HomeMy WebLinkAbout12/07/1993, C-4 - INVITATION FOR BIDS FOR COMBINATION JETTING & VACUUM SYSTEM UNIT I`IN^�yllll�lllllllll Uv1 MEETING DATE:
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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.
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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.