Title
Resolution to Authorize the Purchase of Three Automated Side Load Drop Frame Refuse Trucks on Autocar Chassis’ from Fredrickson Supply and Appropriate Funding (Sourcewell - $1,486,268.40) (8 Votes Required)
Memorandum
The attached resolution authorizes the purchase of three automated side load drop frame refuse trucks on Autocar chassis with Labrie refuse drop frame bodies at $495,422.80 each, totaling $1,486,268.40. This purchase will be made through the Sourcwell government cooperative purchasing program (#110223-LEG) for the Public Works Unit of the Public Services Area.
Public Works Solid Waste has seven residential side arm trucks due for replacement. Due to long lead times, Fleet is ordering three trucks now, with the remainder in fiscal year 2026. Although all seven trucks were initially purchased simultaneously, the goal is to stagger future replacements to better manage the number of trucks ordered at once.
These automated side load drop frame refuse trucks are used to collect residential compost and occasionally trash. The new trucks will feature diesel-powered chassis as EV chassis cannot accommodate drop frames at this time. The Solid Waste department prefers automated side load drop frame trucks because their lower body design allows drivers to throw compost bags into the hopper, unlike higher traditional straight frame bodies.
The new refuse trucks will replace the following trucks: #8633: 2019 Autocar automated side load drop frame refuse truck with 9,253 hours, #8634: 2020 Autocar automated side load drop frame refuse truck with 9,108 hours, #8635: 2020 Autocar automated side load drop frame refuse truck with 9,449 hours. With an 18 to 22 month delivery window, the existing trucks will exceed their useful life when removed from service.
Labrie Environmental Group was awarded contract #110223-LEG by the Sourcewell government cooperative purchasing program for refuse equipment. Fredrickson Supply of Grand Rapids, MI, is a dealer of record for Labrie Environmental Group under this program.
The Autocar chassis, procured separately by Fredrickson Supply, may be subject to a materials surcharge from the manufacturer. These surcharges are common for heavy vehicles due to long lead times and significant material requirements. Staff request a contingency of $10,000.00 per chassis, totaling $30,000.00, to cover any potential surcharges.
Budget/Fiscal Impact: Replacement funds in the amount $1,246,632.00 have been collected by Fleet Services for these assets. The balance of $239,636.40 has been included as a one-time capital contribution to Fleet Services from Public Works Solid Waste Fund Operations and Maintenance budget. With the transfer being received as capital contribution revenue in the FY25 Fleet Services Fund Operations and Maintenance budget from the fund listed above. With this capital contribution, adequate funding for the purchase of these three automated side load drop frame refuse trucks is available in the approved FY25 Fleet Services Fund Operations and Maintenance budget.
These new side load refuse trucks will be placed on a 6-year replacement schedule which is consistent with our other side load refuse trucks. Public Works will have an annual replacement cost of approximately $88,735.00 per truck for these units. This Fleet replacement cost covers the future cost of replacing these trucks.
Green Fleet Policy:
The Green Fleet Committee approved the need for the replacement of this equipment, that the proposed replacement is consistent with the Green Fleet Policy and recommended the approval of this resolution. The Sustainability and Innovations Manager has concurred with the actions of the Committee.
Staff
Prepared by: CJ Stegink, Fleet Supervisor
Carl Konopaska, Fleet and Facilities Unit Manager
Reviewed by: Marti Praschan, Interim Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase replacement equipment for the City’s fleet;
Whereas, Competitive bids were received by the Sourcewell government cooperative purchasing program and Labrie Environmental Group was awarded contract #110223-LEG for refuse equipment;
Whereas, Fredrickson Supply of Grand Rapids, MI, is a dealer of record for Labrie Environmental Group under the Sourcewell government cooperative purchasing program;
Whereas, Fredrickson Supply complies with the requirements of the City’s Conflict of Interest and Non-Discrimination Ordinances; and
Whereas, Upon approval of the appropriation request from Fleet revenue, adequate funding for this purchase is available in the FY2025 Fleet Services Fund Operations and Maintenance budget;
RESOLVED, That City Council approve the issuance of a purchase order to Fredrickson Supply for the purchase of three automated side load drop frame refuse trucks on Autocar chassis at $495,422.80 each for a total of $1,486,268.40 and authorize a chassis surcharge contingency of $30,000.00 to cover potential chassis price increases;
RESOLVED, That $239,636.40 be appropriated to the FY2025 Fleet Services Fund Operations and Maintenance expenditure budget with the source of revenue being listed as a capital contribution from the FY2025 Public Works Solid Waste Fund Operations and Maintenance budget;
RESOLVED, That funds for the purchase of these three automated side load drop frame refuse trucks in the amount of $1,486,268.40 comes from the FY2025 Fleet Services Fund Operations and Maintenance budget with funds, including any approved contingency, to be available without regard to fiscal year;
RESOLVED, That the equipment being replaced (nos. 8633, 8634, and 8635) be sold at the next City vehicle auction after the equipment is removed from service; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.