Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 26-017, retroactive approval of rental equipment services to support operations
body
DEPARTMENT: Public Works
ORIGINATOR: Avi Singh
EXECUTIVE RECOMMENDATION: Approved by Ken Klein on 12/29/2025
PURPOSE: Council acknowledgement of procurement compliance violation.
BACKGROUND: • The Solid Waste Division (SWD) operates the Cathcart Way Recycling and Transfer Station (CWRTS), which requires a large front-end loader with a specialized garbage handling package to process commercial waste. In 2025, SWD purchased a new hybrid loader for CWRTS to improve efficiency and reduce emissions. • While awaiting delivery, SWD rented a temporary loader through a competitive three-quote process and issued a purchase order under $50,000 to Sound Equipment. Delivery of the hybrid loader was delayed, and once received, mechanical issues required specialized manufacturer service that Fleet could not perform in-house. • To avoid disruption or closure of CWRTS, SWD retained the rental loader, which resulted in rental costs exceeding the authorized purchase order limit. The rental equipment has since been returned, and the hybrid loader is fully operational. • The rental was funded through existing SWD operating funds. Two invoices from Sound Equipment remain unpaid for costs incurred beyond the purchase order limit. Council approval is requested to authorize payment of these necessary expenses to maintain critical solid waste operations and public service continuity.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
402 5067044501 Operations Rentals |
$ 10,582.70 |
|
$ 10,582.70 |
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TOTAL |
$ 10,582.70 |
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$ 10,582.70 |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
Solid Waste 402 |
$ 10,582.70 |
|
$ 10,582.70 |
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TOTAL |
$ 10,582.70 |
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$ 10,582.70 |
DEPARTMENT FISCAL IMPACT NOTES: There is no additional fiscal impact to the Solid Waste Division beyond existing appropriations. The cost associated with the outstanding invoices from Sound Equipment will be paid using existing Solid Waste operating funds that were budgeted for equipment rental and facility operations.
CONTRACT INFORMATION:
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CONTRACT# |
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AMOUNT |
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AMENDMENT |
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CONTRACT# |
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AMOUNT |
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Contract Period
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ORIGINAL |
START |
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END |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by Finance (Nathan Kennedy 12/29/2025)