REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Order to Vac-Con, Inc. in the Amount of $793,417.50 for One (1) Vac-Con V350LHP/850 Vehicle (F27-046) Combination Jet/Vacuum Sewer Cleaner for the Department of Environmental Services
Report
STAFF RECOMMENDATION
Recommendation
Authorize the issuance of a purchase order in the amount of $793,417.50 (including tire, delivery fees, and sales tax) for one (1) Vac-Con V350LHP/850 Vehicle to Vac-Con, Inc. of Green Cove Springs, Florida.
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 a Municipal Storm Water National Pollutant Discharge Elimination System (NPDES) permit. Provision C.10 of the NPDES permit requires the City to take certain actions to reduce trash entering the local waterways from the storm drain system. 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 to maintain the sanitary and storm collection systems. These trucks are used constantly and are essential pieces of equipment. They prevent debris from entering the City’s stormwater runoff system. A new vacuum-equipped truck will maintain trash-capture devices and clear potential blockages from the storm and sanitary sewer systems. 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.
A 2014 Vac-Con combination sewer cleaner has reached 12 years of age and has accumulated $398,293 in life-to-date parts, labor, and fuel costs. Combination sewer cleaners of this type typically reach the end of their economical service life between 8 and 12 years due to increasing repair frequency, parts availability challenges, and the risk of operational downtime.
The proposed replacement is a new Vac-Con V350LHP/850 dual-engine combination jet/vacuum sewer cleaner mounted on a Freightliner 114SD Plus chassis, quoted at $793,417.50 (including tax and fees) as shown in Attachment 1 to this report. The new unit includes modern operator controls, hydroexcavation capability, quiet-drive package, enhanced lighting and cameras, and extended component warranties.
The purchase of this vehicle follows Administrative Policy “Energy Conservation for City Owned Facilities and Equipment” (Chapter 6, Article 4). Subdivisions 3.B and 3.C of the policy provide that the specifications for replacement trucks and other equipment, including specifications calling for the most energy-efficient tires available, shall be thoroughly assessed, and that the City’s Fleet Manager shall consider acquisition of alternative fuel vehicles where economically feasible. Fleet Management evaluated alternative-fuel options for this equipment and determined that a zero-emission or hybrid vehicle that meets the City's operational requirements is not currently available.
The pricing for this purchase originates from Sourcewell Contract No. 101221-VAC (Attachment 2 to the report). The City regularly purchases fleet vehicles through a cooperative purchasing agreement or through a California Statewide Commodity Contract. The City has used Sourcewell cooperative agreements to identify vendors and purchase vehicles and equipment, typically realizing better pricing than when bidding the goods/services individually. The identified vehicles that meet the City’s requirements are available through a Sourcewell cooperative agreement and it is in the best interest of the City to purchase through this contract.
ENVIRONMENTAL REVIEW
This project is exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c), minor alteration of existing facilities, mechanical equipment, highways and streets involving negligible or no expansion of use beyond that which presently exists.
FISCAL IMPACT
Funding for a vacuum sewer cleaning vehicle and equipment is available in the Fleet Services Subfund of the General Services Fund. The fund receives revenue through internal service charges to departments based on the equipment used.
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 City Hall 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.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
_X_ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Aaron Bert, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Quote
2. Sourcewell Contract No. 101221-VAC