CITY OF POMONA
COUNCIL REPORT
February 27, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Chris Diggs, Water Resources Director
SUBJECT: APPROVE THE PURCHASE OF A CNG COMBO JETTER TRUCK FROM HAAKER EQUIPMENT COMPANY, IN THE AMOUNT OF $754,138 RECOMMENDATION:
It is recommended that the City Council approve the following action:
Approve the purchase of a CNG Combo Jetter Truck from Haaker Equipment Company, in the amount of $754,138; and Authorize the City Manager to execute any agreements necessary to complete the purchase.
EXECUTIVE SUMMARY:
The recommended action is to replace one of the City’s two Sewer Combo Jetter trucks (Vactor). The Vactor is operated daily to clean sewer pipes, prevent sewer spills, and to assist other operations within Water Resources. Once ordered, it is estimated it will take 500 days before the City takes possession of the new Vactor.
FISCAL IMPACT:
The fiscal impact for the purchase of one (1) CNG Combo Jetter truck from Haaker Equipment Company totals to $754,138, including sales tax and, a three (3) year warranty on body ($6,678) and chassis ($4,850), Attachment No. 1. Funds are available in Sewer FY 2022-23 budget (581-2522-66182-00000). Due to the long build/delivery time for the Vactor, funds for this purchase will be included in the proposed FY 2023-24 and FY 2024-25 budgets as needed.
DISCUSSION:
The City provides sewer collection service to approximately 30,000 residential and commercial customers through a network of 319 miles of sewer pipes. The two main pieces of equipment used to conduct maintenance of these pipes is a camera truck, which is used to video inspect sewer pipes, and a Vactor which is used to clean the pipes. Vactors are also used to excavate soil to allow for repairs to be made, and to clean areas impacted by sewer system overflows. Because of their many uses, it is important to always have at least one Vactor available for service. Given the Sewer division only has one reliable Vactor, staff is requesting the replacement of its old Vactor with a new one.
In accordance with the City’s Vehicle Replacement Policy, factors to be used in evaluating the replacement of vehicles and equipment include: age, condition, maintenance, operational cost, depreciation and obsolescence. Additional criteria for replacement include the following:
Replacement parts are no longer available to make repairs; Continued use is unsafe;
Damage has made continued use irreparable;
Cost of repair exceeds the remaining value;
Vehicle/Equipment being replaced meets or exceeds the minimum mileage/hours criterion, which is 110,000 miles for special purpose equipment.
Vactor unit 27013 meets the criteria of City’s Vehicle Replacement Policy pursuant to criteria items number 3, 4, and 5.
Haaker Equipment Company is the exclusively authorized manufacturer and distributor of the Vactor Combo Jetter truck in the region. To replace the City’s existing Vactor the City proposes to use a Sourcewell Cooperative Purchasing Agreement- Contract #101221-VTR. Pursuant Purchasing Sec. 2-997, the Procurement Officer is authorized to recommend a cooperative or “piggyback” purchase on an awarded contract for services or equipment, entered into by other governmental agencies (municipality, county, state, or other agencies) through a competitive bid process, provided all products or equipment requested meet the technical specifications of the awarded bid. This purchase has been reviewed and recommended by the City’s Purchasing Manager. Once an order is placed, it is estimated it will take 500 days before the City takes possession of the new Vactor.
Prepared by:
Romell Eutsey
Wastewater System Supervisor
ATTACHMENT:
Attachment No. 1 – Haaker Equipment Company Quote- Cooperative Purchasing Agreement- Contract #101221-VTR
Approve Purchase of a Vactor Truck from Haaker Equipment