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Meeting Date: 05/17/2022  
From: Edward Schenk, Water Services Manager - Stormwater

Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract with Empire Southwest, LLC in the amount of $149,253.22 for the purchase of a mini-excavator for flood response activities to be reimbursed 100% by the Arizona Department of Forestry and Fire Management. 
  1. Approve the Cooperative Purchase Contract with Empire Southwest, LLC in the amount of $149,253.22 for the purchase of a mini-excavator for flood response. Funding will be 100% reimbursed by the Arizona Department of Forestry and Fire Management; and
  2.  Authorize the City Manager to execute all necessary documents.
Executive Summary:
The flood events of summer 2021 required contracting equipment from outside the City due to the lack of appropriate equipment for flood response. The Arizona Department of Forestry and Fire Management (DFFM) released funding due to the disaster declarations across the state related to post-fire flooding. The City approached DFFM through County Emergency Management for the purchase of a mini-excavator to facilitate future flood response downstream of the 2019 Museum Fire burn scar. The purchase of the mini-excavator was determined to be eligible by DFFM and will be 100% reimbursable by DFFM. City procurement staff worked to get a competitive price by using an existing cooperative agreement with the City of Tucson with Empire-Caterpillar. The equipment recommended is a Caterpillar 305-07 CAB-PG MAN at a total cost of $149,253.22. 

Staff recommends the approval of the purchase of a mini-excavator at $149,253.22 for use by Water Services operations for flood response (flood cleanup). Funding will be provided by the Stormwater Section and will be 100% reimbursed by DFFM.
Financial Impact:
The Caterpillar mini-excavator will be purchased by Stormwater Section at $149,253.22 out of account: 206-08-385-3236-0-4433. This account will be reimbursed 100% by DFFM.
Policy Impact:
This purchase will increase internal capacity for flood response and provide more community resiliency through rapid response time and internal capacity improvements.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Safe and Healthy Community: Provide public safety
Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system

Carbon Neutrality Plan
Community Resilience, CR-2: Strengthen existing community systems

Regional Plan
Goal WR.5. Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
Has There Been Previous Council Decision on This:
There have been no previous decisions on this item.
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract with Empire Southwest, LLC; or
  2. Do not approve the Cooperative Purchase Contract. This option is not recommended by Staff as the DFFM will be reimbursing the purchase 100% and the mini-excavator is preferred due to the tight clearance of the Dortha Inlet, Arroyo Seco Inlet, and Linda Vista culvert; or
  3. Direct staff to conduct a separate procurement; or
  4. Direct staff to purchase of a different type of machinery.
The Museum Fire began in July 2019 and burned just short of 2000 acres of steep slopes in the Dry Lake Hills and Mount Elden area. Spruce Wash was the major drainage for the burn area and previously saw only minor flood flows from the undisturbed watershed. The summer of 2021 saw four flood events off of the disturbed watershed, three in July and one in August. Each event required considerable flood clean up from Public Works, Parks, and Water Services. Outside agencies also assisted, including, the Flood Control District, the City of Tempe, Joe Dirt, Eagle Mountain, Tiffany Construction, Kinney Construction, and many others.

DFFM was provided funding through the Governor to provide post-fire flood mitigation funds to local governments. The City identified many needed pieces of equipment, including mini-excavator.

Procurement staff will be utilizing the local government purchasing cooperative contract #161534-01 with the City of Tucson to insure the best pricing for this product. Purchasing reviewed the agency cooperative contract to confirm it is relevant to the procurement and is currently active. 
Key Considerations:
Flood events are expected to continue for the foreseeable future based on modeling and previous fires in the region. Flood response will be a major component of the City and County for the foreseeable future. Capital improvements to the Spruce Wash system will take several years to implement and will likely not fully mitigate the flood threat. Increasing the capacity of City crews for flood response is integral to improving the quality of life for Sunnyside and Grandview residents. The Cooperative Purchase Contract for this mini-excavator will assist in the response.
Expanded Financial Considerations:
This item will be 100% funded by DFFM, maintenance of the equipment will be included in the ongoing maintenance of Water Services equipment.
Community Benefits and Considerations:
This piece of equipment will improve the response time of crews and will benefit the community through greater flood response capacity.
Community Involvement:
There has been no community involvement on this item.
Expanded Options and Alternatives:
Not applicable.
2022-132 Co-op Contract for the City of Flagstaff
Exhibit A - Quote
Exhibit B - Contract Extension
Exhibit B - Agency Contract


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