REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of two (2) Purchase Orders to Vac-Con, Inc.in the Amount of $1,149,999.14 for two (2) Vacuum Equipped Service Trucks (F24-110)
Report
STAFF RECOMMENDATION
Recommendation
Authorize the issuance of purchase orders in the amounts of $486,000.13 (including tire, delivery fees, and sales tax) for one (1) Vac-Con Model VPD2130h/500 Combination Sewer and Storm Drain Cleaning Vehicle and $663,999.01 (including tire, delivery fees, and sales tax) for one (1) Vac-Con Model VX312LHE/1100 Service Truck 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 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 to maintain the sanitary and storm collection systems. These trucks are used on a constant basis and are essential pieces of equipment. They prevent debris from entering the City’s storm water runoff system. New vacuum equipped trucks will maintain trash capture devices and clear the storm and sanitary sewer systems of potential blockages. Additionally, these trucks 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 these vehicles 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. Zero emission and hybrid alternative vehicles are not available for these types of vehicles.
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 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
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 budgeted and funded by the Fleet Replacement Subfund of the General Services Fund. The fund receives revenue through internal service charges to departments based on the equipment used. These vehicles are primarily funded by the Wastewater Enterprise Fund and partially by the General Fund.
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.
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 $250 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
A check or “Y” 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
_Y_ Competitively bid contract
___ Labor or personal employment contract
___ General policy and legislative actions
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager