City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: SEPTEMBER 19, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: PURCHASE ONE COMPRESSED NATURAL GAS VACTOR TRUCK FROM HAAKER EQUIPMENT COMPANY OF LA VERNE, CALIFORNIA FOR THE PUBLIC WORKS ENGINEERING DIVISION IN THE TOTAL AMOUNT OF $736,634.44 – SUPPLEMENTAL APPROPRIATION ISSUE:
Approve the purchase of one compressed natural gas Vactor truck from Haaker Equipment Company of La Verne, California for the Public Works Engineering Division in the total amount of $736,634.44.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of one compressed natural gas Vactor truck from Haaker Equipment Company of La Verne, California for Public Works Engineering Division in the total amount of $736,634.44; With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record an increase in revenues and supplemental appropriations in the same amount of $336,634.44 in the National Pollution Discharge Elimination System (NPDES) Storm Drain Fund; and With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation of $400,000 in the Air Quality Improvement Fund.
Authorize the City Manager, or designee, to execute all documents necessary to complete the financing, including making minor and non-substantive changes.
BACKGROUND:
The Public Works Engineering Division is responsible for the maintenance and overall care of storm drain catch basins and pipelines that make up the storm drain system throughout the City of Riverside (City). This maintenance is required by the City’s National Pollution Discharge Elimination System (NPDES) Permit covering stormwater activities. Compliance with this permit requires regular cleaning of over 4,800 catch basins. In addition, the City’s plan to comply with the State Trash Amendments relies heavily on routine cleaning of catch basins. Compliance with these State mandates is achieved by a year-round systematic maintenance approach utilizing sewer combination trucks to eliminate trash and debris from within storm pipes and catch basins.
On May 11, 2021, City Council approved the purchase of one compressed natural gas (CNG) Vactor truck from Haaker Equipment Company of La Verne, California for Public Works Engineering Division in the total amount of $483,223.28.
This Vactor truck was delivered in September 2022 and after several months of use, it was determined that it is too small as the debris tank fills up quickly requiring frequent dumps and causing inefficiencies in work operations. The truck is better suited for assignments requiring less debris removal and will be reassigned to the Public Works Wastewater Collections Division as a sewer line cleaning truck where the debris tank is not used as often. Upon receipt of the new Vactor truck, staff will return to City Council for the approval of the interdepartmental fund transfer. The proposed new Vactor truck has a larger chassis, which supports larger debris loads as well as a larger water tank better suited for storm drain cleaning. The Department currently utilizes an identical truck for storm drain maintenance and has found it to be very effective.
Air Quality Improvement Fund
Since 1991, local governments have received funds from the South Coast Air Quality Management District (SCAQMD) to implement programs which improve air quality by reducing pollution from motor vehicles. Over the years, the City has allocated these AB 2766 funds toward projects which not only improve air quality, but also provide other community benefits.
AB 2766 funds come from a $6.00 vehicle registration surcharge which is collected by the Department of Motor Vehicles for SCAQMD distribution. SCAQMD disburses a portion of these monies to cities quarterly in an amount according to population. The City receives approximately $400,000 to $420,000 annually.
On June 20, 2017, City Council authorized expenditures for specific projects and authorized the City Manager or his designee to approve use of Public Works Air Quality Improvement Funds for other projects meeting SCAQMD requirements. Purchase of the alternative fuel Vactor truck for storm drain maintenance is an eligible expense under AB 2766.
DISCUSSION:
Sourcewell is a national service cooperative created to provide government procurement resources and solutions to members in government, education and nonprofit sectors. Since the City of Riverside is a member of Sourcewell, Vactor Manufacturing is able to provide the best overall government pricing in accordance with Cooperative Agreement Number 101221-VTR through the competitive procurement process. Sourcewell released RFP #101221 on 08/24/21 and received 22 responses on the Proposal Due Date of 10/12/2021. Four (4) Sourcewell evaluators found nine (9) companies to be responsive and responsible. Sourcewell awarded the nine (9) companies, including Vactor Manufacturing, in their December 2021 Board meeting. Per the awarded contract #101221-VTR, Vactor Manufacturing is offering the City of Riverside a 3% discount off of the list price, reducing the truck price by $12,929.00.
Haaker Equipment Company is an authorized dealer for Vactor Manufacturing, as allowable within the terms of the cooperative agreement, and has offered pricing consistent with the discount in the agreement.
The utilization of the Sourcewell contract is in accordance with Purchasing Resolution No. 23914, Section 602(f), which states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
Make Model
Unit Price
Sourcewell Discount
Sales Tax (8.75%)
Total Price
CNG Vactor 2115-18” Plus Sewer Cleaner
$690,294.00
($12,929.00)
$59,269.44
$736,634.44
This vehicle meets the requirements of SCAQMD Rule 1196 (clean on-road heavy-duty public fleet vehicles) which requires public fleets acquire alternative-fuel vehicles to reduce pollutant emissions.
The Public Works Director concurs with the recommendation.
The Purchasing Manager concurs that this purchase is in compliance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new Vactor truck contributes to the City’s Strategic Priority No. 4 Environmental Stewardship and Goal No. 4.2 - Sustainably manage local water resources to maximize reliability and advance water reuse to ensure safe, reliable and affordable water to our community.
The recommended purchase aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – Maintaining the storm drain system serves the public interest and supports clean water in the community and proper flow of water during significant rain events.
Equity – This program supports clean water throughout the City ensuring that all residents can enjoy the beneficial uses of local waterways. The proposed Vactor truck will allow operators to perform preventative maintenance. This is key in preventing pollutants, trash, and debris from making its way to our local waterways.
Fiscal Responsibility – Provides a quality public service to all residents in a fiscally responsible way. The lifespan of our storm drain infrastructure can be extended through proper storm drain maintenance practices. Expanding the lifespan of the infrastructure will prevent the need for emergency work, which on average is much more costly than providing quality maintenance. The proposed Vactor truck will allow proper preventative maintenance to the storm drain system.
Innovation – The proposed purchase will provide the storm drain maintenance team with up-to-date technology that will improve the department’s ability to maintain the storm drain system in a timely manner.
Sustainability & Resiliency – Proper maintenance of the storm drain system contributes to the sustainability of the City’s and region’s local waterways. The proposed purchase will increase efficiency in diagnosing storm drain system problems, thus making a more sustainable City by avoiding repeat work and emergency work.
FISCAL IMPACT:
The total fiscal impact is $736,634.44, with a portion reimbursable by NPDES funds. Upon City Council approval, an increase in revenue account 0000260-369001 of $336,634.44 and a supplemental appropriation of an equivalent amount in expenditures account 4140200-462100 will be recorded in the NPDES Storm Drain Fund. A request equal to this amount will be submitted Additionally, a supplemental appropriation of $400,000.00 will be recorded in expenditure account 4140100-462100 in the Air Quality Improvement Fund, which has sufficient fund reserves for the purchase.
Prepared by: Carl Carey, General Services Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Edward Enriquez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Sourcewell Quote from Haaker Equipment Company
Sourcewell Contract No. 101221-VTR
Vactor Truck Purchase ● Page 3