Agenda Item #12.2
For Council Meeting of: March 1, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: ZAC BRAND, FLEET SERVICES SUPERINTENDENT, TRANSPORTATION AND PUBLIC WORKS
BRANDALYN TRAMEL, PURCHASING AGENT, FINANCE DEPARTMENT
AUTHOR: JENNIFER MYLES, SENIOR BUYER, FINANCE
SUBJECT: APPROVAL OF A PURCHASE ORDER FOR TWO VAC-CON COMBINATION SEWER AND STORM DRAIN CLEANERS, AND ONE VAC-CON HYDRO EXCAVATOR TO VAC-CON, INC., UNDER THE SOURCEWELL COOPERATIVE AGREEMENT NUMBER 101221-VAC AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution, approve a purchase order with Vac-Con, Inc., Green Cove Springs, Florida,in an amount not to exceed $1,677,873.59 for the purchase of two Vac-Con Combination Sewer and Storm Drain Cleaners to replace existing City vehicles used in the Transportation and Public Works and Water Departments and one Hydro Excavator to replace existing City vehicle in the Water Department, under the Sourcewell Cooperative Agreement number 101221-VAC.
EXECUTIVE SUMMARY
Purchasing has received a purchase requisition from the Transportation and Public Work (TPW) Department for the purchase of two Vac-Con combination sewer and storm drain cleaners and one Vac-Con Hydro Excavator under Sourcewell Cooperative Agreement number 101221-VAC.
BACKGROUND
Under the City’s guidelines for replacement of fleet vehicles, the Transportation and Public Works Department (TPW) Fleet Maintenance Division selects a vehicle for replacement when it has reached the end of its cost-effective life cycle. These vehicles have met the replacement criteria using a 15 point replacement program, an industry standard to predict when best to sell a vehicle. Repair costs, age, and mileage are considered in the point calculation performed by our Faster Fleet software system. All three current City vehicles have surpassed their useful life and are scheduled for replacement.
The purchase of the two Vac-Con Combination Sewer and Storm Drain Clearners will replace City vehicles 16605 used in Transportation and Public Works, and 16003 used in Water Department, which are 2006 and 2010 models.
The purchase of one Hydro Excavator will replace City vehicle 16905 used in Water Department, which is a 2009 model.
PRIOR CITY COUNCIL REVIEW
Not applicable
ANALYSIS
The two Vac-Con Combination Sewer and Storm Drain cleaners differ in that one will be equipped with a lateral kit, and the other will be equipment with an excavation kit. The Purchase Order will be submitted directly to the manufacturer, Vac-Con, Inc., and Municipal Maintenance Equipment, Inc., Sacramento, CA, the local Northern California dealer, will provide training, warranty support, and future service for the Vac-Con products.
Santa Rosa city Code Section 3-08.160 allows for cooperative purchases when advantageous to the City. Based on the pricing the City obtains under the Sourcewell solicitations and the specialized nature of the Equipment for purchase, Transportation and Public Works and Purchasing staff consider it advantageous to the city to use the cooperative purchase.
Upon approval by Council, a single purchase order using the city’s standard Purchase Order Terms and Conditions will be issued to Vac-Con, Inc. for equipment and amount as identified above and below. The Purchase Order issued directly to the manufacturer (Vac-Con, Inc.) will reference the Sourcewell Contract and the Quotes provided by the local dealer for that direct purchase, Municipal Maintenance Equipment. as identified herein.
The total cost includes tax, and tire recycle fees, warranty, and delivery.
Vac-Con Model VPD4211HE/1300 Combination Sewer and Storm Drain Cleaner with lateral kit mounted on a new Freightliner Model 114SD 6x4 truck chassis in the amount of $573,140.82 Vac-Con Model VPD4211HE/1300 Combination Sewer and Storm Drain Cleaner with excavation kit mounted on a new Freightliner Model 114SD 6x4 truck chassis in the amount of $573,911.03 Vac-Con Model VXPD4212LHE/1100 Hydro Excavator with mounted boom on a new Freightliner Model 114SD 6x4 truck chassis in the amount of $530,821.74.
Sourcewell Cooperative purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments.
Sourcewell, formerly National Joint Powers Alliance, was created by state law as a service cooperative to provide programs and services to members in education and government. Sourcewell was established with the statutory purpose to assist members in meeting specific needs which are more efficiently delivered cooperatively than by an entity individually. Sourcewell serves over 50,000 member agencies nationally. All contracts are subject to periodic business reviews throughout the term of the contract to ensure compliance.
Sourcewell is authorized to establish competitively awarded cooperative purchasing contracts on behalf of itself and its member agencies. Sourcewell follows the competitive contracting law process to solicit, evaluate and award cooperative purchasing contracts for goods and services. Sourcewell exclusive contracts are offered to its members with one nationally leveraged volume purchasing discounts that agencies may not obtained through a single competitive process. Agency members obtain volume discount pricing, and additional cost savings by eliminating the need for a competitive process.
FISCAL IMPACT
Funds for this operational expense have been allocated in the FY 2021/22 budget under the Transportation and Public Works Department - E & R Replacement - Key 300106-5584. Approval of this action does not have a fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
The proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and that no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution / Exhibit A - Vendor Quotes
CONTACT
Zac Brand, [email protected] 707-543-3717
Brandalyn Tramel, [email protected] 707-543-3706
Jennifer Myles, [email protected] 707-543-3702
APPROVAL OF A PURCHASE ORDER TO VAC-CON INC. FOR THE PURCHASE OF TWO VAC-CON COMBINATION SEWER AND STORM DRAIN CLEANERS AND ONE HYDRO-EXCAVATOR UNDER SOURCEWELL COOPERATIVE AGREEMENT NUMBER 101221-VAC PAGE 3 OF 3