REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Order to Atlantic Machinery, Inc. for a Combination Sewer and Storm Drain Cleaning Truck (F19-173)
Report
REPORT IN BRIEF
Approval is requested to authorize the issuance of a Purchase Order to Atlantic Machinery, Inc. of Silver Spring, Maryland in the amount of $447,333.75 (including tire and delivery fees) excluding $40,260.04 in sales tax, for one (1) Vac-Con Model V311E/1300 Combination Sewer and Storm Drain Cleaning Truck for the Environmental Services Department.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services greater than $100,000 in any one transaction.
In accordance with Sunnyvale Municipal Code Section 2.08.220(a), the purchasing officer may authorize the City’s participation with one or more other governmental, public or quasi-public agencies in a cooperative agreement for the procurement of goods and/or services, provided that at least one of the agencies has solicited bids using methods similar to those set forth in Sunnyvale Municipal Code Section 2.08.060.
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.
BACKGROUND AND DISCUSSION
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 has two 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. The annual catch basin and storm drain cleaning program is a vital component in the City’s effort to meet the NPDES. These regulations are set forth by Environmental Protection Agency Clean Water Act (40 CFR 122.26). A new sewer and storm cleaning vacuum truck will provide an additional resource for the City to 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.
Traditionally, the City has purchased 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. Additionally, this purchase includes on-site training, warranty support, future service ability, and assistance with DMV registration. Utilizing the Sourcewell agreement saves time researching and writing numerous vehicle specifications while benefiting from established vehicle pricing through this agreement.
FISCAL IMPACT
The total cost of this purchase is $487,593.79 and funding is available in Project 829081 - Storm System Trash Control Devices. This project is funded by the General Fund.
This table outlines the total cost of purchase with estimated sales tax.
|
Description |
Quantity |
Unit Cost |
|
Vac-Con Model V311E/1300 Combination Sewer and Storm Drain mounted on a new Freightliner 114SD 6x4 truck chassis |
1 |
$447,333.75 |
|
Tire Fee |
|
Included |
|
Delivery Fee |
|
Included |
|
Sub-Total |
|
$447,333.75 |
|
Estimated Sales Tax |
|
$40,260.04 |
|
Total |
|
$487,593.79 |
The estimated useful life of this vehicle is 12 years. This vehicle will be added to the fleet equipment replacement schedule to fund future replacement.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Authorize the issuance of a Purchase Order in the amount of $447,333.75 (including tire and delivery fees) excluding $40,260.04 in sales tax, in substantially the same form as Attachment 1 to the report, to Atlantic Machinery, Inc. for one (1) Vac-Con Model V311E/1300 Combination Sewer and Storm Drain Cleaning Truck.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Ramana Chinnakotla, Director of Environmental Services
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Purchase Order