Galveston Area Council of Governments (HGACBuy) has Contract HT06-20 to supply materials and/or services. Contractor is an authorized distributor of the HGACBuy materials and/or services, which was awarded through a competitive and open procurement process. The City has authority to enter into a cooperative purchase contract with Contractor utilizing the Agency Contract. The City Procurement team has utilized the Agency Contract for better competitive pricing of material.
Rush Cooperative
Exhibit A - Rush Quote
Exhibit B - Agency Contract
Exhibit B - Agency Contract Extension
Photo 1
Photo 2


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