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CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: August 28, 2007

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or designee to execute a purchase order and necessary documents for the purchase of a solid waste front-load collection truck from Arata Equipment in an amount not to exceed $248,998.

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 and authorizing the City Manager or designee to execute a purchase order and necessary documents for the purchase of a solid waste front-load collection truck from Arata Equipment in an amount not to exceed $248,998.

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

On June 26, 2007 by Resolution No. 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget, which includes the Vehicle Replacement Fund for the City of Brentwood.

BACKGROUND
The City’s Vehicle Replacement Fund allocates solid waste collection trucks to be replaced on an 8-10 year cycle, depending on the model. The Solid Waste Division with recommendation from the Fleet Maintenance Division, has been able to extend the life of some trucks to over 10 years.

The truck due for replacement is 13 years old and has been used as a back up truck for approximately 4 years. The City’s commercial sector has grown to a point where one front-load truck can no longer service the entire City. The back-up truck is currently being used to operate a full-time route several days per week.

Staff researched front-load 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 operations. In 2004, the Solid Waste Division purchased a front-load truck with a Freightliner chassis and Wittke body based on the research. The Solid Waste and Fleet Maintenance Divisions are both satisfied with the high performance and low maintenance costs and comparable price to other models that have been demonstrated in the Freightliner/Wittke front-load truck.

This purchase is in compliance with Purchasing Policy 10-7 and per Section 6.7.4, staff recommends sole-sourcing this truck that will serve as a second route truck for front-load services. The similarity of the chassis to the existing fleet and the similarity of the body to the other existing front-load truck offers the Solid Waste and Fleet Maintenance Divisions significant operational and maintenance-related efficiency. Maintaining uniformity in the solid waste fleet, helps to ensure efficient repair time, parts ordering and stocking, and training for both Solid Waste drivers and Fleet Maintenance personnel. Additionally, uniformity of the fleet helps improve safety by allowing drivers to be familiar with operating controls (i.e. levers, pedals, mirrors, instruments, truck inspections and etc.) when driving different trucks.

Staff has been ordering the Freightliner chassis for all the new and replacement automated bodies and roll-off trucks since 2003. Following the replacement cycle established in the Vehicle Replacement Fund, the entire solid waste fleet will be Freightliner chassis by 2011.

FISCAL IMPACT
A total of $248,998 will be expended through both the Vehicle Replacement Fund ($126,134) and the Solid Waste Enterprise 2007/08 fiscal year budget ($122,864).

Attachment:
• Resolution

RESOLUTION NO. _____

ADOPT A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A PURCHASE ORDER AND NECESSARY DOCUMENTS FOR THE PURCHASE OF A SOLID WASTE FRONT-LOAD COLLECTION TRUCK FROM ARATA EQUIPMENT IN AN AMOUNT NOT TO EXCEED $248,998.

WHEREAS, the Solid Waste Division has a front-load collection truck due for replacement; and

WHEREAS, City staff has researched and chosen a truck that has proven to provide significant improvement to the Solid Waste and Fleet Maintenance Division’s operational and maintenance-related efficiency; and

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

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

WHEREAS, pursuant to Purchasing Policy 10-7, Section 6.7.4, staff is sole-sourcing to maintain solid waste fleet similarity of chassis and body; and

WHEREAS, the similarity in chassis and body help to ensure efficient repair time, parts ordering and stocking, and training for both Solid Waste drivers and Fleet Maintenance personnel; and

WHEREAS, a solid waste front-load collection truck replacement was budgeted in the 2007/08 fiscal year Solid Waste Enterprise budget and the Vehicle Replacement Fund; and

WHEREAS, on June 26, 2007 by Resolution No. 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget, which includes the Vehicle Replacement Fund.

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 front-load collection truck from Arata Equipment in an amount not to exceed $248,998.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 28th day of August 2007 by the following vote:
 

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