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CITY COUNCIL AGENDA ITEM NO. 6

Meeting Date: July 22, 2008

Subject/Title: Adopt a Resolution approving the purchase of a solid waste automated collection truck from Arata Equipment and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $293,550.

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 solid waste automated collection truck from Arata Equipment and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $293,550.

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/Equipment Replacement Fund for the City of Brentwood.

BACKGROUND
The City’s Use of Vehicles and Related Equipment Policy 10-9 sets the life of solid waste collection trucks, depending on the type, between eight (8) and twelve (12) years. The current truck being replaced is scheduled for replacement in Fiscal Year 2008/09.

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 Maintenance, and Solid Waste staff), that the Labrie split-body (60/40 split) mounted on a Freightliner chassis would give a significant opportunity to improve solid waste operational efficiency. The split-body truck has proven to be 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. Through the Vehicle/Equipment Replacement fund, replacement of the older single-body units with the split-body will continue until the fleet has been fully converted in 2011/12.

Per Purchasing Policy 10-7 Section 6.7.4, staff recommends sole-sourcing the automated collection trucks, for fleet compatibility as well as for the following reasons:

• The Freightliner chassis is 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.


This truck will be purchased from Arata Equipment, the regional distributor for the Labrie split-body truck.

FISCAL IMPACT
A total of $293,550 will be expended through the Vehicle/Equipment Replacement Fund, which is included in the Council approved 2007/08 - 2008/09 Operating Budget. The Solid Waste Enterprise has paid into the Vehicle/Equipment Replacement Fund, which has sufficient funds for this purchase.

Attachment:
• Resolution

RESOLUTION NO. ______


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE PURCHASE OF A SOLID WASTE AUTOMATED COLLECTION TRUCK FROM ARATA EQUIPMENT AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE A PURCHASE ORDER AND NECESSARY DOCUMENTS IN AN AMOUNT NOT TO EXCEED $293,550.

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 the Purchasing Policy; 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/Equipment Replacement Fund for the City of Brentwood; and

WHEREAS, a replacement truck was budgeted in the Solid Waste Division Vehicle/Equipment Replacement Fund in the 2008/09 budget in order to maintain the quality of Solid Waste’s fleet; and

WHEREAS, staff is sole-sourcing the 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 Arata Equipment in an amount not to exceed $293,550.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 22nd day of July 2008 by the following vote:

 
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