REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Order to Vac-con, Inc. in the Amount of $804,491.37 for a Combination Sewer and Storm Drain Cleaning Truck (F24-110)
Report
STAFF RECOMMENDATION
Recommendation
Authorize the issuance of a Purchase Order in the amount of $804,491.37 (including tire, delivery fees, and Sales Tax) to Vac-con, Inc. of Green Cove Springs, FL for one (1) Vac-Con Model VTAQD312HE/1300 Titan Combination Sewer and Storm Drain Cleaning Truck.
Report
BASIS FOR RECOMMENDATION
The City owns and maintains 320 miles of storm drain main lines, 4,200 storm drain inlets and over 120 trash capture devices. The City also has over 310 miles of sanitary sewer lines and approximately 5,300 manholes. The City’s storm water system operates under Municipal Storm Water National Pollutant Discharge Elimination System (NPDES) permit. Provision C.10 of the permit requires the City to take certain actions to reduce trash coming from the storm drain system into the local waterways. Additionally, under state and federal law, the City must regularly clean and repair sanitary lines to ensure reliable operations and to prevent sewer overflows.
The City currently uses vacuum trucks used to maintain the sanitary and storm collection systems. These trucks are used on a constant basis and are essential pieces of equipment that assist in the prevention of debris from entering the City’s storm water runoff system. A new sewer and storm cleaning vacuum truck will supply the necessary resource required to maintain trash capture devices and clear the storm and sanitary sewer systems of potential blockages. Additionally, this truck will be used in emergency response situations of a sanitary sewer overflow. The specifications were coordinated with the Fleet Management Division of Public Works and will be operated by the Environmental Services Department.
The purchase of this vehicle follows Administrative Policy “Energy Conservation for City Owned Facilities and Equipment” (Chapter 6, Article 4). Subdivision 3.B and 3.C, which specifies that new vehicle purchases shall be energy efficient and where practical and economically feasible, alternative fuel vehicles shall be considered. Zero emission and hybrid alternative vehicles are not available for this type of vehicle.
The pricing for this purchase originates from a Sourcewell Contract (No. 101221-VAC). The City regularly purchases fleet vehicles through a cooperative purchasing agreement or through a California Statewide Commodity Contract. The City has used Sourcewell cooperative purchasing agreements to identify vendors and purchase vehicles and equipment, typically realizing better pricing than when bidding the goods/services individually. The identified vehicle that meets the City’s requirements is available through a Sourcewell cooperative purchasing agreement and it is in the best interest of the City to purchase through this contract.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Vehicle replacements are funded by the Fleet Replacement Sub fund in the General Services Fund. Revenue to the fund comes through internal service charges to departments based on the equipment used. This Combination Flusher is primarily funded by the Wastewater Enterprise and partially by the General Fund. Funding is available for the purchase in the current budget.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
Staff
Prepared by: Tim Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Kent Steffens, City Manager