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CITY COUNCIL AGENDA ITEM NO. 4

Meeting Date: May 10, 2005

Subject/Title: Approve a Resolution authorizing the purchase of a new sanitary combination jetter/vacuum truck from Municipal Maintenance Equipment and authorizing the City Manager to execute a purchase order for this truck in an amount not to exceed $182,138.25.

Prepared by: David Stoops, Wastewater Operations Manager

Submitted by: Paul Zolfarelli, Director of Public Works

RECOMMENDATION
Approve a Resolution authorizing the purchase of a new sanitary combination jetter/vacuum truck from Municipal Maintenance Equipment, Vac-Con model V250/650-SPL and authorizing the City Manager to execute a purchase order for this truck in an amount not to exceed $182,138.25

PREVIOUS ACTION
On June 10, 2003 by Resolution No. 2893, City Council adopted the Vehicle Replacement Fund under the 2003/04 - 2004/05 Operating Budget.

On February 24, 2004 by Resolution No. 2004-40, City Council adopted Purchasing Policy 10-7.

BACKGROUND
The City’s Vehicle Replacement Program earmarked the division’s 1995 mid-size combination jetter/vacuum truck on a ten (10) year life cycle. The primary function of this truck is to service smaller collection system pipe from 4 to 8 inches in size, which is generally found in residential areas within the City. Additionally, it is utilized in emergency situations as a back up for the division’s large combination jetter/vacuum truck. Replacement of this mid-size combination jetter/vacuum truck is critical in maintaining collection system reliability in preventing sewer back-ups and overflows.

Staff identified that while the current mid-size combination jetter/vacuum truck previously met the needs of the division, it does not currently meet the needs of the City, nor will it meet the future needs due to the new Lateral Maintenance Program as approved by Resolution No. 2985 on September 23, 2003 (attached) and the expected growth of the City’s population.

The new truck specification was developed by a committee that consisted of Public Works management, Fleet Maintenance and Wastewater staff. The committee identified several key requirements, which included a truck that could safely be operated by a single operator, a variable pressure pump, vacuum adjustments for various types of collection system pipe and a vehicle design that would maneuver adequately in residential areas. Secondly, the committee researched several dealers over a period of six (6) months. Research included discussions with dealer representatives, truck demonstrations, trade shows and feedback from other communities.

The committee concluded that the specifications developed were not currently being built by any of the manufactures; however, all vendors contacted were very much interested in submitting a bid that could meet the requirements.

The initial truck specification used was based on a generic specification obtained from the Public Fleet Supervisors Association. Modifications were made by the committee to include the needs identified and reviewed by the City Attorney.

The City received two bids and one no response. After careful review of the bids, noting that both bidders did meet truck specifications with exceptions noted, consensus from the committee was that Vac-Con model V250/650-SPL as built and supplied by Municipal Maintenance Equipment in Sacramento, California, could meet the needs of the City at the lowest cost. The bids are as follows:

Vendor Model Price (including tax)
TEREX Utilities West Aquatech Model B-6 $193,205.68
Municipal Maintenance Equipment Vac-Con V250/650-SPL $182,138.25
Ricker Machinery Company No Response No Response

The purchase is in compliance with the Purchasing Policy adopted on February 24, 2004, Resolution No. 2004-40.

FISCAL IMPACT
The total amount, not to exceed, for the sanitary combination jetter/vacuum truck is $182,138.25. The amount of $8,782 will be funded through Wastewater’s 90230/Equipment account. The remainder of $173,356.25 will be funded through the Wastewater Enterprise Vehicle Replacement Fund.

Attachments:
• Resolution
• Resolution No. 2985

RESOLUTION NO.

APPROVE A RESOLUTION AUTHORIZING THE PURCHASE OF A NEW SANITARY COMBINATION JETTER/VACUUM TRUCK FROM MUNICIPAL MAINTENANCE EQUIPMENT AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER FOR THIS TRUCK IN AN AMOUNT NOT TO EXCEED $182,138.25.

WHEREAS, Wastewater’s current mid-size combination jetter/vacuum truck previously met the needs of the division, it does not currently meet the needs of the City, nor will it meet the future needs due to the new Lateral Maintenance Program and the expected increase of the City’s population; and

WHEREAS, the new Lateral Maintenance Program was approved by Council by Resolution No. 2985 on September 23, 2003; and

WHEREAS, replacement of Wastewater’s current jetter/vacuum truck is critical to maintaining collection system reliability; and

WHEREAS, a replacement jetter/vacuum truck was budgeted in the 2004/05 budget, through the Wastewater Division Vehicle Replacement Program; and

WHEREAS, on June 10, 2003 by Resolution No. 2893, City Council adopted the Vehicle Replacement Fund under the 2003/04 - 2004/05 Operating Budget; and

WHEREAS, staff is selecting the best truck for the City’s wastewater collection system maintenance operation; and

WHEREAS, on February 24, 2004 by Resolution No. 2004-40, City Council adopted Purchasing Policy 10-7; and

WHEREAS, the purchase of this jetter/vacuum truck is in compliance with the Purchasing Policy.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the City will purchase one (1) mid-size combination jetter/vacuum truck from Municipal Maintenance Equipment.

BE IT FURTHER FESOLVED that the City Manager or his/her designee is authorized to execute a purchase order with Municipal Maintenance Equipment in an amount not to exceed $182,138.25.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 10th day of May, 2005 by the following vote:
 

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