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FROM: Carrie Mattingly, Utilities Director
Prepared By: David Hix, Deputy Director Utilities – Wastewater
Bud Nance, Wastewater Collection System Supervisor
SUBJECT: HYDRO-CLEANER REPLACEMENT
RECOMMENDATION
1. Approve the use of Cooperative Purchasing Agreement with National Joint Powers Alliance
(NJPA) Contract #031710-AMI through Municipal Maintenance Equipment (MME)
effective February 11, 2014, for the purchase of one (1) Vac-Con Combination Jet/Vacuum
Sewer Cleaner, model V350LHA-0/850
2. Authorize Finance Director to execute a purchase order to MME in the amount of
$331,661.76 for one Vac-Con Combination Jet/Vacuum Sewer Cleaner, model V350LHA-
0/850
3. Authorize the trade-in of the 2002 Sterling Vac-Con Hydro-Cleaner (Asset 0204) to MME
for the amount of $30,000 at the delivery and acceptance of the new Vac-Con Combination
Jet/Vacuum Sewer Cleaner, model V350LHA-0/850
DISCUSSION
Background
Combination Jet/Vacuum Sewer Cleaning Trucks, referred to as Hydro-Cleaners are essential
equipment in the effective and efficient maintenance and operations of the City’s wastewater
collection system. These are the primary vehicles used in daily sewer line cleaning and allow for the
timely response to blockages, overflows and subsequent site clean-up. Presently the City operates
two hydro-cleaners to maintain its wastewater collection system. Having two reliable hydro-
cleaners is critical and necessary to the ongoing maintenance activities and to respond to overflows
when one unit is out of service. Often, both hydro-cleaners will be utilized by staff during the week.
Hydro-cleaners are on a 12 year replacement schedule staggered by six year replacement intervals
to ensure reliable primary and secondary vehicles for the wastewater collection section.
The City’s wastewater collection system operates under a State mandated Sewer System
Management Plan (SSMP) which requires routine preventative operation and maintenance activities
and immediate response and clean-up of Sanitary Sewer Overflows (SSOs). Non-compliance with
the SSMP and/or the improper or delayed response to spills or overflows may result in enforcement
and/or penalties from the Central Coast Water Board (CCWB). Hydro-Cleaners are essential to the
City maintaining compliance with these State and Federal water quality laws and regulations.
Meeting Date
Item Number March 18, 2014
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Cooperative Purchase of Vac-Con Hydro Cleaner Page 2
The City’s 2002 Sterling Vac-Con Hydro-Cleaner (Asset 0204), is requiring more frequent
maintenance and service intervals, is at the end of its useful life serving as a reliable secondary
vehicle and requires replacement.
Cooperative Purchasing
The City’s Financial Management Manual, Section 405-I page 14, recommends fleet purchases
using either a State cooperative purchasing contract or “piggyback” agreements with local agencies.
All Fleet purchases such as Police patrol vehicles, general purpose fire trucks,
sedans, station wagons, passenger vans, light to heavy trucks, utility vehicles, and
construction equipment should generally be acquired new through State of
California Multiple Award Schedule (CMAS) contracts. Specialized units not
generally available through CMAS should generally be acquired new through
“piggyback” purchases, where other local agencies have conducted competitive
procurements and made those contracts available to the City.
This purchase will utilize a specification and cost established by the purchase of a similar vehicle
from a different agency. This cooperative purchasing provides substantial cash discounts for the
City and expedites the purchasing process. City staff has analyzed this agreement and have
determined it provides the exact vehicle the City requires at the best cost.
City staff recommends approval to utilize this cooperative purchasing agreement with National
Joint Powers Alliance (NJPA) Contract #031710-AMI, effective February 11, 2014, for the
purchase of one (1) Combination Jet/Vacuum Sewer Cleaner including the trade-in of the 2002
Sterling Vac-Con Hydro-Cleaner (Asset 0204) in the amount of $30,000. Trade-in is recommended
because past experience has demonstrated that the cost of shipping, staff administrative costs, and
the long lead time in vehicles reaching auction significantly reduces the value, and City
reimbursement, of specialized equipment like the Vac-Con.
Municipal Maintenance Equipment (MME) Industries has provided a competitive bid quote through
NJPA Cooperative Purchasing Agreement by its approved vendor: Atlantic Machinery Inc, of Silver
Springs, Maryland. This truck will be constructed specifically for the City and will comply with
current California emissions regulations. The City purchases its last Hydro-Cleaner utilizing the
cooperative purchase process and Utility and Public Works staff has been very pleased with MME’s
service and support facilitating this purchase.
CONCURRENCES
The Public Works Department, Fleet Services, concurs with this purchase.
FISCAL IMPACT
The purchase cost of this vehicle is $363,661.76 including City decals and a radio. After deducting
the $30,000 for the trade-in, the total project cost is $333,661.76. Funding of $362,300 for this
vehicle replacement was approved as part of the 2013-15 Financial Plan, pages 3-211 through 3-
213. A budget amendment will recognize the revenue of $30,000 for the trade-in and the additional
$1,400 cost. Staff recommends authorization of the Finance Director to make this purchase through
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Cooperative Purchase of Vac-Con Hydro Cleaner Page 3
MME, as the approved Cooperative Agreement vendor for this vehicle, in the amount of
$333,661.76 (Attachment 1).
Project Costs
Base Unit Cost (AT235)334,872.00$
City Logo & Accessories 2,000.00$
Sales Tax (8.00%)26,789.76$
Chasis Total 363,661.76$
Vehicle Trade In (30,000.00)$
Total Project Cost 333,661.76$
ALTERNATIVES
Deny purchase. The City Council could defer the replacement Hydro-Cleaner. Staff does not
recommend this option as this equipment is critical for the operations of the City’s wastewater
collection system, is at the end of its service life and requiring more frequent maintenance and
service.
ATTACHMENTS
1. NJPA Contract with Annual Renewal
2. Quotation from MME with NJPA contract for Vac-Con Purchase.
3. Budget Amendment Request
4. City of SLO Vac Con NJPA Proposal (cover page)
T:\Council Agenda Reports\2014\2014-03-18\Hydro-cleaner (Vac Con) Purchase
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NUMBER
Fund No.
520
Amendment
Amount
30,000
TOTAL 30,000
Amendment
Project Phase Amount
WWC Vac-Con Hydrocleaner 91223520 91223956 1,400.00
TOTAL 28,600.00$
Date
Date
Director of Finance
Entered ByDate
Date
City of San Luis Obispo
BUDGET AMENDMENT REQUEST
Program
52055300
EXPENDITURES AND OTHER FINANCING USES
Account Description Revenue Account No.
Capital Project No.
Sale of Surplus Property 520-46060
Account Description
General Ledger No,
Account
91223956
Page_____of_____
Requesting Department Fund Name
Utilities Sewer
REVENUES AND OTHER FINANCING SOURCES
Per CAR dated March 18, 2014: To budget revenue from trade-in of used Vac-Con. Budget for additional cost of
City Administrative Officer
PURPOSE
Department Head
$1,400 over the amount budgeted in 2013-14 for purchase of the new Vac-Con.
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