Title
AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH FREIGHTLINER OF ARIZONA, LLC, FOR THE COOPERATIVE PURCHASE OF A CERTIFIED STREET SWEEPER
Staff Contact: Jack Friedline, Director, Public Works
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Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a Linking Agreement with Freightliner of Arizona, LLC, for the cooperative purchase of a certified street sweeper, in an amount not to exceed $268,696.12 for the entire term of the Agreement, and to authorize the City Manager to renew the Agreement, at the City Manager’s discretion, for an additional one, one-year renewal; contingent upon Council budget approval and Council acceptance of a Maricopa Association of Governments (MAG) funding grant for a certified street sweeper.
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Background
In September 2016, the Public Works Department submitted an application to MAG for federal Congestion Mitigation and Air Quality Improvement (CMAQ) funding grant for a certified street sweeper for use on city streets. On December 6, 2016, MAG approved the city’s funding request in an amount not to exceed $253,396.
Freightliner of Arizona, LLC, was awarded a bid by the State of Arizona for Medium and Heavy Duty Cab and Chassis. Staff is requesting to utilize the Arizona Procurement Cooperative Purchasing Agreement, of which Glendale is a member. Contract ADSPO15-093361 was awarded on January 9, 2014 and ends on January 14, 2018, and may be renewed an additional one, one-year renewal.
Cooperative purchasing allows counties, municipalities, schools, colleges, and universities in Arizona to use a contract that was compositely procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale’s procurement processes. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
Analysis
The federal CMAQ grant from MAG allows the city to purchase a certified street sweeper with a 5.7% cash match, or $15,315.68. After submitting the application for CMAQ funding, Public Works staff from Solid Waste Management and Equipment Management analyzed sweeper specifications and selected the Schwarze M6 Avalanche to best meet the city’s needs.
Previous Related Council Action
On June 14, 2016, Council approved acceptance of a grant from Maricopa Association of Governments and authorized entering into a linking Agreement for the purchase of a street sweeper.
On June 25, 2013, Council approved acceptance of a grant from Maricopa Association of Governments and approval of a cooperative purchase of a street sweeper for the Glendale Municipal Airport.
Community Benefit/Public Involvement
The acceptance of this grant will allow the city to purchase a new street sweeper to increase its fleet of sweepers from 4 to 5. The use of a certified street sweeper contributes to improved air quality in Maricopa County.
Budget and Financial Impacts
Funds for the local match in the amount of $15,315.68 are available in the Fiscal Year 2016-17 Public Works Capital Improvement Budget. The remaining funds will be reimbursed from the MAG CMAQ grant. A specific project account will be established in Fund 1840, the city’s grant fund, once the agreement is awarded and fully executed. Expenditures with Freightliner of Arizona, LLC, are not to exceed $268,696.12 over the entire term of the agreement, contingent upon Council budget approval and Council acceptance of the MAG funding grant for a certified street sweeper.
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Cost |
Fund-Department-Account |
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$253,380.44 |
Fund 1840 |
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$15,315.68 |
2480-78004-551450, Loose Trash Equipment |
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Capital Expense? Yes
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?