SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders to multiple vendors for the purchase of ten refuse trucks in an amount not-to-exceed $4,194,187.92, pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c) Piggyback purchasing and 2.563(1)(d) Non-competitive purchases; authorize an increase to Purchase Order with Lubecore Florida LLC of Tampa, FL for fire suppression and automated lubrication on seven of these refuse trucks in an amount of $85,000.00 bringing the purchase order total to $335,000.00; declare the vehicles being replaced as surplus and authorize for disposal at auction or trade-in, whichever is in the best interest of the City, pursuant to Clearwater Code of Ordinances Sections 2.623(6), (7)(c), (7)(e); authorize lease purchase under the City's Master Lease Purchase Agreement or internal financing via an interfund loan from the Capital Improvement Fund, whichever is deemed to be in the City's best interest, and authorize the appropriate officials to execute same.
Body
SUMMARY:
Due to ongoing manufacturing delays and extended lead times, the Solid Waste Department is requesting expenditure authorization in a not-to-exceed amount of $4,194,187.92 for the acquisition of ten refuse trucks in advance of the FY26 vehicle purchase and replacement cycle, which begins on October 1, 2025.
Of these, three front-end loaders, two automated side loaders, and one roll-off truck will replace units already scheduled for replacement in FY26, specifically units G3969, G4324, G4458, G4459, G4460, and G4652. The remaining four trucks, two front-end loaders and two roll-offs, will be new additions to the Solid Waste fleet.
To address operational gaps during vehicle repairs, the Department has been renting two front-end loader (FEL) trucks from RDK, LLC over the past year, which has proven to be a more costly solution. The proposed additions will expand the fleet to a sufficient size to maintain service levels and reduce the need for future rentals.
Procurement Details for Vehicle Acquisition:
Sourcewell Contract #110223-MCN - Refuse Collection Vehicles with Related Equipment, Accessories, and Services (valid through December 28, 2027)
• Procurement of four front-end loaders from Ten-8 Industrial totaling $1,553,399.92, of which $1,487,922.72 is covered under the Sourcewell contract. The remaining $65,477.20 represents non-competitive items authorized under Clearwater Code Section 2.563(1)(d), for extended warranties not included in the Sourcewell agreement.
o These front-end loaders are currently in stock and available for immediate delivery, enabling the City to avoid extended lead times and minimize risks associated with potential tariff increases. Unlike the City’s typical compressed natural gas (CNG) models, these units are diesel-powered, enhancing fuel diversity in the Solid Waste fleet and supporting operational resilience in the event of a fuel supply disruption. Additionally, each diesel unit is approximately $115,000 less expensive than comparable alternative-fuel models.
Florida Sheriffs Association (FSA) Contract FSA23-VEH21.1 - Heavy Trucks (valid through September 30, 2025)
• One front-end loader from Container Systems & Equipment totaling $539,627.00, with $498,723.00 procured through the FSA contract and $40,904.00 as non-competitive items under Section 2.563(1)(d), which includes optional features and extended warranty coverage.
• Three roll-off trucks from Florida Kenworth LLC totaling $1,120,401.00, fully procured under the FSA contract.
• Two automated side loaders from Florida Kenworth LLC totaling $980,760.00, with $976,988.00 under contract pricing and $3,772.00 in non-competitive items under Section 2.563(1)(d).
The optional features are purchased directly from the dealer and are impractical to bid due to delay in receipt of vehicle, warranty concerns with aftermarket installations, and/or unavailability of specific manufacturer parts from a different vendor. These add-on features are generally offered below Manufacturer Suggested Retail Price (MSRP) when purchased directly through the dealer. The Procurement Division will ensure pricing compliance.
Additionally, on December 5, 2024, City Council authorized a purchase order to Lubecore Florida, LLC in the amount of $250,000.00 for the purchase and installation of Dafo fire suppression systems and automated lubrication systems for Solid Waste and Recycling vehicles. An increase of $85,000.00 is now being requested to equip seven of the newly acquired refuse trucks with these systems, bringing the total purchase order amount to $335,000.00.
Lastly, authorization is requested to declare units G3969, G4324, G4458, G4459, G4460, and G4652 as surplus and approve their disposal via Tampa Machinery Auction (Tampa, FL) or Royal Auction Group (Zephyrhills, FL), in accordance with Clearwater Code Section 2.623(6). Tampa Machinery Auction was competitively solicited under Pinellas County Contract No. 190-0534-R(JJ), valid through November 17, 2027, and Royal Auction Group under Contract No. 190-537-R, valid through November 16, 2027.
These vehicles have reached the end of their useful and economic life, as determined by factors including age, total usage, mileage/hours of operation, historical maintenance costs relative to comparable vehicles, operating costs per mile/hour, projected repair needs, and overall physical condition.
APPROPRIATION CODE AND AMOUNT:
A third quarter budget amendment will provide the following increases to capital projects:
• An increase of $2,670,553.96 in lease/purchase funding to L1910, Motorized Equipment Replacement - L/P
• An increase of $1,523,633.96 in lease/purchase funding to L2301, Motorized Equipment Purchases - L/P
These projects are budgeted in the Garage Fund utilizing internal financing (lease/purchase) revenue. The Garage Fund is an internal service fund of the city established to support city-wide fleet operations.
STRATEGIC PRIORITY:
These purchases help accomplish strategic objective 1.2. Fleet division operators maintain public infrastructure to deliver effective and efficient services by optimizing City assets and resources.
