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CITY COUNCIL AGENDA ITEM NO. 8

Meeting Date: April 11, 2006

Subject/Title: Adopt a Resolution authorizing the purchase of a new Solid Waste roll-off truck from Golden Gate Truck Center and authorizing the City Manager to execute a purchase agreement in the amount not to exceed $135,394.83.

Prepared by: Jon Carlson, Solid Waste Manager

Submitted by: Chris Ehlers, Interim Director of Public Works

RECOMMENDATION
Adopt a Resolution authorizing the purchase of a new Solid Waste roll-off truck from Golden Gate Truck Center and authorizing the City Manager to execute a purchase agreement in the amount not to exceed $135,394.83.

PREVIOUS ACTION
On August 12, 2003 City Council approved Resolution No. 2940 for the purchase of a new solid waste automated collection truck from Golden Gate Truck Center and authorized the City Manager to execute a purchase agreement not to exceed $203,965.36.

On February 24, 2004 City Council adopted Resolution No. 2004-40 adopting Purchasing Policy 10-7.

On April 13, 2004 City Council approved Resolution No. 2004-77 authorizing the purchase of two new Solid Waste automated collection trucks and one Solid Waste roll-off truck from Golden Gate Truck Center and authorizing the City Manager to execute a purchase agreement not to exceed $543,325.55.

On January 24, 2006 City Council adopted Resolution No. 2006-7 amending the 2005/06 Operating Budget and approving the recommended mid-year budget adjustments.

BACKGROUND
The City of Brentwood, in addition to a residential growth rate of greater than 10%, is experiencing a significant growth in our commercial businesses. With this commercial growth comes an increase in the demand for collection and disposal of commercial debris. Additionally, the City’s largest commercial customer, Brentwood Unified School District (BUSD) has increased their collection demands through new school sites and a recent conversion from small bin and dumpsters to compactors. Coupled with our aggressive construction debris recycling program, the City is now at a point to increase our Solid Waste fleet to meet customer demands.

The Solid Waste Division currently has one full time roll-off route with a newer 4-axle vehicle handling the bulk of the material haul off. The City also has a second truck that was purchased in 1994 and placed into a reserve role two years ago. That reserve role was to include no more than approximately 25% use. This reserve truck is a smaller 3-axle unit that served our previous smaller commercial needs well, but now due to payload (weight capacity) issues, it can not serve as a back up for 100% of our accounts. This vehicle is also in need of major repairs including an engine overhaul, major body repair, rail work, and federally mandated emissions conversions that all total a cost well over $50,000.

During these repairs, the City would need to rent a backup vehicle at a significant cost ($80/hour) and even after the repair work is completed, the truck will still have payload limitations that will reduce its ability to meet the City’s growing commercial needs.

Public Works staff believes that the best decision is to purchase a new unit rather than spend the funds on the older unit.

After purchase of the new truck, the older unit will be retired, then auctioned off and the funds will go directly into the Vehicle Replacement Program. The two newer trucks will run at nearly 80-100% utilization.

Staff is sole-sourcing this truck due to the lack of competition for this specialized chassis meeting our specifications. Freightliner is the only vendor at this time that offers a right-hand drive with sufficient interior cab space and superior visibility. This purchase is in compliance with the Purchasing Policy adopted by Council on February 24, 2004. The vendor, Golden Gate Truck Center, is holding their pricing for the roll-off truck, from a previous order from the City of Brentwood.

FISCAL IMPACT
The expenditure of $135,394.83 for the roll-off truck was approved in the 2005/06 mid-year budget adjustments in the Solid Waste Enterprise. This truck should arrive before the end of the 2005/06 fiscal year, as these units are built in 4-5 months.

Attachment:
• Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE PURCHASE OF A NEW SOLID WASTE ROLL-OFF TRUCK FROM GOLDEN GATE TRUCK CENTER AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE AGREEMENT IN THE AMOUNT NOT TO EXCEED $135,394.83.

WHEREAS, on August 12, 2003 City Council approved Resolution No. 2940 for the purchase of a new solid waste automated collection truck from Golden Gate Truck Center and authorized the City Manager to execute a purchase agreement not to exceed $203,965.36; and

WHEREAS, on February 24, 2004, by Resolution No. 2004-40, City Council adopted Purchasing Policy 10-7; and

WHEREAS, on April 13, 2004 City Council approved Resolution No. 2004-77 authorizing the purchase of two new Solid Waste automated collection trucks and one Solid Waste roll-off truck from Golden Gate Truck Center and authorizing the City Manager to execute a purchase agreement not to exceed $543,325.55; and

WHEREAS, on January 24, 2006 City Council adopted Resolution No. 2006-7 amending the 2005/06 Operating Budget and approving the recommended mid-year budget adjustments; and

WHEREAS, in the 2005/06 mid-year budget adjustments, a new roll-off truck was budgeted in the Solid Waste Division’s Enterprise Fund in order to keep pace with the additional collections routes due to the City’s continued commercial growth rate; and

WHEREAS, staff is sole-sourcing this truck due to the lack of competition for this specialized chassis meeting our specifications; and

WHEREAS, Freightliner is the only vendor at this time that offers a right-hand drive with sufficient interior cab space and superior visibility; and

WHEREAS, this purchase is in compliance with Purchasing Policy 10-7; and

WHEREAS, the City has had a positive purchasing relationship with Golden Gate Truck Center for the previous purchase of five automated collection trucks and one roll-off truck which they are holding their price from a previous roll-off purchase; and

WHEREAS, staff is selecting the best truck for the City’s collection operation, one that will offer significant improvement in the operation’s efficiency.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that 1) the purchase of one roll-off truck from Golden Gate Truck Center is hereby authorized and 2) the City Manager or her designee is hereby authorized to execute a purchase agreement with Golden Gate Truck Center in the amount not to exceed $135,394.83.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 11th day of April 2006 by the following vote:
 

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