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AGENDA REPORT
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| | | | | | | | DATE:
| April 20, 2021
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager
| | SUBJECT: | Resolution 2021-71 of the City Council of the City of Fairfield to Suspend Competitive Bidding and Authorize the City Manager to Purchase a Replacement Combination Sewer and Storm Drain Cleaner Truck |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | The Public Works Department is in need of a replacement combination sewer and storm drain cleaner truck. The cost of the replacement truck is included in the fiscal year 2020/21 budget. Adopting this resolution authorizes the purchase of a replacement combination sewer and storm drain cleaner truck from Vac-Con, Inc. for a total cost of $473,248. |
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| | | | | | | | | DISCUSSION | The Public Works Department unit number 13302 is a 2013 Vac-Con combination sewer and storm drain cleaner truck that has reached the end of its first useful life. In 2017 Public Works changed the life span from 10 full-service years to eight full-service years plus four part time service years. This decision was made due to vehicle repair costs and to reduce vehicle downtime. Unit number 13302 has now met its eight full-service year life and is ready to be put into its four-year part time service life. The combination truck is used by Public Works crews on a daily basis to clean the approximate 270 miles of the City’s sewer collection system, as well as the City’s storm drain system. The preventive maintenance performed daily by this truck plays a vital role in avoiding Sanitary Sewer Overflows (SSO’s) in the City’s system. This truck is also a first responder to clean up and mitigate any SSO’s.
The City has the opportunity to purchase a replacement Vac-Con combination sewer and storm drain cleaner truck that will meet the needs of the Department at a competitive price utilizing the Sourcewell national pricing structure. Sourcewell has awarded a contract (#122017-AMI/VAC) to Vac-Con, Inc. for combination sewer and storm drain cleaner trucks through a competitive process. Vac-Con, Inc. has agreed to sell the City one combination sewer and storm drain cleaner truck at the Sourcewell price. Utilizing the Sourcewell pricing will save the City over $24,500 compared to regional pricing.
Staff is requesting that the City Council adopt the attached resolution to suspend competitive bidding and authorize the purchase of a replacement combination sewer and storm drain cleaner truck from Vac-Con, Inc. for $473,248. The lead time to build a combination sewer and storm drain cleaner truck can be in the 240-260-day time frame from the date of purchase order issuance, which will result in this vehicle not being delivered until fiscal year 2021/22.
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| | | | | | | | | FINANCIAL IMPACT | The total cost for the combination sewer and storm drain cleaner truck is $473,248. The funds budgeted in fiscal year 2020/21 will be carried forward to fiscal year 2021/22 in the Vehicle Replacement Fund (Fund 512, Responsibility Code 99201 77001*) $440,683 for this fiscal year and in the Water Enterprise Fund (Fund 461, Responsibility Code 77001) $32,565.
*Account code updated 4/21/2021 to reflect an administrative error. |
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | The City Council could reject this acquisition; however, this is not recommended due to the cost effectiveness of our overall fleet program. |
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| | | | | | | | | STAFF CONTACT | David Renschler, Fleet Division Manager
(707) 428-7414
drenschler@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | Finance Department
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| REVIEWERS: | | Reviewer | Action | Date | | Kaushal, Paul | Approved | 4/5/2021 - 6:43 PM | | Alexander, Amber | Approved | 4/8/2021 - 7:08 PM | | Alexander, Amber | Approved | 4/12/2021 - 12:50 PM |
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