Item 13 - Auth to Purchase Vacuum Jet-Rod Truck by Cooperative Purchase & Passenger Van through Informal BidDATE:
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CONTACT:
SUBJECT:
Summary:
AGENDA REPORT CityofPoway
October 6, 2020
Honorable Mayor and Members of the City Council
Eric Heidemann, Director of Public Works
CITY COUNCIL
Will Willey, Assistant Director of Public Works for Maintenance Operation+'
(858) 668-4705 or wwilley@poway.org
Authorization to Purchase a Vacuum/Jet-Rod Truck by Cooperative Purchase
Agreement and a Passenger Van through Informal Bid
The City's approved Fiscal Year 2020-21 Capital Replacement Equipment Fund includes funding to
purchase one vacuum/jet-rod (vactor) truck and one passenger van. The City is a member of several
cooperative purchasing organizations and for optimal pricing it is recommended the vactor truck be
procured through the Sourcewell cooperative purchasing program and the passenger van be
procured through informal bid from Poway Chrysler Jeep Dodge Ram. The total estimated cost for
these vehicles, including upfits, sales tax, tire tax, and documentation fees is $559,141.78.
Recommended Action:
It is recommended that the City Council authorize the purchase of a Vacuum/Jet-Rod
Stormwater/Sewer Pipe Cleaning and Excavation Truck ($527,220.88) from Haaker Equipment
Company, through a Sourcewell Cooperative Purchasing Agreement and a Passenger Van ($31,920.90)
from Poway Chrysler Dodge Jeep Ram through an informal bid process for a total estimated cost of
$559,141.78, and authorize the City Manager to execute any necessary documents.
Discussion:
The City maintains over 125 street legal vehicles for the purpose of inspecting, maintaining and
operating City facilities, and infrastructure. Annually, several of these vehicles must be replaced as
they have met their useful life, have excessive mileage, or as a result of their maintenance history.
The current budget contains funding to replace one of the Wastewater and Stormwater Divisions'
vactor trucks and the Community Services Department's passenger van.
The City's two vactor trucks are used to clean and maintain City sewer lines and stormwater catch
basins. The City's two vactor trucks are utilized by both the Wastewater and Stormwater Divisions.
One of the vactor trucks is eight years old and is scheduled for replacement. The vactor truck is used
for stormwater system maintenance including removal of sediment and debris in 106 miles of
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stormwater pipes, 1,432 curb inlets, and 44 box culverts. The Wastewater Division has an estimated
182 miles of sanitary sewer collection pipelines in Poway and cleans approximately 30 percent of the
system annually utilizing the vactor truck. The vactor truck is also used to respond to emergency
situations such as stormwater pipe failures, sewer blockages, and water distribution main breaks in
order to protect public health and safety and ensure regulatory compliance. In an effort to maximize
cost savings, staff is utilizing the Sourcewell cooperative purchasing contract for this vehicle. Section
3.28.110 of the Poway Municipal Code permits the use of cooperative purchasing programs for
procurement of supplies, services and equipment when the administering agency has made their
purchase in a competitive manner. The City solicited and received a quote from Haaker Equipment
Company, a member of Sourcewell, in the amount of $527,220.88. The eight-year old vactor truck will
be sent to auction out of state due to California Air Resources Board requirements, when the new
vactor truck is received.
The Community Services Department's nineteen-year old passenger van has exceeded its useful life
and is scheduled for replacement. Fleet staff worked closely with Community Services staff to
determine the needs of the department. After careful consideration, the Chrysler Pacifica Touring
model met or exceeded the department's specifications and requirements. The City recognizes that
there is a regional benefit whenever it can do business with local dealers. As such, the City requested
quotes from local dealers for a passenger van matching the Community Services specifications. The
City received two responsive quotes, one from Poway Chrysler Jeep Dodge Ram and one from Perry
Ford of Poway. The passenger van, Chrysler Pacifica Touring, from Poway Chrysler Jeep Dodge Ram
best met needs of the department and was lower than the State's cooperative purchasing contracts.
As such, staff is requesting authorization to purchase the passenger van from Poway Chrysler Jeep
Dodge Ram. Staff ran an informal bid for this purchase since the expected cost of the passenger van
would be less than $50,000.00. The total cost of the passenger van is $31,920.90. The purchasing of
the passenger van from Poway Chrysler Jeep Dodge Ram will save Poway residents tax dollars on this
purchase, while also contributing to the local tax base.
It is anticipated that it will take approximately nine to twelve months for the City to take delivery of
the vactor truck and six weeks to take delivery of the passenger van. Upon receipt of the vehicles,
staff will complete all necessary steps to get the vehicles into use, including proper registration and
insurance as well as any necessary insignia, lights or additional accessories.
Environmental Review:
This action is not subject to review under the California Environmental Quality Act (CEQA).
Fiscal Impact:
The City proactively plans for the replacement of its vehicles by annually setting aside a portion of the
anticipated replacement costs. As such, sufficient funding is available in the Fiscal Year 2020-21 Capital
Replacement Equipment Fund (115010-61040) for the purchase of the vactor truck and passenger
van. The total cost for these two vehicles is $559,141.78. The collection of annual replacement charges
on these new vehicles will begin next fiscal year.
Public Notification:
None.
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Attachments:
None.
Reviewed/ Approved By:
w~d aserman
Assistant City Manager
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Reviewed By:
Alan Fenstermacher
City Attorney
App roved By:
City Manager
October 6, 2020, Item #13