Title
Resolution to Ratify an Emergency Purchase Order Increase Request to Bell Equipment for Solid Waste Truck Rental ($66,090.95)
Memorandum
The attached resolution ratifies an emergency increase to the purchase order with Bell Equipment for Solid Waste truck rentals. As provided in City Code Chapter 14, 1:317, the Public Services Area received emergency authorization to increase the purchase order with Bell Equipment in the amount of $66,090.95 for a total purchase authorization of $230,000.00.
Council Resolution R-15-312 and R-17-464 authorized a purchase order with Bell Equipment for solid waste truck rentals. The original purchase order amount included costs for fleet supplements during fall compost season and occasional short-term rental needs when trucks are inoperable. Earlier this year, one of the City’s 3 trucks used to service trash and recycling dumpsters was permanently taken out of service. A replacement truck was ordered in August 2020, but the lead time on delivery is approximately 9 months, therefore necessitating a long-term truck rental. Public Works staff had hoped to shorten the length of the rental by providing trash and recycle collection with just 2 trucks, but trash and recycling volumes remain at a level where three trucks are optimal. By the time this determination was made, there were insufficient funds on the existing purchase order.
In accordance with approved Administrative Policy and Procedure No. 204 and City Code, Chapter 14, 1:317 Emergency Purchases and Contracts, City staff is now reporting this purchase to you and requesting authorization of same.
Bell Equipment complies with the City’s non-discrimination and living wage ordinances.
Budget Impact: Funding of this expense will come from the budgeted repair costs associated with the out of service vehicles in the FY21 Solid Waste operations and maintenance budget.
Staff
Prepared by: Molly Maciejewski, Public Works Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, The City rents solid waste trucks to seasonally supplement its fleet and for continuity of operations when City trucks are out of service;
Whereas, Council Resolution R-15-312 and R-17-464 authorized a purchase order with Bell Equipment for solid waste truck rentals;
Whereas, Two of the City’s 3 trucks used to service dumpsters became inoperable earlier this year and replacement trucks have been ordered;
Whereas, Rental trucks are needed to perform collections until the new trucks are delivered in early 2021;
Whereas, The City has insufficient funds on the existing purchase order with Bell Equipment for these rentals;
Whereas, Bell Equipment complies with the City’s non-discrimination and living wage ordinances;
Whereas, Funding for these rentals is available in the approved FY21 Solid Waste operations and maintenance budget; and
Whereas, The City Administrator has authorized an Emergency Purchase Order for Bell Equipment.
RESOLVED, That City Council ratifies the emergency purchase order issued by the City Administrator under Chapter 14, Section 1:317 of the Ann Arbor City Code to Bell Equipment in the amount of $66,090.95 for a total purchase authorization of $230,000.00 for solid waste truck rental; and
RESOLVED, That the City Administrator be authorized to take any other necessary administrative actions to implement this resolution.