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HomeMy WebLinkAboutCC AG PKT 2013-08-26 #IAGENDA STAFF REPORT DATE: August 26, 2013 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby, P.E., Director of Public Works SUBJECT: PURCHASE OF SEWER VACUUM TRUCK SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6404: 1. Authorizing the City Manager to purchase replacement equipment for the City's fleet - Sewer vacuum truck from Municipal Maintenance Equipment, Inc., in the amount of $260,319.96; and 2. Approving Budget Amendment No. 14 -02 -01 in the amount of $59,000 to carry over funds previously approved by the City Council in Fiscal Year 2012 -13 to complete up- fitting work on newly purchased fleet vehicles in FY 2013 -14. BACKGROUND AND ANALYSIS: On June 11, 2012, the City Council adopted the 2012 Fleet Management Plan and directed staff to implement the recommendations contained therein. The plan identified a backlog of 17 vehicles and pieces of equipment that had exceeded their useful service life and required replacement. The plan also established a scoring methodology by which to identify those vehicles and pieces of equipment that require replacement. On February 25, 2013 and May 13, 2013, the City Council approved the purchase of 16 replacement vehicles and pieces of equipment as part of the Fiscal Year 2012 -13 Fleet Replacement Program, Phases 1 and 2. At that time, Council was advised that the City's existing vacuum truck was identified in the Fleet Management Plan as requiring replacement and funds would be budgeted in the Fiscal Year 2013 -14 Sewer Enterprise Fund Budget for that purchase. The City Council allocated a total of $280,000 in FY 2013 -14 for replacement of this piece of equipment. The minimum score for vehicle and equipment replacement is 23 points. The existing vacuum truck is a combination of a Ford F -250 flatbed truck and a Pacific Tek power vacuum. A scoring summary of the recommended replacement is as follows: Agenda Item 1 Dept. Description Year Adopted Replacement Interval Age Replacement Purchase Price Score (combined) Public Works Ford F-250/ 1990/2000 Pacific Tek 12 23/13 $260,319.96 44 Sewer Vacuum Truck Sewer System Use: The City currently owns and operates a vacuum truck which is an essential tool used for several different maintenance tasks. The vacuum, which is 13 years old, is mounted on a 23 year-old flatbed truck and is used to clean and unclog storm drains, catch basins, and recover fluid spills. The vacuum recovery tank is small, which limits the amount of material that can be collected before it must be emptied. This unit does not have the ability to flush sewer or storm drain lines with pressurized water, which is crucial for clearing blocked lines and providing routine maintenance to critical infrastructure. Both the truck and the vacuum have exceeded their useful service life. Hose fittings on the vacuum are held together with duct tape and its motor requires replacement. Moreover, this piece of equipment is undersized and underpowered for use in maintaining the City's sewer system. A sewer vacuum truck is an integral component of any sewer utility operation and is a piece of equipment utilized by a majority of utility agencies. There are currently two full-time City maintenance workers assigned to sewer system maintenance who are supplemented by a sewer cleaning contractor. Although existing City staff is qualified and available to provide routine sewer system maintenance, the lack of an appropriate sewer cleaning vacuum truck requires the City to rely solely on outside contractors for both routine maintenance and emergency response. The City currently has a contract for sewer cleaning services, which includes annual citywide sewer line flushing, monthly and quarterly line flushing in known hot spot locations, sewer lift station grease and debris removal as well as annual inspection and entry, and closed circuit television inspections of sewer lines. Sewer hot spots are locations where sewer overflows have occurred in the past or in areas where a large amount of grease and debris is generated. Sewer hot spot locations are cleaned on amonthly and/or quarterly basis depending on location, and represent a small percentage of the City's overall sewer system network. If left untreated, fats, oils, grease and debris accumulation in sewer lines can lead to blockages and sewage overflows. These overflows can result in large penalties and fines levied by the Regional Water Quality Control Board as well as expensive clean-up costs. Within the City's sewer cleaning contract, the City spends approximately $30,000 per year on hotspot line flushing and sewer lift station grease and debris removal. These two activities are the most important in helping to prevent sewer system Page 2 overflows. The purchase of this piece of equipment will allow for a cost savings from this portion of the contract. It is anticipated that this piece of equipment will be in use 2-3 days per week for maintenance work and more often during the rainy season. The City's contractor would continue to provide the annual citywide sewer line flushing work, sewer lift station inspections and closed circuit television inspections of sewer lines. It is more cost efficient to have a contractor provide the annual line flushing, as this is high-production work. The City's entire sewer system is flushed over the course of 4-5 months and the City's contractor has the equipment and labor resources available to concentrate its efforts on this single task over the course of several months. The City's contractor will also continue to conduct closed circuit television inspections of sewer lines as well confined space entries into each sewer lift station for an annual inspection and cleaning. City sewer maintenance staff will provide monthly and quarterly cleaning of the hot spot locations as well as grease and debris removal from sewer lift stations. These are critical facilities and locations that require a higher degree of inspection and care due to their sensitive nature and the greater potential for sewage overflows. Accordingly, the City should be reliant on cCty staff to conduct this work, as staff has detailed knowledge of how these critical facilities are built and function, and who also possess the institutional knowledge of previous maintenance work and repairs conducted on these facilities. Storm Drain System Use: Currently the Department of Public Works cleans every catch basin in the city in the fall and spring. Every catch basin has a filter that holds debris and trash and City staff uses the vacuum truck to clean out the filter and remove all additional debris. This piece of equipment will have the added benefit of flushing the lines to ensure that they are free of debris. In addition, the vacuum truck will be used to remove debris from the large fore bay at the City's West-End Pump Station. Emergency Response: The sewer vacuum truck is also a critical piece of equipment used for emergency and/or disaster response. The vacuum system has the power to unclog catch basins and storm drain lines during flood events, as well as provide for spill containment and recovery. Within the past nine months, staff has responded to two private sewer spills and a hydraulic fluid spill. Historically there have been blocked storm drain facilities, flooding, and sewer overflows that require emergency response from the City. In all three instances in the past year, as well as historically, the City has relied on outside contractors to provide sewer vacuum trucks to contain and recover these spills. The response can typically take 90-minutes for the contractors to arrive. Response time to potentially toxic fluid spills is critical to containing these materials before they can enter local waterways and impact local beaches. Given the condition and limited capability of the City's existing vacuum truck, the City must rely on assistance from outside contractors for this purpose. Public Works staff is on-call 24-hours per day, seven days per week and are able to respond and mobilize for emergencies such as these, as well as floods and other natural disasters faster than outside contractors. Page 3 Lastly, this piece of equipment can also be used to assist with the repair of broken water mains. The vacuum system can be utilized to remove large amounts of water from underground, which will allow for faster repairs and restoration of water service. This piece of equipment will provide added value to maintenance services the City provides to the community, as it is used for a variety of maintenance activities and emergency response. It is anticipated that this piece of equipment will remain in service for at least 20 years. Procurement Process The City's purchasing and contract policies are defined within the City's Municipal Code and Charter. The cost for goods or services to be purchased dictates how they are procured. In the past, the City has purchased vehicles and equipment through statewide bids, as well as solicited bids from local dealers. The City's purchasing and contract policies also allow for sole-source purchases if the goods or services to be purchased are only available through one vendor. Staff evaluated sewer vacuum trucks manufactured by Vactor and Vac-Con to determine which one would best meet the City's needs. Both trucks contain the same basic features and functions, with the exception of the vacuum systems, which are very different. The Vac-Con system is more powerful than the one manufactured by Vactor, and it utilizes a separate compressor system, which facilitates its operation in the field. Vac-Con's vacuum system also utilizes fewer engine components facilitating maintenance as well. The sewer vacuum truck under consideration is the smallest and least expensive unit manufactured by Vac-Con. Given the size of the City's sewer system and its intended application, the purchase of a larger vacuum truck is not warranted. Maneuverability is also a consideration as this piece of equipment will need to navigate and operate on narrow streets and alleyways. Both the Vactor and Vac-Con are sold through regional distributors and as such, the City is not able to purchase this equipment direct from the manufacturer necessitating a sole-source purchase. The following table includes the cost proposals submitted by the regional distributors for both manufacturers: Distributor Municipal Maintenance Equipment (Vac-Con) Haaker Equipment Company (Vactor) Cost Proposal $260,319.96 $277,767.36 ENVIRONMENTAL IMPACT: There is no environmental impact associated with the purchase of replacement equipment for the City's fleet. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. Page 4 FINANCIAL IMPACT: The total cost for the proposed purchase is $260,319.96. Funds for this purchase are appropriated by the City Council in the FY 2013 -14 Budget. On February 25, 2013 and May 13, 2013, the City Council approved budget modifications allocating funds from the Vehicle Replacement Fund for the purchase of new vehicles, maintenance equipment, and up- fitting equipment. The new vehicles and equipment have been purchased. The maintenance equipment is already in service along with several new vehicles however staff is continuing to work on completing the up- fitting process on the remaining vehicles. The up- fitting work was not completed by the end of Fiscal Year 2012- 13, and as a result, a budget modification is now presented for Council consideration in order to carryover funds previously allocated by the City Council for this purpose into the new fiscal year. This budget modification does not allocate new funds but does carry over funds allocated in the previous fiscal year to be utilized in the current fiscal year to complete the up- fitting of newly purchased fleet vehicles. RECOMMENDATION: That the City Council adopt Resolution No. 6404: 1. Authorizing the City Manager to purchase replacement equipment for the City's fleet - Sewer vacuum truck from Municipal Maintenance Equipment, Inc., in the amount of $260,319.96; and 2. Approving Budget Amendment No. 14 -02 -01 in the amount of $59,000 to carry over funds previously approved by the City Council in Fiscal Year 2012 -13 to complete up- fitting work on newly purchased fleet vehicles in FY 2013 -14. SUBMIT_ ED BY: _ NOTED AND APPROVED: Sean P. Crumby, P.E. Director of Public Works . Ingram, City wager Prepared by: Luis Estevez, Deputy Director of Public Works, Maintenance & Utilities Attachment: A. Resolution No. 6404 Page 5 RESOLUTION NUMBER 6404 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING THE PURCHASE OF A SEWER VACUUM TRUCK FOR THE CITY'S FLEET, BUDGET AMENDMENT NO. 14 -02-01 IN THE AMOUNT OF $59,000, AND SURPLUS THE EXISTING EQUIPMENT FOR FISCAL YEAR 2013/14 WHEREAS, the City Council adopted the 2012 Fleet Management Plan on June 12, 2012; and WHEREAS, the Fleet Management Plan established a vehicle and equipment replacement schedule and scoring methodology to evaluate the condition of vehicles and equipment requiring replacement; and WHEREAS, 17 vehicles were determined to require replacement, including the City's existing vacuum truck. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby approves the purchase of a sewer vacuum truck for a total cost of $260,319.96. Section 2. The City Council hereby authorizes the City Manager to approve a purchase order for the replacement equipment. Section 3. The City Council hereby authorizes the City Manager to surplus existing equipment. Section 4. The Council hereby approves Budget Amendment No. 14 -02 -01 and directs the Director of Finance to modify the Fiscal Year 2013/2014 budget by carrying forward a total of $59,000 from FY 2012/13 to complete the up- fitting of newly purchased fleet vehicles. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 26th day of August , 2013 by the following vote: AYES: Council Members: NOES: Council Members: ABSENT: Council Members: Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6404 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 26th day of August , 2013. City Clerk