HomeMy WebLinkAboutAgenda Report - August 4, 2010 D-05AGENDA ITEMb*r5
M. CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Approving Purchase of Vac -Con Sewer Vacuum Truck from
Municipal Maintenance Equipment, Inc. (MME), of Sacramento ($316,518)
MEETING DATE: August 4, 2010
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution approving the purchase of a Vac -Con sewer
vacuum truck from Municipal Maintenance Equipment, Inc. (MME),
of Sacramento, in the amount of $316,518.
BACKGROUND INFORMATION: The current fleet of sewer cleaning equipment, as shown in
Exhibit A, is aged and includes a 1968 rodding truck
(Unit No. 04-095) that is now obsolete and unsafe to operate, a
1998 vacuum truck (Unit No. 04-038) that is the primary sewer
cleaning vehicle, and a 1989 vacuum truck (Unit No. 04-039) that is the primary storm drain cleaning
vehicle. The existing sewer vacuum truck (Unit No. 04-038) has accumulated $88,000 in maintenance
costs over the past three years. The average age of the two vacuum trucks is 16 years old.
In general, the average age of Lodi's wastewaterfleet is double that of 11 comparable communities. A
survey conducted by staff comparing wastewater service maintenance by these communities is provided
in Exhibit B. The average wastewater fleet age in 11 other Central Valley cities is seven years, compared
to Lodi's 16. The survey also compared the number of vacuum trucks serving these communities, and all
but two of the 11 have two or more vacuum trucks compared to Lodi's one.
On September 2, 2009, Council adopted a resolution approving the City's Sanitary Sewer Maintenance
Program (SSMP) which contained a preventative maintenance program that included cleaning the entire
collection system every three years or approximately 60 miles per year. Crews have consistently
cleaned between 50 and 70 miles of wastewater main each year, however, increases in age-related
vehicle downtime has made these production rates unsustainable.
In response to State -mandated collection system maintenance requirements, staff is proposing to
operate two vacuum trucks for wastewater pipeline maintenance. This plan will dedicate the new
vacuum truck to line maintenance. The existing vacuum truck (Unit No. 04-038) will support the Closed -
Circuit TV van and respond to plugged sewer calls and sewer overflows. This assignment is relatively
light duty and will result in decreased maintenance costs for this truck. At the same time, improved
sewer overflow compliance will result from sustained main line cleaning performed each year.
The Public Works Departmentwill utilize the Houston -Ga lvestonArea Council (H -GAC) Contract for the
purchase of a Vac -Con Model V312LHAE/1300 Combination Sewer and Storm Drain Cleaner as
referenced in Exhibit C. The H -GAC contract is being utilized because this vehicle was not available on
the California MultipleAwards Schedule (CMAS) contract. Staff consulted with the City of Stockton and
ZI ZI ' O •1
Bartlam, Interim City Manager
KAWP\C0UNCIL\2010\Vaccon Purchase.doc
7/27/2010
Adopt Resolution Approving Purchase of Vac -Con Sewer Vacuum Truck from Municipal Maintenance
Equipment, Inc. (MME), of Sacramento ($316,518)
August 4, 2010
Page 2
distributors representing other brands of vacuum trucks regarding their products and is satisfied the City
is receiving the best vehicle for the best cost to serve the Division's needs.
Per Lodi Municipal Code §3.20.045, State and Local Agency Contracts, the bidding process may be
waived when it is advantageous for the City, with appropriate approval by City Manager and City Council,
to use contracts that have been awarded by other public agencies, provided that their award was in
compliance with their formally -adopted bidding or negotiation procedures. The City has used the contract
process to purchase vehicles in the past with excellent pricing, quicker delivery schedule, and reduced
expenditure of staff time. The Lodi Energy Center project provided $300,000 in funding for the purchase
of this truck, as shown in Exhibit D.
FISCAL IMPACT: Replacing the existing rodding truck (Unit No. 04-095) with a second
vacuum truck will reduce the City's exposure to regulatory penalties and
reduce fleet maintenance costs in the near term.
FUNDING AVAILABLE: Wastewater Capital Equipment Fund (1711201)
YZA4W W. 4��
Jordan fjtSrers
Deputy City Manager/Internal Services Director
aatlu � "t&/ -&-
F. Wally S delin
PublicWorks Director
Prepared by Charles Swimley, Deputy Public Works Director- Utilities
FWS/CES/dsg
Attachments
cc: Charles Swimley, Deputy Public Works Director- Utilities
Lance Roberts, Water/Wastewater Superintendent
Kevin Gaither, Water Services Technician
KAWMOUN011\2010Waccon Purchase.doc 07/27/2010
EXHIBIT A
,-,
TRUCK 04-038 - 1998 VAC TRUCK
(CURRENT PRIMARY VAC TRUCK)
TRUCK 04-093 - 1968 RODDING TRUCK
(TO BE REPLACED)
TRUCK 04-039 - 1989 VAC TRUCK
(PRIMARILY STORM DRAIN OPERATION)
o�o�
hoc` o'`�
A
P�p),C�oo
God o ��O �� \^O O 4Aoho
�4 ,<<J
QiQ c m m
�o Gam. �o �� Qo� o�� 5Q ��• a� �� oai o°5�o
5 co 5 11,1% 5y
�x°� �`�Q°��or �`�� �c�o �o�.� JAG �c�o ��o �o� �` �Sa �J`o,� c)�
Redding
91,000
4 yrs/9 total
1.92M
57%
420
No
16
Yes
1
2.5
0.12
0.25
75
15
Yes
Yes
1
Turlock *
70,156
11 yrs/9 total
1.42M
67%
250
Yes
19
Yes
4
3.75
0.21
1.25
50
15
Yes
No
2
Manteca
66,000
9 yrs/14 total
NF
NF
258
Yes
14
No
3
3.4
0.21
0.95
89
5
No
Yes
2
Davis
64,400
6 yrs/8 total
NF
NF
165
Yes
7
Yes
2.5
5
0.2
1
140
50
No
Yes
1
Visalia
125,000
7 yrs/16 total
NF
NF
467
No
12
No
Contract
1.3
Contract
0.42
100
80
Yes
Yes
2
Chico
87,950
8 yrs/30 total
3.98M
49%
256
No
12
Yes
1
2.7
NF
1
150
50
Yes
Yes
3
Stockton
158,387
9 yrs/33 total
14.M
36%
918
Yes
23
Yes
4
NF
0.32
0.25
250
30
No
No
4
Roseville
110,000
2 yrs/20 total
3.17M
66%
523
Yes
14
Yes
4
4
0.57
1
300
75
Yes
Yes
5
Modesto
240,000
9 yrs/42 total
5.3M
61%
700
No
40
Yes
7
4
0.4
0.6
227
24
Yes
Yes
4
Vacaville*
93,675
10.5 yrs/14
total
2.03M
33%
240
Yes
8
No
4
4.5
0.44
1
68
48
No
Yes
2
Tracy*
86,000
5 yrs/3 total
3.2M
35%
NF
No
3
No
3
NF
NF
NF
NF
NF
NF
NF
2
AVG.
108,415
7 yrs/18 total
4.37M
50.5%
419
NA
15.2
NA
3.35
3.46
0.309
0.77
145
39
NA
NA
2.54
Lodi *
1 63,400
16 yrs/17 total
1.245M
35%
190
Yes
10 1 Yes
2
3.9
0.4
0.5
76
11
Yes
Yes
1
Deviation
1 -45,015
-9 yrs/ -1 total
-3.125M
-15.5
-229
NA
-5.2 NA
-1.35
0.44
0.09
-0.27
-69
-28
NA
NA
-1.54
* Cross -Trains Staff
NF - Not Furnished
NA- Not Applicable
07119/2010 10:15 MMESACRAMENTO
(FAX)9169221034 P.001/001
EXHIBIT C
2360 Narvard Street - Sacramento, CA 95813 - (916) 922-1101 - Fax: (916) 922-1034
1061 N. Shepard Street, Unit B - Anaheim, CA 92806 , (714) 632-2871 Fax: (714) 632-2874
4730 Caterpillar Road, Unit D Redding, CA 96003 ® (530) 245-4856 P Fax: (536) 243-1447
1930 W. Winton Ave., Suite a Hayward, CA 94545 ° (5 1 O) 670.023C - Fax: (510) 670-9003
City of Lodi PHONE 209-333-6740
1331 South Ham Lane FAX 209-333-684-1.
Lodi, CA 95242=2095
Attention-. Charles E. Swirhley, Jr., Water Services Manager
We are pleased to provide the enclosed contract pricing sheet off the H -GAP, Houston -
Galveston Area. Council Contract 'No. SC01 -10a
(www.hgacbgy com),, for the Vac -Con Model
,__
V312LHAE/I 3,90 Combination Sewer and Storm, Drain Cleaner mounted on a new International
7500 6x4 truck chassis for your review.
Summary: Complete Unit Price, F.03.'Lodi, CA $291,034.76
8.75% Sales Tax 25,465.54
Tire Tax 17.50
Total $316,517.80
City Purchase Order to be prepar6d and sent directly to Vac -Con, Inc.
City -to. pay sales tax directly to: the State of California.
MME.to assist with DMV registration.
• Pricing. includes deljvery' and on-site training.
..Delivery : 30-60 days A. R.O.
Due to -California emissions requirements, s'pecial'permits may be required on diesel,
engines. MME/ ' Vac-Con;cannot provide these pen -nits and we recommend you.c6ntact your
local Air Resources Management District for the specific. requirements.
Terms: pet i -1 -GAC Program.,
Tharik you for your continued interest in this fine product. 'Should you have.any questions or
need' additional information, please let us know. We look forward to being of service.
Sincerely,'
-
Municipal Maintena' ce E uipment, I'nc.
Frank Wheeler III,
Vice President
CONTRACT PRICING WORKSHEET
V��M
for All Products EXCEPT Motor Vehicles In The State Of Texas
This Form must beprepared by Contractor, andprovided to End User to attach to Purchase Order, with copy to H -GAC.
Code
Please make Purchase Order out to Vac -Con, Inc, 966 Hall Park Dr., Green Cove Springs, FL 32043
Buying
cost
8'x6" std 10 1/2 OD flange alum tube pt# $ 300.00
VAC -CON, INC.
*Upgrade to 2011 with'07 EPA
City of Lodi
Contractor:
Bulldog ENZ nozzle 400.080 $ 2,600.00
Agency:
*Only 1 chassis left, it is 66000 GVWR
and is subject to prior sale.
$
969 Hall Park Rd, Green Cove Springs, FL 32043
Contact
Charles E. Swimley, Jr., Water Services Mgr.
Prepared By:
JAN CHAPMAN janc@vac-con.com
Person:
Subtotal From Additional Sheet(s):
Phone:
Tel: 209-333-6740/ Fax: 209-333-6841
Phone:
Tel: 904-284-4200 • Fax: 904-284-3305
Location City,
1331 South Ham Lane, Lodi, CA 95242-2995
Contract No.:
SC01-10
State:
Delivery
Date:
07/13/2010
Product Code:
A002
Product
DUAL ENGINE FAN COMBINATION UNIT 9 CU YD
Description:
$
(11,355.24)
A. Item Base Unit Price Per 11- GAC Contract: A: $ 128,766.00
Notes: The inial Vac -Con Model after options & accessories is: V312LHAE/1300
B. Published Options (Itemize below and attach additional sheet(s) if necessary)
cost
Subtotal Options & Accessories -see attached sheets Bl: $ 78,807.00
Subtotal Chassis (Not Available to Customers in the State of TX) see attached sheets B2: 80,920.00
Subtotal B: $ 159,727.00
C. Unpublished Options (Itemize below and attach additional sheet(s) if necessary)
Code Description cost
Code
Description
cost
8'x6" std 10 1/2 OD flange alum tube pt# $ 300.00
*Upgrade to 2011 with'07 EPA
$
1,610.00
Bulldog ENZ nozzle 400.080 $ 2,600.00
*Only 1 chassis left, it is 66000 GVWR
and is subject to prior sale.
$
5,720.00
Hydraulics off auxiliary engine $ 2,667.00
Extended Frame is 11
Subtotal From Additional Sheet(s):
Subtotal C:
Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options(A+B). For this
$
12,897.00
4%
D. Other Price Adjustments (E.G. Installation, Freight, Delivery, Etc.)
Delivery
$
6,050.00
Less special discount
$
(17,405.24)
Subtotal D:
$
(11,355.24)
E. Unit Cost of Item Before Fee & Non -Equipment Charges (A+B+C+D)
$
290,034.76
Quantity Ordered
X
1
Subtotal E:
$
290,034.76
F. Non -Equipment Charges (Trade -In, Extended Warranty, etc.)
Tire Fee $1.75/tire x 10
$
17.50
If both Vac -Con & Chassis are being supplied HGAC Administration Fee is $1000.00 per Purchase Order
$
1,000.00
CA Sales Tax, Rate 8.75%
$
25,465.54
Price excludes any applicable sales taxes, FET, tag, title or registration fees.
Subtotal F:
$
26,483.04
G. Total Purchase Price (E+F): $ 316,517.80
(Please Type, or Print Legibly) Estimated Delivery Date:
EXHIBIT..D
/CALIFORNIA
UBLIC AGENCY
NCPA
NORTHERN POWER AGENCY
P.O. Box 1478
12745 N'Thornton Road
Lodi, CA 95241
(209) 333-6370
www.ncpa.com
July 2 0,20 10
Mr. Charles Swimely
City of Lodi
221 West Pine Street
Lodi, CA 95240
Subject: Lodi Energy Center Project
Agreement to Supply Recycled Water - Payment
Dear Mr. Swimely:
This letter is to inform you that Northern California Power Agency will be executing a wire transfer
in the amount of $300,000 on July 23,20 10 in accordance with the Agreement to Supply Recycled
Water between NCPA and the City of Lodi, Section 9.8 .
Sincerely,
Gt
Ed Warner, Project Manager
Northern CA Power Agency
cc: Wally Sandelin
Steve Schwabauer
RECEIVED
JUL 22 2010
CITY OF LO
MUNICIPAL SERVICE R
RESOLUTION NO. 2010-126
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
PURCHASE OF VAC -CON SEWER VACUUM TRUCK
WHEREAS, in response to more stringent collection system requirements, the City
needs to replace the obsolete rodding truck (Unit No. 04-095) with a new dedicated line
maintenance vacuum truck. The existing vacuum truck (Unit No. 04-038) will support the CCTV
van and respond to plugged sewer calls and sanitary sewer overflows. This will significantly
decrease Truck No. 04-038 repair costs and enhance compliance with the Statewide General
Waste Discharge Requirement by increasing the amount of line maintenance performed each
year, which will result in fewer sanitary sewer overflows; and
WHEREAS, per Lodi Municipal Code §3.20.045, State and Local Agency Contracts, the
bidding process may be waived when it is advantageous for the City, with appropriate approval
by City Manager and City Council, to use contracts that have been awarded by other public
agencies, provided that their award was in compliance with their formally -adopted bidding or
negotiation procedures; and
WHEREAS, staff recommends utilizing the H -GAC, Houston -Galveston Area Council
Contract No. SC01-08 for the purchase of the Vac -Con Model V312LHAE/1300 Combination
Sewer and Storm Drain Cleaner from Municipal Maintenance Equipment, Inc., of Sacramento,
California.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the purchase of the Vac -Con Model 312LHAE/1300 Combination Sewer and Storm
Drain Cleaner in the amount of $316,518 from Municipal Maintenance Equipment, Inc., of
Sacramento, California, utilizing the H -GAC, Houston -Galveston Area Council Contract
No. SC01-08.
Dated: August 4, 2010
hereby certify that Resolution No. 2010-126 was passed, and adopted by the City
Council of the City of Lodi in a regular meeting held August 4, 2010, by the following vote:
AYES: COUNCIL MEMBERS— Hansen, Hitchcock, Johnson, and
Mayor Katzakian
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS— Mounce
ABSTAIN: COUNCIL MEMBERS— None
�-02&
2010-126