Title
Resolution to Authorize the Purchase of a Vacuum Truck from Fredrickson Supply (Sourcewell bid - $532,762.02)
Memorandum
The attached resolution authorizes the purchase of one new vacuum truck on a Western Star chassis for $532,762.02 through the Sourcewell government cooperative purchasing program (contract #101221-SCA) for use by the Public Works Unit of the Public Services Area.
The vacuum truck is used by Public Works water utilities staff to maintain and repair the City’s underground water pipes. A primary use of this truck will be the hydro-excavation of soils to safely expose underground pipes for repair, replacement or during water main breaks. Delivery of the new truck is expected in approximately 9-12 months from the order being placed.
This new vacuum truck will replace asset #2621, a 2015 Freightliner Vactor truck with 8,010 hours of use. With the long delivery time, this truck will be well beyond its expected useful life at time of replacement. Currently there is no electric alternative offered for this type of truck so it will be replaced with a diesel-powered vehicle.
The Sewer Equipment Co. of America was awarded contract #101221-SCA through the Sourcewell government cooperative purchasing program for sewer equipment. Fredrickson Supply of Grand Rapids, MI, is a dealer of record for the Sewer Equipment Co. of America under the Sourcewell government cooperative purchasing program.
The chassis, which is procured through a separate supplier by the Sewer Equipment Co. of America, may be subject to a vehicle surcharge from its manufacturer. With the difficulty in procuring vehicles in this current economic climate, surcharges have occurred at a growing rate on heavy vehicles. Staff is requesting that a contingency in the amount of $32,000.00, approximately 20% of the chassis price, be considered.
Fredrickson Supply complies with the requirements of the City’s conflict of interest and non-discrimination ordinances.
Budget/Fiscal Impact: Adequate funding for the purchase of this equipment, including contingency, is available in the FY23 Fleet Services Fund Operations and Maintenance budget.
This new vacuum truck will be placed on an 8-year replacement schedule which is consistent with our other water and sewer vacuum trucks. Public Works will have an annual replacement cost of approximately $75,925.00 for this truck.
Green Fleet Policy: The Green Fleet Committee approved the need for the replacement of this equipment, that the proposed replacement is consistent with the Green Fleet Policy and recommended the approval of this resolution. The Sustainability and Innovations Manager has concurred with the actions of the Committee.
Staff
Prepared by: CJ Stegink, Fleet Supervisor
Matthew J. Kulhanek, Fleet and Facility Unit Manager
Reviewed by: John Fournier, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase replacement equipment for the City’s fleet;
Whereas, Competitive bids were received by the Sourcewell government cooperative purchasing program and the Sewer Equipment Co. of America was awarded contract #101221-SCA for Sewer Equipment;
Whereas, Fredrickson Supply of Grand Rapids, MI, is a dealer of record for the Sewer Equipment Co. of America under the Sourcewell government cooperative purchasing program;
Whereas, Fredrickson Supply complies with the requirements of the City’s Conflict of Interest and Non-Discrimination Ordinances; and
Whereas, Adequate funds for the purchase of this new vacuum truck, including contingency, are available in the approved FY2023 Fleet Services Fund Operations and Maintenance budget;
RESOLVED, That City Council approve the issuance of a purchase order to Fredrickson Supply for the new vacuum truck in the amount of $532,762.02 and authorize a chassis surcharge contingency of $32,000.00 to cover potential chassis price increases;
RESOLVED, That funds for the purchase of this equipment, including any contingency, comes from the FY2023 Fleet Services Fund Operations and Maintenance budget with funds to be available without regard to fiscal year;
RESOLVED, That the equipment being replaced (no. 2621) be sold at the next City vehicle auction after the equipment is removed from service; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution including the approval and execution of change orders within the approved contingency amount.