DATE: June 3, 2024
TO: President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, District Manager
Marlene Subhashini, Assistant District Manager
FROM: Andrew Brozyna, Public Works Director/City/District Engineer Zaheed Danish, Public Works Maintenance Manager
Gonzalo Larios, Public Works Maintenance Superintendent DEPARTMENT: Public Works
SUBJECT: EXPENDITURE OF $639,525.79 FROM FUND ACCOUNT NO. 401-0960-461-4384 FOR THE PURCHASE OF A VAC-CON
HYDRO EXCAVATOR FROM MUNICIPAL MAINTENANCE
EQUIPMENT, INC.
RECOMMENDATION
It is recommended that Estero Municipal Improvement District (EMID) Board of Directors approve the attached Resolution authorizing the purchase of a second vacuum truck from Municipal Maintenance Equipment, Inc. in the amount of $639,525.79 from Fund Account No. 401-0960-461-4384 to assist the Water Division with hydro excavation.
EXECUTIVE SUMMARY
The water division currently depends on one (1) vacuum truck to hydro excavate when repairing water leaks, which is the most time and energy efficient way to access Foster City’s underground utilities. This is especially important as time is of the essence in a water repair emergency. Hydro excavation also reduces the risk of injury for staff compared to wielding hand tools – picks and shovels.
When the vacuum truck is down for repairs, EMID has depended upon mutual aid from the City of San Mateo to provide a back-up unit. However, because of the vital nature of this specific unit, most cities have more than one vacuum truck. EMID’s one vacuum truck is several years old, gets extensive use and, although it is still serviceable, EMID is spending increasing amounts of time and money to maintain it.
If approved, this second vacuum truck will be purchased from Municipal Maintenance Equipment, Inc. in the amount of $639,525.79 from Fund Account No. 401-0960-461- 4384 and it will then be added to the Vehicle Replacement List for future replacement.
BACKGROUND/ANALYSIS
Vacuum trucks are used primarily for hydro excavation, sewer sanitation line cleaning, catch basin and storm drain cleaning and containment pit maintenance.
Currently the EMID wastewater and water divisions share a vacuum truck, which can cause work scheduling conflicts for this important unit. Purchasing an additional vacuum truck will allow both divisions to remain efficient in their work and will provide a back-up in the event that either unit is down for emergency or routine maintenance.
The vacuum truck is a specialized unit that is vital to the Public Works department for routine removal of debris as well as emergency excavations.
Municipal Code Section 3.04.110.G authorizes purchases that use bids from other public agencies that are not older than six months. The pricing from Municipal Maintenance Equipment, Inc. was obtained through Sourcewell, formerly known as National Joints Powers Association (NJPA), which was established with the statutory purpose to assist public agencies in meeting specific procurement needs which are more efficiently delivered cooperatively than by an entity individually. The City received pricing for this specialized vehicle from Municipal Maintenance Equipment, Inc. which has established pricing through a compliant bid process. The proposed vacuum truck is a Vac-Con VMXT350H/410 with a Freightliner 114SD Plus chassis.
CEQA
Exempt Pursuant to CEQA Guideline Section 15301(b) Class 1 – Existing Facilities
FISCAL IMPACT
This expenditure is planned and funded in the current fiscal year. Due to rising costs, an additional $39,525.79 was transferred to address the funding gap. Funds have been budgeted and are available for this purchase in the amount of $639,525.79 for the new Vac-Con Hydro excavator in Fund Account No. 401-0960-461-4384. The funds are anticipated to be requested to be carried over to FY 2024-2025 in order to make final payment since build-up of the vehicle is expected to span Fiscal Years.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Staff Empowerment and Operations Excellence
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Sourcewell Contract No. 101221-VAC