City Council Meeting - FINAL


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  8.F.       
Meeting Date: 03/21/2023  
From: Patrick O'Connor, Water Services Specialist
Information
TITLE:
Consideration and Approval of Contract:  Approve a Cooperative Purchase Contract with Drake Equipment in the amount of $146,238.48, plus additional fees, for the purchase and installation of utility equipment on two water service trucks.
STAFF RECOMMENDED ACTION:
  1. Approve the Cooperative Purchase Contract from Drake Equipment in the amount of $146,238.48, plus additional fees, for the purchase and installation of utility equipment on two water service trucks; and 
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
The Cooperative Purchase Contract will be used to purchase and install Drake UTB Utility Bodies on two newly purchased 2023 Ram 4500 (1.5 ton) water service trucks. On October 19, 2022, the City entered a contract to purchase two Ram 4500 (1.5 ton) water service trucks. These trucks will be used for day-to-day functions of Water Services, ranging from general maintenance, on-call responsibilities as well as emergencies. To serve these purposes, it is necessary that trucks be build-out with specialized equipment, such as, hydraulic systems to utilize on-board jackhammers, submersible water pumps, water main line drilling/tapping machines, and small tooling. Additionally, the trucks must be outfitted with electric over hydraulic cranes for many uses including fire hydrant repair and or replacement, loading and unloading of specialized equipment too heavy for personnel to safely lift by hand.
Financial Impact:
The City Council approved the purchase of the two 2023 Ram 4500 (1.5 ton) water service trucks. Now, the trucks need to be built-out and the Cooperative Purchase Contract will provide the necessary specialty equipment from Drake Utility Body.

The initial $41,801.30 of this purchase is held in account number 202-08-303-1051-0-4401
Additionally, $41,801.30 of this purchase is held in account number 202-08-303-1054-0-4401
The remaining balance of $62,635.88 is held in account number 202-08-303-1054-0-4237
Policy Impact:
No. 
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance - Serve the public by providing high quality customer service.
Sustainable, Innovative Infrastructure - Deliver outstanding services to residents through healthy, well maintained infrastructure system.
 
Carbon Neutrality Plan
CR-2 Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
HS-4 Improve the resilience of public infrastructure and City facilities.

Regional Plan
Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Policy WR.2.2. Maintain and develop facilities to provide reliable, safe, and cost effective water, wastewater, and reclaimed water services.
Has There Been Previous Council Decision on This:
Yes. On October 18, 2022, the City Council approved the purchase of two 2023 Ram 4500 (1.5 ton) water service trucks.
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract with Drake Equipment in the amount of $146,238.48, plus additional fees, for the purchase and installation of utility equipment on two water service trucks; or
  2. Do not approve the Cooperative Purchase Contract and direct staff to conduct an independent procurement of the necessary utility equipment. Staff does not recommend this option as it will delay the use of the water service trucks.
Background/History:
The City will be using the Drake Equipment Cooperative Purchase Contract #CTR062308 with Arizona Department of Transportation (ADOT) to purchase these Drake UTB Utility Bodies and build-out the new 2023 Ram 4500 (1.5 ton) water service trucks. Utilization of the ADOT cooperative will ensure better pricing for the equipment. Purchasing staff reviewed the ADOT cooperative and determined the contract to be current and relevant in scope to the vehicle bodies being purchased.
Attachments
Contract 2023-108
Exhibit A - 74324
Exhibit A - 74531
Truck Without Equipment
Truck With Equipment 1
Truck with Equipment 2
Exhibit B - Agency Contract

    

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