Item 1.7 - Auth to Purchase Vacuum/Jet-Rod Stormwater/Sewer Pipe Cleaning and Excavation Truck=G� �W'9Y
�`��%" ru TMe cOr�
City of Poway
COUNCIL AGENDA REPORT
APPROVED
APPROVED AS AMENDED
❑
(SEE MINUTES)
DENIED
❑
REMOVED
❑
CONTINUED
RESOLUTION NO.
DATE: October 3, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Michael Obermiller, P.E., Director of Public Works
mobermiller@poway.org 4Q
CONTACT: Eric Heidemann, Assistant Direclkr of Public Works for
Maintenance Operations 1FX1
eheidemann@poway.org
SUBJECT: Authorization to Purchase a Vacuum/Jet-Rod
Stormwater/Sewer Pipe Cleaning and Excavation Truck
for Stormwater, Wastewater and Water Divisions by
Cooperative Purchase Agreement
Summary:
The City's approved Fiscal Year 2017-18 Capital Replacement Budget includes funding
to purchase a replacement vacuum/jet-rod maintenance truck. The City is a member of
several cooperative purchasing organizations, including the Houston -Galveston Area
Council (HGACBuy). For optimal pricing, it is recommended that the purchase of this
equipment be made through the HGACBuy Cooperative Purchasing Program. A truck
that meets the City's service requirements, specifications, and has been competitively bid
is available through Gap Vax Inc., a member of HGACBuy.
Recommended Action:
It is recommended that the City Council authorize the purchase of a Gap Vax Model
MC1012 Combination JetVac Body on a 2018 Western Star 4700SF Chassis from Gap
Vax, Inc., through the Houston -Galveston Area Council (HGACBuy) Cooperative
Purchasing Program, for a total estimated cost of $515,483.00 and authorize the City
Manager to execute any necessary documents.
Discussion:
The current eleven -year-old vacuum/jet-rod cleaning truck has exceeded its useful life
and is scheduled for replacement. Staff invited the three primary vacuum/jet-rod cleaning
truck manufacturers to our fleet facility to demo and thoroughly test their vehicles. After
1 of 4 October 3, 2017, Item #
Authorization to Purchase Vacuum Truck
October 3, 2017
Page 2
careful consideration, the Gap Vax model met or exceeded the department's
specifications and requirements in all regards.
The City has two vacuum/jet-rod cleaning trucks; one is primarily used in the Stormwater
Division and the other in the Wastewater Division. Staff will rotate the use of the vehicles
in the event one is down for repairs. The retired vehicle will be sent to auction out of state
when the new truck is received.
Three Public Works divisions use the vacuum/jet-rod cleaning truck for various
maintenance and emergency field operations. It is also used for hydro excavation to
safely expose underground utilities.
The Stormwater Division uses the truck for stormwater system maintenance including
removal of sediment and debris in 106 miles of 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% of the system annually
utilizing the truck. The truck is also used to perform daily jet -rodding and cleaning of the
City's wastewater and stormwater systems ensuring free-flowing pipelines and
compliance with National Pollutant Discharge Elimination System mandates; and 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.
All agreements offered through Houston -Galveston Area Council (HGACBuy)
Cooperative Purchasing Program have been awarded via a thorough Request for Bid
(RFB) competitive solicitation program by a public agency/government entity (e.g. state,
city, county, public university or school district). The program provides a streamlined and
effective procurement option by establishing agreements with manufacturers and
suppliers currently on an existing multiple award schedule with a competitive procurement
procedure. 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 (Attachment "A") from Gap Vax, Inc., a member of HGACBuy, in
the amount of $515,483.00. The purchase price also includes an optional 5 -year
extended warranty on the engine and transmission.
Environmental Review:
This action is not subject to California Environmental Quality Act review.
Fiscal Impact:
An additional appropriation of $15,490.00 is needed from the Equipment Replacement
Fund's Undesignated Fund Balance account 611-8912 to the Automobile & Truck
2 of 4 October 3, 2017, Item # 1.1
Authorization to Purchase Vacuum Truck
October 3, 2017
Page 3
account 611-0108-6106 so there are sufficient funds available to purchase the
vacuum/jet-rod systems maintenance truck as described in the report for $515,483.00.
Public Notification:
A copy of this report was sent to Gap Vax, Inc.
Attachments:
A. HGACBuy Contract Pricing Worksheet
Reviewed/Approved By: Reviewed By: Approved By:
Wend Kaserman Morgan Foley Tina White
Assistant City Manager City Attorney City Manager
3 of 4 October 3, 2017, Item # 1.-1
j//1►weB_�B CONTRACT PRICING WORKSHEET
NGA V' For Catalog & Price Sheet Type Purchases
Contract
No.; I SCOL -15
Date
Prepared: 9/5/2017
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents
MUST be faxed to H -GAC Q 713-993-4548. Therefore please type or print legibly.
Buying City of Poway
Agency:
Contractor•. OapVax, Inc.
contact'Tony Bowers
Person:
Prrparea Betty Smith
By:
Phone:
Phone: j814-535-6766
Fu:
Fas: !:814-539-3617
r
Email:
Emelt: betty@gapvax.com
Catalog! Price sheel 8006
Name:
General Description ode! MC1012, ION) Callon Water 12Yd3 Debris Body,51nde Engine 17288 Rev 1
:
of ProductIF
:-:::i::::{.}:::?iii::.. ....... ..........I...... :::.iii...... I... . ......:{.ii}?::
�1t NECH55a. ��Y::<:iiif<:ii:i::?i?i?>'>::::>:>Jiii::}: iil�' :!:i;::>,
i;:Cei6iog j;pj{ceiSry iX�{�ijjiM . $. af�Up .ed:?iter ib�:QA14W: Ai14Sh:Add!(lop�t$.E.eat .......... rY.:.:::.::::.......:.:::.:...::::::::.:•:::....:......
........:::..:::..................::::. : •::: •:.::....::::::::.:::.::::..
.......::.::::::......................... .
Q........:...........P.._............................._....................................
Queen Description Unit Pr Total
1 IGapVm Model MC1012, 1000 Gallon Water 12 Yd3 Debris Body Single Engine with Options 327781 327781
1 12018 Westem Star 4700 SF 6X4450 HP Chassis with Primm Air Ride Suspension and warranties 143665 143665
I
e�j r
12,
...¢^:v,_ x -r. .-.: •xaiYar mmx-v.a�- A,.
1 to °
0
0
1 °
'
Total From Other Sheets, If Any:
Subtotal A]l 471446
oxopulilhheJ.Optldns+AecessoiyorStrvlce.ttams-TteinlzoBdaw.AtlachAdditiaoAl'SheeflJ:Nacessary,;;,
(Note!lopdbllsbedikmsal68oy.......rK4Dof3ubhUtteclanipne5d3Q.taiia�top'abidJ .
uan Description Unit Pr
Total
0
1
I 0
0
1
i 0
Total From Other Sheets, If Any:
Subtotal B:
0
Cheek: Total cost of Unpublished Options (B) cannot exceed 25% of the total of !• For this transaction the percentage is:
the Base Unit Price plus Published Options (A+B).
C., Trade-lus1 Speglal Dig eooAts 10therA .1owancgs /.Freight /1inilWilittoa / Mlseepaneaus Charges
Delivery Charges 7500
Sales Tax at 7.75% 36537
Subtotal C: 44037
Delivery Date.1
$ Tot ii paretiase $rise (A+$+C) . 515483'
4 of 4 ATTACHMENT A October 3, 2017, Item #