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Home My WebLink AboutStaff Report Item 4.A 10/7/2013 ge ncLc 'Iterw#4. 1 ,,S,AL_U W lt, cdv,1, 'Y \„� 3 2sse DATE: October 7, 2013 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dam' t� , F' 'SCE—Director; Publie Works & Utilities 'Pat Dirrane, Interim Utility Manager SUBJECT: Resolution Approving the Purchase of One (1) 2014 Vac-Con Combination Jet/Vacuum:Sewer Cleaner from Municipal Maintenance Equipment, Inc. in the amount of S387,632.15,414'Declaring the Existing-Sewer'Vacuum;and Flush Vehicle Surplus to the City's-Needs and Directing the City Manager to Dispose of the Vehicle in Accordance with Provisions`of the Petaluma Municipal Code RECOMMENDATION It is recommended:that the City Coundiladeptthe.attached.resolution approving the purchase of One (1) 2014 Vac-Con Combination Jet/Vacuum Sewer Cleaner from Municipal Maintenance Equipment, Inc: in the amount of$38.7,632.15 and declaring the existing vacuum and flush vehicle (aka, vactor or Vac-Con truck) surplus to the City's needs and direct the city manager to dispose of it in accordance with fhe provision of the PMC, BACKGROUND The Public Works and Utilities,Department has long relied ()tithe technology provided by vacuum and flush trucks.to;perform maintenance operation that cannot be:effectively and efficiently performed by other means.-,`These vehicles are often referred to as "vactor trucks” or "Vac Cons",which is technically a proprietary trade name. These operations include potholing and excavating water distribution,piping to effect-repairs at leaks,or to investigate utility locations. They are used-to "suck" out debris and sediment that,accumulates in stormwater and wastewater pump,stations within their inlet screens and wet wells. But their most powerful use is the cleaning-of gravity sanitary and storm sewers. The vehicle'has a combination of tankage, pumping, and hosesT,that allow the operators`to first jet out the lines with clear water to loosen up accumulated debris and,sediment and move it down the pipe to the.downstream manhole or storm drain inlet. The:vehicle has a suction tank and.a large-"elephant trunk" hose that can be lowered into the manhole or inlet to suck out the debris and:sedimentiwashed out by the jetting operation and storeit in the tankage onboard. Once full, the vactor transports the materials to a decant station where the slurry-isoffloaded,for additional°processing.and disposal. Agenda Rev _n City Attorne \v�j� Finance Director _ City Manager The City maintains;three similarly functioning vehicles:for{water line maintenance and repair, sewer line cleaning, and storm drain linesmairitenance. Thetliree are nofeasily'interchangeable because the water`vactorhas to remain clear of wastewater•and other contaminants for health reasons and does not need to be'as'big asthe other'two The sewer line.vactor is:the intermediate sized one while thestorm drain vactor is biggest because of the demand for removal:of debris caught in storm drains, and stormwater pump stations. These vehicles generally require high maintenance due to the multiple systems on board and the close tolerances ofthe pumping, suction, and articulated hose fittings. The proposed action meets Council Goal: "Achieve fiscal stabilityand Maintain financial sustairiability DISCUSSION Due to the age, high mileage and increasasing°costs to maintaiimstaff recommends;replacement of the,current 1996 Vac-Con Jet/Vacuum:Sewer Cleaner. Utility Maintenance crews use the Vac- Con Jet/Vacuum Sewer;;Cleaner on a daily basis to clean and maintain the City's gravity sewer collection system. The vehicle is'used.exclusively in town.Where the mileage is very demanding on maintenance There are currently 760 hours on the high'pressure pump that, due to being 17 years old, has to be rebuilt quarterly by:City staff Multiple,partsand'functions onthe vehicle are and will require replacing in;the,near future. The mechanic who services the truck at the Petaluma City School Shop_indicates that although the vehicle has relatively low mileage (60,000),due to its age and daily wear and tear the•chassisis beginning to show signs of weakening. He also indicates that the•transmission;and:engine-areheginning to,seep oil from various gaskets and hoses, two:of-the-water tanks have leaks“-and. the hydraulic line is old and seeping hydraulic fluid throughout the hydraulic system. To keep the vehicle running effectively and safely it will require extensive, costly repairs. Based,on;staff experience over the past several years, the existing vehicle, if kept by the City, will incur.extensiverepair costs in the near future. Staff has evaluated the potential for..+reassignment:of the existing vactor truck to another function. Currently the department has1two similar vehicles, one dedicated to-water line maintenance, and one to storm sewer.maintenance: While Ellis Creek;,doesioccasionallyhave need of a similar vehicle, staff has concluded that it would,betmore cost effective to,coordinate the needs of the two divisions,and to share the proposed new vehicle between the sewer maintenance and the wastewater treatment;function,,as opposed to retaining and reassigning the existing vactor truck. Keeping the existing"vactor truck, even`as backup, will cause the City to incur higher than necessary maintenance costs. Per Municipal Code 4:04.100; Cooperative Purchasing Programs, the bidding process may be waived with approval by City Council, when it is advantageous for-the City to use contracts that were awarded by other state, county orother public agencies, provided that cooperative purchases joined will have,been competitively awarded, and_documentation as to the advantage of the cooperative purchase will ie retained. Staff'recommends that the City Council adopt the attached resolution approving thepurchase of one (1)Vac-Con Combination Jet/Vacuum Sewer Cleaner from Municipal:Maintenance-Equipment, Inc. in the amount of S387;632.15 under the 2 current-National.Joint 'Powers Alliance-tContraetNo. 03171 -AMI. In'addition, staff recommends thatthe[existing.vehicl&,slated:for"replacement;be declared suiplus. Staff obtained a quotation from Municipal Maintenance,Equipment of Hayward for the.same vehicle,purchased outside o f theNational,Joint.Powers Alliance. The:quote for the same equipment with`the same features,is $408,521.43 delivered with taxes included. Using the cooperative purchasing programiwill save the City;approxiinately$20,000. FINANCIAL IMPACTS The replacement,of the Vac-Con.Cornbination Jet/Vacuum Sewer Cleaner Vehicle was budgeted in,the current annual budget and,,,if'approved by Council, will;be funded'from the Wastewater Enterprise Fund account 6600:66x'00.62210. The current balancerin°the account is $400,000. The surplus value ofthe,existing vactor vehicle is not expected'to exceed$50,000,and would be credited back into the same account used;to purchase the new vehicle. If the existing equipment is declared surplus, the City will,retain'the services of a'reputable vehicle'auction company to dispose of the asset. ATTACHMENTS 1. Resolution 2. Quote and options.under the current National Joint Powers Alliance Contract No. 031710-AMI • 3 Attachment 1 RESOLUTION APPROVING THE'PURCHASEOF ONE41)',VAC-CON COMBINATION JETNACUUM SE,WERCLEANER FROM ATLANTIC MACHINERY,INC.'IN THE;AMOUNT OF $387,632:15 AND AUTHORIZING THE CITY MANAGER TO EXECUTE,ANY NECESSARY'DOCUMENTS TO COMPLETE THE PURCHASE AND DECLARING THE EXISTING SEWER VACUUM AND FLUSH VEHICLE:SURPLUS TO THE',CITY'S'NEEDS'AND,DIRECTING THE CITY MANAGER.TO DISPOSE OF THE VEHICLE IN.ACCORDANCE WITH PROVISIONS OF THE PETALUMA MUNICIPAL CODE • WHEREAS,the,Public'Wbrks,and Utilities Department'has identified a requirement,for a new Vac-Con Combination Jat/Vacuum,Sewer Cleanerao replace the existing vacuum and flush truck#718 which was purchased,by the City in 1996; WHEREAS,,the Petaluma Municipal Code section 4.04.100'provides that:purchases made through a cooperative purchasing'program with the state, county or other public;agencies are exempt from provisions of Chapter'4:04 of the Petaluma.Municipal Code which requires the City to conduct'its own competitive'bid:,process for certain purchases and documentation as to the advantage of the cooperative purchase Will be retained; WHEREAS, The City of Petaluma intends to purchase one;(1,)"'Vac-Con Combination JetNacuum Sewer Cleaner competitively bid under the current National Joint Powers Alliance Contract 031710-AMI; WHEREAS, City staffsolicited a quotation for the same-model Vac-Con Combination Jet/Vacuum Sewer Cleaner with the.same:options as the one recommended for purchase and determined that the price outside;of the cooperative purchasing program would be approximately $20,000 more than the price offered under the current National Joint;Powers Alliance Contract 031710-AMI; WHEREAS,:the Public,.Works and`Utilities Department will utilize budgeted funds from fiscal years 2013/2014 to purchase the Vac-Con Combination,Jet/Yacuum Sewer Cleaner; WHEREAS;Public Works andrUtilities staff has identified the existing;vacuum and flush truck,City vehicle # 718;es no longer of use to the City; and WHEREAS, the identified vehicle#718 is declared surplus to the City's needs and no longer required bytheiCity. 4 NOW; THEREFORE;_BE IT RESOLVED`THAT THE CITY COUNCIL HEREBY, Approves the purchase ofone (1)„Vac5Corn.Combination_Jet/Vacuum Sewer Cleaner from Municipal Maintenance Equipment, Inc in:thesamourit•of$387,632.1,5 under the current National Joint Powers,Alliance.Contract 0317,10=AIM; Authorizes the City Manager, or his designee, to execute any necessary documents.to-complete'the`purchase, Declares the Existing Sewer Vacuum and Flush Vehicle to the City's Needs; and Directs the City Manager to dispose of the existing City vehicle # 71'8 in Accordance with Provisions of the Petaluma Municipal Code. • • • • 5 • Attachment 2 *PPTEN Jvice 2360 Harvard Street • Sacramento GA195815 • (916) 922-110 I • Fax: (916) 922-1034 AA) ct. 1913 Nancita Circle • Placentia CA 92870 • (714).`528 8770 • Fax (714) 528-8744 .4750 Caterpillar Rd Unit D Redding CA 96003 • (530) 2434856 • Fax (530) 243-1447 3. 19SO4. Winton Ave ;Suite 8 •.Hayward rCA94545 • (510)670-0230 • fax (510) 670-9003 ,t' 'Customer Satisfaction a, www.source rnme com ,c Califon is StateiContractors,gicense #980409 A Our Goal". .. -..-- .. - .. . July 23, 2013 City of Petaluma Tel 707-778-4546 202 North McDowell Blvd: F`ax 707-778-4508 Petaluma, CA'94954 - • - pdirrane @ci.petaluma.ca.us sken nedy @ci.peta l u m a:ca i us • Attention: Patrick Dirrane, Supervisor . cc Steee Kennedy,'Wa'stewaterSupervisor We are pleased.to'provide the enclosed contract pricing sheet off the-National Joint Powers Alliance Cohtract No. 031710-AMI(www`nipacoop.orq), for'the,Vec-Con Model VPD4250LHA-01850 Combination Sewerand Storm Drain Cleaner mounted on a new 2014 Peterbilt 348 4x2-truck chassis for yourreview. - Summary: Complete Unt,P,rice F:0B. Petaluma, CA $358;089.75 825% Sales Tax . 29,542:40 . Total • $387,632:15 • City's Purohase.Orderto be pr•eparedland:sent directly'to,Atlantic Machinery, Inc. • City to.pay sales tax directly to•the)State of California'. • MME to assist with DMV registration. • Pricing'includes delivery and."on-site training. • Delivery 90-120 days ARO, • Terms per NJPA Program. Thank you for your continued interest in this fine-product. S_hould•you have-any questions or need additional information,'pleasefletus;know. We'look forward'to being of service. Sincerely, •- Municipal.Mai nance •uipment;:lnc_, • FrrtKW heeler"III,, . Vice President • Enclosures - • • • • • Y . 'f� www.njpacoop.org National Joint Powers Alliance' FOR IMMEDIATE RELEASE 200 F.1.1Sirec3NE NJPA Contract Announcement Sion:,-s, p;,N 56420 LAATTIC Atlantic Machinery Awarded.NJPA National MACHINERY, INC. Contract for Public Utility Vehicles Sewer and StreetEgaipment'Specialists NationaLContract#031:710-AMJ:: "Public Utility Vehicles and -�^ Services, Apparatus, Equipment&Accessories"has been added to =Mi l VAC•CON ENZ!F _MC the competitively bid products and service available to'National MOM TO Jooit'Powers'Alliance®(NJPA)Contract Purchasing Members throughout the nation,. (Staples, MN—July 8;2010)—NJPA is pleased to announce the:awarding;of contract number 031710-AMI to Atlantic Machinery on behalf of Schwarze Industries,Vac Con &LNZ USA, Inc.'for Public Utility Vehicles and Services, Apparatus,Equipment& Accessories. As the contract administrator for these three manufacturers, Atlantic Machinery will manage NJPA's members needs as they pertain to.street sweepers,vac-type equipment&high pressure pipe cleaning equipment. About Schwarze Industries: For over 30 years in the street sweeping,business, Schwarze Industries has been committed to providing an extraordinary level of customer support. Schwarze hidustriesoffers one of the,most comprehensive sweeper lines in the sweeping business, including models for parking area cleaning, industrial sweeping;mall and shopping center sweeping,airport runway sweeping, street sweeping, milling cleanup and stormwater runoff:(PM 10)management. "We are very pleased to receive a contract with the NationalJointPowers,Alliance®(N.IPA), in.conjunction with our dealer partner,Atlantic Machinery" states Bob Faulhaber, President Schwarze Industries: Roth' Schwarze Industries and Atlantic Machinery value the opportunity'taserve over 30;000 rrternhersof thisalliance with the best built and most comprehensive line of municipal and parking lot sweepers in our industry: We believe that this new cooperative purchasing alliance will benefit our governmental customers through streamlined purchasing processes and leveraged purchasingpower. Our research revealed NJPA to have a professional, well-structured approach to provide members with: • Time and resource.savings • Leveraged'volume'pricing • Comprehensive member service It is also a"win"`for Schwarze Industries'and Atlantic:Machinery to have access to the Alliance's nationwide membership. We are very pleased to'be working with'NJPA and look`forward to a very successful partnership." ,<. yS :t TM= -Vi d 4( 2141. T 2 . www.njpacoop.org National Joint Powers Alliance' `$cr:ia , N 56=17Y About Vac-Con:! Vac-Con, Inc., a manufacturer-of heavy duty, truck-mounted vacuum equipment, serving both private industry and public entities since 1986. Vac-Con delivers high-performing, rugged products for sewer cleaning,industrial vacuuming, hydro excavation and water jetting. All Vac-Con products,come:fully loaded with a powerful package of thoughtful features. For more,power,ease of use,relentless performance,rugged durability and,uncompromised safety...Vac-Con delivers. What sets Vac-Con apart is engineering and added"features'and'value that deliver more uptime, more technology, more success on the job and more confidence ingettingthe job,done. Darrell LeSage, president and fotmder of Vac-Con-states "We are,'both:pleased and grateful to have the opportunity to participate in the NJPA contract. We have many fine'products,+supported by a strong:service and training network to help NJPA.membersaeachtheir infrastructure and"environmental cleaning goals. We think that by combining our innovative and environmentally-friendly products with`the'buying power and convenience of the NJPA contract, the members can be assured of getting high performance, as well as the best value, certainly an important factor in today's difficult,economy.Another important factor is that our machines are mostly used inenvironmentally sensitive applications, something that always brings new challenges and questions. Our industrial vacuum loaders andvacuum excavators have worked in heavy construction and utility applications to effectively and quickly recover spilled or waste material,to safely uncover sensitive underground utilities, to set utility poles,and even to.assist in trench collapse and other fireand rescue operations. Our combination sewer and drain cleaning products have covered a full spectrum of municipal cleaning applications, including storm and sanitary sewer lines,catch basins and water treatment plants. The importance of mentioning all of these applications is,that our philosophy since the beginning has been:to-incorporate our customers' good ideas, and custom build our products around their special needs,and applications: That means when someone needs our products, we can also offer nearly'25.years of custom problem-solving and field experience with thousands of customers around the world. We/Welcome NJPA mernbers'to take.advantage of this experience, and we're looking forward to working in partnership.with the NJPA to help provide effective and innovative solutions." About ENZ USA, Inc.: ENZ USA, Inc. offers a large range'of high quality pipe cleaning tools. Through innovative designs, we have assisted the sewer and pipe cleaning industry to}remain one'the torfront of new, creative and effective solutions in cleaning/maintaining utility infrastructure. Dana M. Hicks,National'Sales Manager for ENZ USA states,"ENZ USA, Inc: is extremely excited and proud to learn of our recent.contractaward with"NJPA. We feel this partnership will greatly benefit NJPA's members as they now have access to ENZ's full line of quality sewer&pipe cleaning;equipment;through a competitively bid contract that Offers nattonallyllevecaged pricing meaning quantifiable money AND time savings when purchasing through our NJPA contract." " • • x� www.njpocoop.org National Joint Powers Alliance °0 '.,.,` 5;reei Nr • Clcples, MN 56,17r About NJPA: The National Joint Powers Al1iance®'(NJPA);is asMunicipal:Contracting;government agency established through legal statute in 1978.,NJPA serves`over 30:000'Membersithroughout'the nation with competitively awarded purchasing solutions from industry-leadingvendors. About Contract#t031710-AMI: Press Contact: Formore information: Andy Campbell Mike Hajek httu://www:nipacoop.org (218)'894-5491 '(218);894-5477' http;//www.atlanticmachinervinc.com/ . andv.campbell(cDnjpacoop.org mike.haiekn.nipacoop.org www:schwarze.com www.vac-con.com www.enzuSainc.com • • • • �:e