Administrative
Report
H.13., File # 23-7299 Meeting Date: 12/19/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF ONE GAPVAX 2023 MC1309-3S3S COMBINATION VACUUM/JETTER (CNG) VEHICLE FROM PLUMBERS DEPOT INC. FOR USE BY THE PUBLIC WORKS DEPARTMENT FOR A TOTAL COST OF $842,009.54
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase one replacement vehicle for the Public Works Department Sewer Division. The FY 2023-24 Adopted Budget included funding for the replacement of Redondo Beach Public Works Department Unit #326, a combination vacuum/jetter sewer truck. Competitive pricing for the vehicle has been secured through the Sourcewell Cooperative Purchasing Program.
BACKGROUND
In June 2023, the City Council Approved Decision Package (DP) #34 - Purchase of a Combination Vacuum/Jetter Sewer Truck as a part of the FY 2023-24 budget adoption process. This action set aside $820,000 for the replacement of the CNG combination sewer truck. The proposed vehicle will replace the existing Vactor Unit #326, which is approaching the end of its useful life and experiencing increased maintenance issues, due to lifespan and run-time. Funding provided by DP#34 accelerated the replacement of the unit by approximately 18 months. This is the City’s only Vacuum/Jetter Combination unit and is in near-constant use.
On August 15, 2023 the City Council approved the purchase of one Vactor 2112 Plus Jet Rodder Vacuum/Jetter Combination (CNG) vehicle from Haaker Equipment Company (Haaker) for a total cost of $785,844. A Purchase Order was issued by the City, however, Haaker advised City staff that, due to supply chain issues and factory delays, it will not be possible to deliver the model quoted to the City. In addition, the Vactor model ordered, utilizing a Freightliner 114SD chassis with a Cummins X12N CNG engine, is not California Air resource Board (CARB) certified beyond 2023.
Therefore, it is necessary to move forward with another vendor with a model that meets the operational needs of the Public Works Wastewater Division, follows City guidelines, and will meet all California Air resource Board (CARB) emission standards at the time of delivery.
As a result, it is recommended the City purchase one GapVax 2023 MC1309-3S3S Combination
H.13., File # 23-7299 Meeting Date: 12/19/2023
Vacuum/Jetter (CNG) from Plumbers Depot Inc. at a cost of $842,009. This unit offers the Public Works Department the functionality that is optimal for the City environment, while still following Council direction to utilize CNG when feasible. The estimated timeline for delivery of this unit is 16- 18 months. This unit is $22,009 over the $820,000 appropriated in the Approved Budget FY 2023-24.
The balance of funding is available in the Public Works Fleet Operating Budget and the Wastewater Enterprise Fund. Depending on the number of vehicles that can be procured this fiscal year, Public Works will bring an adjustment request to City Council as part of the Mid-Year Budget Review, to address the additional costs.
Given Council direction that Fleet continue to move forward with ZEV/LEV (including CNG) where possible/feasible, staff have recommended the GapVax unit with a CNG engine. It should be noted that Haaker, did offer alternative solutions to the previously ordered model, including a Vactor 2112 Plus Jet Rodder/Jetter Combination with a Freightliner Chassis with a DD13 Diesel Engine. The primary difference is the DD13 Diesel Engine as opposed to the X12N CNG Engine that was originally quoted. This 2023 Diesel unit is currently California CARB compliant and is quoted by Haaker at $756,914.
If City Council approves the purchase of the GapVax unit, staff will inform Haaker Equipment Company that the City will liquidate the Purchase Order issued in August 2023 for the Vactor CNG CARB compliant truck that they are unable to deliver.
The vehicle recommended for purchase has been selected through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a “Piggyback Bid,” which is a procedure of procuring goods or services by utilizing another public entity's recent Request for Proposal or Bid, or the Sourcewell Cooperative Purchasing Program.
Cooperative purchasing programs provide valuable benefits to state and local governments. By attaching to national or regional cooperatives, an agency has immediate access to legitimately solicited contracts and guaranteed pricing and delivery options, without expending staff resources on the preparation of its own competitive proposal. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the recommended vehicle in this report would be acquired via Sourcewell master vehicle contract #101221-VTR.
COORDINATION
The Public Works Department coordinated this report with the Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the vehicle was approved as part of the FY 2023-24 Adopted Budget via Decision Package #34 - Purchase of a Combination Vacuum/Jetter Sewer Truck using Wastewater Enterprise Funds. Specifically, $820,000 was set aside for the replacement of Vacuum/Jetter Unit #326. Public Works will bring an adjustment request to City Council as part of the Mid-Year Budget Review, to address the additional costs if needed. No additional Wastewater Fund appropriation is required for the purchase of the unit at this time.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
H.13., File # 23-7299 Meeting Date: 12/19/2023
Quote and Specifications for GapVax Unit #326, December 12, 2023 Quote for GapVax Unit #326 Plumbers Depot Inc., November 28, 2023 Administrative Report - City Council, August 15, 2023 Decision Package #34, FY 2023-24