City Council Meeting - FINAL


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

Information
TITLE:
Consideration and Approval of Contract:  Approve a Cooperative Purchase Contract with AZ Wastewater Industries, Inc. in the amount of $481,300.07 for a Stormwater 12-yard Combination Truck to be 100% reimbursed by the Arizona Department of Forestry and Fire Management.
STAFF RECOMMENDED ACTION:
  1. Approve the Cooperative Purchase Contract with AZ Wastewater Industries, Inc. in the amount of $481,300.07 for a Stormwater 12-yard Combination Truck through the Sourcewell cooperative contract #101221-SCA; and
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
The flood events of summer 2021 required contracting equipment from outside of the organization 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 Stormwater 12-yard Combination Truck to facilitate future flood response downstream of the 2019 Museum Fire burn scar, this purchase was determined to be eligible by DFFM. The purchase is 100% reimbursable by DFFM and will be procured using an existing Sourcewell cooperative contract #101221-SCA. AZ Wastewater Industries, Inc. is a distributor of the Stormwater 12-yard Combination Truck on a Freightliner chassis at a cost of $481,300.07. Staff recommends the consent approval of this purchase.

Staff recommends the approval of the purchase of a Stormwater 12-yard Combination Truck at $481,300.07 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 900-ECO Stormwater 12-yard Combination Truck will be purchased by the Stormwater Section at $481,300.07 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. The City currently has one combination stormwater truck that operated all of calendar year 2021 in the Sunnyside and Grandview neighborhoods. A second truck will allow the first truck to do preventative maintenance in other neighborhoods while one truck remains focused on the Museum Flood Area.
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:
The previous Stormwater combination truck was purchased in 2020 and was approved by City Council as a consent item.
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract with 100% reimbursement for the Stormwater 12-yard Combination Truck; or
  2. Not approve the Cooperative Purchae Contract. This option is not recommended by Staff as the Stormwater 12-yard Combination Truck will be needed for the Sunnyside neighborhood; or
  3. Direct staff to initiate a formal procurement. This option is not recommended by Staff as a purchase may not occur before the monsoon season; or
  4. Direct staff to purchase a different type of equipment. This option is not recommended by Staff as smaller equipment will not be adequate for the amount of flood debris expected in the future and larger equipment would be difficult to maneuver in the Sunnyside side streets.
Background/History:
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 included, the Flood Control District, the City of Tempe, Joe Dirt, Eagle Mountain, Tiffany Construction, Kinney Construction, and many others. A combination truck was leased from the City of Tempe during the flood events and another combination truck was contracted from Joe Dirt, approval of this Cooperative Purchase Contract will alleviate the need for reaching out to outside agencies. 

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 this Stormwater 12-yard Combination Truck.

The City of Flagstaff Procurement Team utilized the Sourcewell cooperative contract to supply the Stormwater 12-yard Combination Truck. This cooperative gives the City of Flagstaff competitive pricing to insure savings. Purchasing Staff reviewed the Sourcewell cooperative contract to confirm it is relevant and 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.
Expanded Financial Considerations:
The City will receive a 100% reimbursement for the Stormwater 12-yard Combination Truck from DFFM, maintenance of the equipment will be included in the ongoing maintenance of Water Services equipment.
Community Benefits and Considerations:
This Stormwater 12-yard Combination Truck 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
Attachments
COF cooperative 2022-122
Exhibit A - Quote
Model brochure
Exhibit B - Sourcewell contract


    

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