Item Number: 23
City Council / Board of Directors
Written Communications
Meeting of: December 17, 2024
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Custom Truck Beds for Water Field Service Vehicles
Recommendation:
That the Honorable City Council/Board of Directors:
(1) Find that Doug Page Manufacturing is the sole manufacturer for the procurement, manufacturing and installation of two (2) custom truck beds and a sole source is approved in accordance with VMC 2.28.100(b)(2); and
(2) Authorize the procurement, manufacturing and installation of two (2) custom truck beds in the amount of $239,923 to Doug Page Manufacturing.
Fiscal Impact:
This project was appropriated in the Fiscal Year 24/25 annual budget under the Water Fund (Fund 410) from the following account codes:
Acting in accordance with Staff's recommendation will result in a fiscal impact of $239,923. Contingencies for potential change orders have been incorporated into the overall budget to account for any unforeseen provisions that may arise once the project begins.
Strategic Plan Goal:
This item aligns with Goal E, Invest in Infrastructure. By continuously replacing the vehicles and equipment that have reached the end of their useful life, the City can continue to provide a healthy and livable community to all residents.
Account Description Account Code Amount
Replace Vehicle 62641 4100535 – 55040 – 74400 $149,234
Replace Vehicle 62427 4100535 – 55040 – 74440 $107,268
Total $256,502
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Background:
On March 15, 2022, the Victorville Water District (District) Board of Directors approved the purchase of fleet vehicles from Project CC22-060 which included two Water – Field Service vehicles, a Valve Exercising Truck and a Water Emergency Response Truck. The nationwide shortage of vehicles resulted in limited availability of inventory and drove the price of new and used vehicles to an all-time high. The Victorville Municipal Code
2.28.100(a)(5) allowed the City Manager to proceed with procuring the equipment in the open market after no responsive bids were received.
Victorville Municipal Code 2.28.120 allowed the Purchasing Division to utilize various cooperative purchasing programs, to take advantage of volume pricing established by any local, state, or federal governmental agencies, if the underlying purchase was made using quotation or bid procedures at least as restrictive as the City’s. The State of California Contract administered by the Department of General Services was deemed by the Purchasing Division to be in conformance with the City’s quotation or bid procedures to permit reasonable competition, provided the supplies and equipment purchased are the same and offered at the same price as the supplies and equipment subject to the program agreement.
Purchasing staff contacted numerous government cooperative purchasing programs for inventory updates, along with local dealers, and they all stated the factories would be releasing limited quantities on a first-come, first-serve basis. The District, along with other departments, took heed of the update to ensure future deliveries of vehicles.
In June 2023, two field services trucks (cab and chassis only) were procured; however, the vehicle dealer could not procure the custom beds that attach to the cab and chassis as needed by staff.
Discussion:
Once the vehicles were received from the dealer, inspected and entered into the system by the Fleet Division, and prepared for deployment, it was determined that the procurement of customized truck beds were necessary to meet operational needs. Each vehicle has unique specifications and operational requirements resulting in the need for customized beds.
The District has approximately 25,000 valves (devices that regulate, stop, or start the flow of water in the distribution system) that are required to be exercised on a three-year cycle.
The Valve Exercising Truck is equipped with valve exercising and vactor equipment that helps staff streamline the process and ensure the District is meeting state regulatory requirements. Staff uses this equipment to exercise water valves as part of a valve maintenance program to ensure optimal functionality and longevity, as well as the proper operation and closure of the valve. Being able to operate these valves at a moment’s notice is extremely important. In an emergency, sections of a distribution system may need to be shut down without delay. If not maintained properly or used over a period of time, sediment and buildup may cause the valve to seize or become inoperable. 3 9
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The second customized truck bed being requested is equipped to deploy staff, materials, tools, and equipment in emergency situations. Trucks equipped for this purpose are known internally as HIT Trucks, because one of the most common emergency response situations has been when contractors hit or cause damage to District water lines. This vehicle is equipped with emergency response equipment, tools, and material that allows staff to mitigate most emergencies that occur within the District’s 80 square miles of rural, industrial, commercial, and residential areas, while also being able to deploy traffic control measures to ensure public safety.
Staff reached out to various vendors to determine which custom bed manufacturers could produce the custom truck beds based the schematic provided (Attachment C). The following companies were contacted: Royal Truck Body (Carson, CA), Harbor Truck Bodies and Van Interiors (Brea, CA), Doug Page Manufacturing (Adelanto, CA), and Scelzi Enterprises Inc., Truck Body Manufacturing (Riverside, CA). Doug Page Manufacturing was the only firm that advised they could procure, manufacture, and install the custom truck beds as outlined in the schematic. All other firms advised that the truck beds were too customized, and they could only install a commercial truck bed. All of the special equipment would have to be procured and installed by City staff. Unfortunately, with the hours and expertise needed for such work to be done internally, this is not an in- house project that could be accomplished.
Thus, pursuant to VMC 2.28.100(b)(2), and with no standard commercial truck beds available that can accomplish the same level of service, staff is seeking Council’s approval to deem this work sole source by virtue of the customization needed to meet the District’s operational needs. Additionally, Doug Page Manufacturing is the sole provider found within a reasonable proximity that can meet the specifications the District has provided.
Therefore, staff recommends the Council/Board approve the sole source designation for the procurement, manufacturing, and installation of two custom truck beds to Doug Page Manufacturing in the amount not to exceed $239,923.
Staff is available for any questions the Council/Board may have.
Attachments:
A. Doug Page Quote for Vehicle 62641
B. Doug Page Quote for Vehicle 62427
C. Truck Bed Custom Drawings
D. Sole Source