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Home My WebLink About08/15/2006, C9 - COOPERATIVE PURCHASE OF VAC-CON HYDRO CLEANER council MSD" 08-15-06 agenda Report be. C9 CITY OF SAN LUIS O B I S P O FROM: Jay D. Walter, Public Works Director Prepared By: Dave Smith, Public Works Administrative Services Manager SUBJECT: COOPERATIVE PURCHASE OF VAC-CON HYDRO CLEANER CAO RECOMMENDATION 1. Authorize the Finance Director to issue a purchase order to Municipal Maintenance Equipment (M.M.E.) in the amount of$252,295.17 for the purchase of a Vac-Con Combination Sewer Cleaner pursuant to County of Sacramento public bid#6361, item 1, purchase order no. PA80574869. 2. Authorize the transfer of$2,295.17 from Collection System Improvements main account to fund the budget shortfall. DISCUSSION As part of the 2005-07 Financial Plan, Council approved replacement of the existing Vactor brand Combination Hydro-Cleaner as referenced on Page 104 and 105 of the Appendix B (Attachment 1). The combo-unit hydro-cleaner is the primary vehicle used in daily sewer line cleaning and is critical to the efficient and effective maintenance of the City's wastewater collection system while allowing timely response to blockages in sewer lines and overflows. Currently the City's secondary combo-unit is 22 years old, lacks many industry standard features, and has become maintenance intensive and unreliable. Replacement of this 1984 combo-unit hydro-cleaner will allow the use of the City's current primary combo-unit as a reliable back-up when the new primary unit is unavailable. A secondary unit is critical and necessary to ongoing maintenance activities and to respond to overflows or spills when the primary unit is unavailable. Often both trucks are engaged several days a week. Improper or delayed response to spills or overflows may result in enforcement and/or penalties from the Regional Water Quality Control Board. Because of the critical nature of this type of vehicle and the significant increase in maintenance as it ages, Utilities staff will be requesting replacement of the secondary combo-unit every five to eight years to ensure reliable primary and secondary combo-units for the wastewater collection section. On February 2, 2005, The County of Sacramento awarded a contract for purchase of a Vac-Con brand Combination Sewer Cleaner from Municipal Maintenance Equipment and the City is proposing to use their specifications to save time and cost. Staff has researched Sacramento's specifications and costs to ensure this vehicle and method of purchase gives the wastewater collection section the vehicle they need at a very competitive price. The manufacturer has agreed to honor the Sacramento bid price for the City San Luis Obispo. Replacement of this type of specialty equipment consists of a cab and chassis mated with a combination sewer cleaner and is built-to-order due to the many options there are to consider. Because of the build-to-order nature of the unit, the manufacture allows for modification. Some eq Cooperative Purchase of Vac-Con Hydro Cleaner Page 2 cost neutral options have been changed to better fit the City's needs from the original City of Sacramento specification.These options are detailed on the attached quotation(Attachment 2). However, the Wastewater Collection Supervisor has determined an accessory called a"Centrifugal Compressor Quiet Package" will be needed. This accessory fits on the pressurized exhaust of the compressor for the dual purpose of reducing the high ambient noise of the exhaust and increasing the efficiency of the vacuum pressure. It comes at a cost of$2,652.25. CONCURRENCES The Utilities Department concurs with this purchase FISCAL IMPACT There is $250,000.00 budgeted in the fleet replacement fund for this purchase. The total cost of purchase is $252,295.17. This total bid amount exceeds the available project budget by$2,295.17. This amount is available in the Collection System Improvements main account to pay for the project balance shortfall. Contract Price $232,588.00 Centrifugal Compressor Quiet Package $2,652.25 Tax $17,054.92 Delivery $0.00 Other Fees $0.00 Total $252,295.17 1 Project Budget $250,000.00 Collection System Improxements main account $2,295.17 Available Budget $252,295.17 ALTERNATIVES Bid the purchase locally. If the City does not take advantage of the cooperative purchase using the bid price established by the County of Sacramento, City staff would need to execute formal Invitations for Bid locally. Staff believes this would yield little or no savings, require unnecessary use of staff resources, and significantly delay delivery due to the built-to-order nature of this particular type of equipment. ATTACHMENTS 1. 2005-07 Appendix B pages 104, 105 2. Quotation from MME G:\Staff-Reports-Agendas-MinutesLCAR\2006\Fleet\Vac-Con HydrocleanerLCAR Vactor Replacement.doc Attachment 1 PUBLIC UTILITIES - - -- FLEFF REPLACEMENT_WASTEWATER.COLLECTION CIP Project Summary 1. Replacing one backhoe vehicle in 2005-06 will cost$75,000. 2.. Replacing one hyido-cleaner in 2006-07 will cost$250,000. 3. Replacing one light pick-up truck vehicle in 2008-09 will cost$20,900. Project Objectives 1. Maintain fleet reliability, 2. Keep maintenance costs reasonable 3. Improve employee productivity Existing Situation The decision to replace a fleet unit is based on a combination of the following factors:. 1. Actual miles or hours of operation compared to expected miles or hours 2. Actual years of operation compared to expected years 3. Possible unsuitability of the,equipment for future operations 4. Evaluation of mechanical condition by Fleet Maintenance Supervisor 5. Evaluation of maintenance costs by the Fleet Maintenance Supervisor Goal and Policy Links - FleetManagement Policy(section 405 of the Management Manual) Project Work Completed 1. Public Works has evaluated the mechanical condition and maintenance history of the unit to be replaced 2. Public Works has met with the WastewaterDivision Manager to ensure that the replacement units have been correctly specified Environmental Review No environmental review required. Project Phasing and Funding Sources Pro'eet Costs-byType _ Project Costs To-Date 2005-06 2006-07 1 2007-08 2008-09 Total Equipment 'sition 75,000 250;000 20,900. 345,900 Total 75,000 250,000 W601 345,900 Project Funding by Source: Wastewater.Fund 104 1 _ -- Attachment 1 PUBLIC LMLITIIES FLEET REPLACEMENT-WASTEWATER C lItCTION Department Coordinator and Project Review/Support Department Coordinator David Ifix,Wastewater Division Manager Project Review and Support Ron Holstine Fleet Maintenance Supervisor Operating Program Wastewater Collection(553 10) Project Effect on the Operating Budget Requesting Department. Fleet Maintenance Supervisor=$0 Irm Project Support. Regular maintenance by Fleet staff. Description of vehicles to be replaced: City Fleet Number: 8321 8401 0233 Model Year: 1983 1984 2002 Make: John Deere Ford Dodge Model: 410B Vactor 'D1500. Description: Backhoe Combo Pickup hydro-cleaner Year Entered Service: 1983 1984 05/02. Target Replacement,Year: 2000-01 1992-93 1 2008-09_ Recommended Re lacetnont Year. 2005-06 _.200607 2008-09 Mil At 11/04: _ 4.464 fn 79,397 35,104 Target Mileage: 17 ears 8 years. 100,000 Projected Mileage AtReplacement NA _ NA, 187,604 Total Maintenance Cost At 12/04: . $13,960: $32,043_ ,$5,216 Projected Age At Replacement: 221 22 - -6-Estimated Surplus Value: $6;00 $10,000 $2,000 Original Acquisition Price: $35, $100,000 $15,023 . Estimated R l ement Price: $75,00 $250,000 $20,900 CaReplacement Make: Vacon TBD "andlor equivalent 105 ��'y Attachment 2 M� ME Municipal Maintenance Egiaiplment 2360 Harvard Street - Sacramento, CA 95815 - (916) 922-1101 - Fax: (916)922-1034 106.1 N.Shepard Street,Unit B-Anaheim,CA 92806-(714)632-287.1 -'Fax: (714)6322874 4750 Caterpillar Road, Unit D• Redding, CA 96003 - (530) 243-4856 Fax: (530) 243-1447 July 28, 2006 City of San Luis Obispo 955 Morro Street San Luis Obispo, CA 93401 Attention: Dave Smith FAX 805-542-9868 EMAIL . dsmith@slocity.org We are pleased to.provide the enclosed information from the County of Sacramento.for their recent purchase of a Vac-Con Combination Sewer and Storm Drain Cleaner for your review. Municipal Maintenance Equipment, Inc. is happy to offer additional unit(s) as provided to the County of Sacramento. We will.honor the price of$232,588.00 each unif plus applicable sales tax as per the County of Sacramento's Item 1 on Purchase Order No. PA80574869 dated 2-10-05 and Item 1 oil Bid Number 6361.. To meet the City of San Luis Obispo's requirements, the following items are modified from the Sacramento County specifications: Page 5*(B.) 144" minimum CA in lieu of 156" minimum Page 6 (F.) 20,000#minimum. Front Axle in lieu of 18,000# minimum Page 6 (J.) Tire Make Michelin XZY-2 Page 8#16. AM/FM/CD Player in lieu of.AM/FM.' Page 16#88. 100 ft Hand Gun Hose Reel in lieu of 50 Ft: Page 18#105. Both side tool boxes to be 20.4 x 13.8 x 74.76" Page 17-20: Lighting tb be: Arrowboard, Whelen Model TA1664H, 6' long 2) Lectric Astro Glash LL8803 with guards front&rear 4) Whelen 52GB10AU might size strobe, rubber mtd. with Whelen power supply UPS- 64C (mtd. 4 comers of unit) Boom lights with inside cab switch Rear work lights with inside cab switch Handgun to be UEMSI style Add: Butterfly,hood for.cab Tilt wheel 6.43 Rear axle radio Back up'camera Intec 930.0 Variable flow for water pump. Delete: Debris body up light in cab Rear mounted folding pipe rade Lakos separator Expandable metal basket behind cab Special water jug On scales ( 1s "Customer,Satisfaction is Our Goal" 2-1/2"Water meter �I Attachment 2 July 28,.2006 City of San Luis Obispo Vac-Con Cooperative Purchase Proposal Page.2 The attached Vac-Con specifications match your current Vac-Con unit with the addition of the Wireless Remote. Accessories: Centrifugal Compressor Quiet Package, add $2,65225 The attached Sterling build sheet match Sacramento County's truck chassis with the additions and deletions as noted above. F.O.B. San Luis Obispo, CA. $232,588.00 Accessories ' $2.652.25 Sub Total $235,240.25 7.25% Sales Tax $17.054.92 Total Price $252,295.17 This,proposal is valid for 30 days. Delivery time dependent on truck chassis availability. Thank you for your continued interest in this fine product line. We appreciate the opportunity to offer the Vac-Con for your review and look forward to being of further service should you require it. Sincerely, unicipal nanc quipment, Inc. rank Wheeler III,. Vice President Enclosures