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HomeMy WebLinkAbout12/07/1993, C-4 - INVITATION FOR BIDS FOR COMBINATION JETTING & VACUUM SYSTEM UNIT I`IN^�yllll�lllllllll Uv1 MEETING DATE: C� IIN I`IIIII of San LUIS OBISpO .December 7 993 COUNCIL AGENDA REPORT ITEM NUMBER FROM: John Mos�� PREPARED BY: Dan Boyd Acting U tttes Director Wastewater Collection Supervisor SUBJECT: Invitation for Bids for Combination Jetting & Vacuum System Unit CAO RECOMMENDATION: By motion, approve an invitation for bids for a combination jetting and vacuum system unit, Specification 93-59; authorize staff to solicit bids; and authorize CAO to award the contract to the lowest responsible bidder, if within budget. DISCUSSION An invitation for bids and specifications has been prepared to solicit competitive bids for a combination jetting and vacuum system unit to be used for the hydraulic cleaning and maintenance of the City's wastewater collection system. Purchase of this major equipment was identified and approved in the 1993-95 Financial Plan, pages E-5 and H-9. This purchase is consistent with the City's fleet replacement policy and was approved by the fleet management committee. Total cost is estimated not to exceed $192,500. Background The equipment proposed to be replaced is an 18 year-old Sreco Jet Machine which is limited to jetting capabilities. It is no longer economical or safe to operate. It has been used to provide backup for Wastewater Collection's primary combination machine, which is now over nine years old. The newer, primary unit has both vacuuming and jetting capabilities. The primary machine's required maintenance and repairs have increased significantly in the last two years, which maybe expected of a nine year old unit. The unit is used nine hours a day every work day to perform preventative maintenance and emergency work to the city's wastewater collection system. It is used to handle all after-hour standby calls and emergencies as well as all preventative and emergency maintenance for the city storm drain system. At this level of use, it can be expected that future maintenance costs will be expensive. Last year, one major repair alone, the coating of the debris and water tank, cost in excess of$10,000. Other problems will need to be addressed in the near future: the water tank is experiencing stress cracks and the rear main seal leaks. If the unit currently used as the primary unit is moved to a backup position when the new combination machine is purchased, its useful life can be extended. Staff estimates the useful life of a combination machine at 15 years, if used in a primary position for the first eight years and in a backup position for the remaining seven years. This use will allow the combination machines to achieve their maximum useful life, and will control expensive maintenance costs that begin to occur after eight or nine years of constant use. This same primary and secondary use system has proven to work well in extending the useful life and reducing maintenance and repair costs for the city's street sweeper units. ��� ��►►►�II1111 �1 ��U►II city of San �S OBISpo COUNCIL AGENDA REPORT Invitation for Bid-Combination Jetting & Vacuum System Unit Page 2 FISCAL IMPACT Purchase of a new combination unit to replace the 18 year-old Sreco jetting machine is estimated to cost not more than $192,500. This major equipment replacement was approved as a part of the 1993-94 Capital Improvement Plan (1993-95 Financial Plan, page E-5 and H- 9). Consistent with fleet replacement policy the purchase is funded as follows: Sewer Fund $ 81,500 Equipment Replacement Fund 111.000 Total Available Budget $192,500 The project description originally identified $175,000 to purchase the equipment, with $64,000 coming from the Sewer Fund and $111,000 coming from the Equipment Replacement Fund. The additional $17,500 from the Sewer Fund allows a 10% contingency and is available from the approved 1993-94 capital budget for collection system improvements. This procedure follows the Purchasing Control Guideline, Section 401-3 - Formal Contract Purchases (Greater than $10,000). Plans and Specifications are available in the Council Office for review.