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CITY COUNCIL AGENDA ITEM NO. 8

Meeting Date: February 27, 2007

Subject/Title: Adopt a Resolution approving the purchase of a replacement solid waste automated collection truck from Golden Gate Truck Center and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $253,144.

Prepared by: Jon Carlson, Solid Waste Manager
Chris Ehlers, Deputy Director of Public Works

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution approving the purchase of a replacement solid waste automated collection truck from Golden Gate Truck Center and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $253,144.

PREVIOUS ACTION
On February 24, 2004 by Resolution No. 2004-40, City Council approved the amended Purchasing Policy 10-7.

On June 27, 2006 by Resolution No. 2006-156, City Council adopted the Vehicle Replacement Fund under the 2005/06 – 2006/07 Operating Budget for the City of Brentwood.

BACKGROUND
The City’s Vehicle Replacement Fund earmarks solid waste collection trucks to be replaced on an eight year cycle. The Solid Waste Division has been able to extend the life on some units to over ten years.

The current truck being replaced is due for replacement in Fiscal Year 2006/07 through the Vehicle Replacement Fund. Experience has demonstrated that once ordered, it can take 8-9 months to receive the unit. If the new unit is received in mid-2007, the old unit will have been in service nine years, one year beyond the goal of at least eight years of service.

Several years ago, staff researched automated trucks by talking with various dealers, test driving various demo trucks on routes, attending trade shows to see the competition, and gathering feedback from other communities and other operations. Since 1994, the majority of the automated collection trucks have been a Heil-made body on a Volvo chassis. These units have served the City well, but there have been some drawbacks and room for improved efficiencies. Some of the drawbacks include high annual maintenance costs; they operate at a very high decibel level and they do not compact as well as newer, more modern packing systems, resulting in smaller payloads or more frequent trips to the transfer station.

In 2003 staff analyzed and determined, with input from the Solid Waste Division, the Fleet Maintenance Division and the Fleet Purchasing Committee (a committee comprised of Finance, Fleet and Solid Waste staff), that the Labrie split-body (60/40 split) mounted on a Freightliner chassis would give a significant opportunity to improve operational efficiency. This has been the greatest efficiency improvement since the conversion to automated trucks in 1994. The primary efficiency improvement comes from having the split-body, which allows staff to drive by a customer’s home just once instead of two times as with the original trucks, which do not have a split body. The split-body truck can receive both garbage and green waste or recyclables, whichever is scheduled for pick up. Lower maintenance costs have affirmed the split body decision as well. Staff has seen a decrease in vehicle down time in just the first few years of operation of the recently purchased Labrie units. The Labrie design is robust; therefore, it has required fewer repairs and overhauls, which in turn has significantly reduced maintenance costs.

Solid Waste piloted one unit in 2003 to determine its overall effectiveness. The Labrie demonstrated that it was meeting and exceeding staff’s expectations. Staff ordered two more units, which the City took receipt of in late 2004. Staff has since added two more units through the replacement program and budgeted new purchases for a total of five Labries since 2003.

Upon receipt of this unit, the Division will then have six of the newer style split-body units and three of the older Heil-style units. Through the vehicle replacement fund, replacement of the older single-body units with the split-body will continue until the fleet has been fully converted in 2011.

Staff will continue sole-sourcing these units, as allowed by Purchasing Policy 10-7 Section 6.7.4, for fleet compatibility as well as for the following reasons:

• The Freightliner chassis was the only chassis in the industry with right-hand drive and sufficient cab room.

• Labrie & Heil are the only body companies that produce a split-body design that are field tested and proven. The Heil version failed to provide the same operational improvement to justify the additional cost of the split body, and it would still have the same high maintenance costs associated with its paddle and arm design.

FISCAL IMPACT
A total of $253,144 will be expended through the Vehicle Replacement Fund. The last four truck purchases have had the same price of $219,000; however, due to increases in the cost of steel in the past few years and the state mandated implementation of 2007 diesel engine emission control there has been an impact on the production costs causing the price of the automated collection truck to be higher than previous trucks. The Solid Waste Enterprise has paid into the Vehicle Replacement Fund and it has sufficient funds for this purchase not to exceed $253,144.

Attachment:
• Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE PURCHASE OF A NEW SOLID WASTE AUTOMATED COLLECTION TRUCK FROM GOLDEN GATE TRUCK CENTER AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER AND NECESSARY DOCUMENTS TO COMPLETE THE PURCHASE IN AN AMOUNT NOT TO EXCEED $253,144.

WHEREAS, on February 24, 2004, by Resolution No. 2004-36, City Council approved the amended Purchasing Policy 10-7; and

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

WHEREAS, on June 27, 2006 by Resolution No. 2006-156, City Council adopted the Vehicle Replacement Fund under the 2005/06 – 2006/07 Operating Budget for the City of Brentwood; and

WHEREAS, a replacement truck was budgeted in the Solid Waste Division Vehicle Replacement Fund via the 2006/07 budget in order to maintain the quality of Solid Waste’s fleet; and

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

WHEREAS, staff is selecting the best truck for the City’s solid waste collection operation, one that has proven to provide significant improvement in the operation’s efficiency.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve and authorize the City Manager or her designee to execute a purchase order and necessary documents for the purchase of a new automated, split-body collection truck from Golden Gate Truck Center in an amount not to exceed $253,144.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 27th day of February 2007 by the following vote:
 

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