CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
10/23/2023
1 SUBJECT:
Amended Purchase Agreement between the City of Pacifica and Vac-Con, Inc. increasing the contract amount by $42,538.48 for the Purchase of a Vac-Con G2 VT310LHAE/1300 truck for the Wastewater Division
RECOMMENDED ACTION:
Adopt the Resolution for the following:
• Approving the Amended Purchase Agreement between the City of Pacifica and VacCon, Inc. increasing the contract amount by $42,538.48 for the Purchase of a Vac-Con G2 VT310LHAE/1300 Truck for the Wastewater Division.
• Transfer $42,538.48 from Wastewater Fund 18 to the Vehicle Replacement Fund 72. • Authorize the City Manager to execute all documents related to the purchase.
STAFF CONTACT:
Eddie Pastrano, Collection Systems Manager
(650) 822-4547
[email protected]
Rey Mendez, Assistant Superintendent (Collections System) (650) 522-0346
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
On November 22, 2022, the City Council adopted Resolution No. 82-2022 approving a budget of $1,979,660 for Vehicle Replacement Fund 72 FY 2022-23. Then on January 9, 2023, the City Council adopted Resolution No. 07-2023 approving Vehicle Replacement Phase I for Fiscal Year 2022-23 totaling $1,488,997.93 which included the purchase of the Vac-Con G2 VT310LHAE/1300 Truck (Vac-Con) in the amount of $618,859.61 for the Wastewater Division.
The Wastewater Division requires two Vac-Con vehicles for cleaning the city’s sewers and removing blockages. This is the primary way the city prevents sanitary sewer overflows. As noted in the previous Council reports, one of Wastewater’s Vac-Con trucks is an old unit that was experiencing maintenance problems and slated for replacement based on the city’s consultant developed vehicle replacement list.
Staff uses Sourcewell California State Contract as a procurement method for certain items, such as vehicles, which are negotiated down below regular retail prices. The purchase of the VacCon was through this process. The Sourcewell purchase price did not include other vehicle addons that are needed specifically for work in Pacifica. These included an extra-long hose reel, excavation system for utility location and upgraded vehicle traffic lights. Staff negotiated with Pacifica City Council 2
October 23, 2023
Vac-Con, Inc. for these additional items for the vehicle that come to a total cost of $42,538.48.
Based on these additional items, the vehicle cost will increase from the original Council approved cost of $618,859.61 to $661,398.09 with the add-ons.
The City Manager recommends approval of the amended Purchase Agreement with Vac-Con, Inc. increasing the amount by $42,538.48 and transferring $42,538.48 from Wastewater Fund 18 to Vehicle Replacement Fund 72.
ALTERNATIVE ACTION:
The Council may choose not to approve the Amended Purchase Agreement with Vac-con, Inc. which would cause this critical vehicle to be unavailable for critical staff work duties. The City Manager does not recommend this alternate action.
RELATION TO CITY GOALS AND WORK PLAN:
Approval of the Amended Purchase Agreement is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets, and facilities: The Purchase of the Vac-Con truck will ensure safe working conditions for City employees while providing public safety and maintaining critical public infrastructure.
FISCAL IMPACT:
The estimated source and use of funds table is shown below:
Total Project Source and Use of Funds
Previous Council Approval from Fund 72 - Motor Pool
Replacement Fund
$ 618,859.61
Account 18.940000.59972.0000.000 18 Fund Balance to
Fund 72 (Increase for add-ons)
$ 42,538.48
Total Source of Funds $ 661,398.09
Amended Purchase Agreement $ 661,398.09
Total Use of Funds $ 661,398.09
Estimated Project End Balance $ 0
Pacifica City Council 3
October 23, 2023
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Purchase Agreement 122094_Vac-ConRev10-23-23 (PDF)
Pacifica City Council 4
October 23, 2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
APPROVING THE AMENDED PURCHASE AGREEMENT BETWEEN THE CITY OF PACIFICA AND VAC-CON, INC. INCREASING THE CONTRACT AMOUNT BY $42,538.48 FOR THE PURCHASE OF A VAC-CON G2 VT310LHAE/1300 TRUCK FOR THE
WASTEWATER DIVISION
WHEREAS, the City Council during their regular meeting on November 28, 2022, adopted Resolution No. 82-2022 which approved a budget of $1,979,660 and to purchase vehicles that are considered critical for replacement for Fiscal Year 2022-23; and WHEREAS, the City Council during their regular meeting on January 9, 2023, adopted Resolution No. 07-2023 approving Vehicle Replacement Phase I for Fiscal Year 2022-23 totaling $1,488,997.93 which included the purchase of the Vac-Con G2 VT310LHAE/1300 Truck (Vac-Con) in the amount of $618,859.61 for the Wastewater Division due to age and maintenance issues; and
WHEREAS, the City used the Sourcewell CA State Contract as the procurement method for the Vac-Con that allows for negotiated prices that are lower than retail prices; and WHEREAS, staff required vehicle add-ons for utility location, extra long hose reel and upgraded traffic lights that cost an additional $42,538.48 more than the original approved budget of $618,859.61 putting the total cost at $661398.09; NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to:
Approve the Amended Purchase Agreement between the City of Pacifica and Vac-Con, Inc. increasing the contract amount by $42,538.48 for the purchase of one Vac-Con G2 VT310LHAE/1300 Truck for the Wastewater Division; transfer of $42,538.48 from Wastewater Fund 18 to the Vehicle Replacement Fund 72; and authorize the City Manager to execute all documents related to the purchase.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of October 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney