Title
Resolution to Approve the Purchase of a Combination Sewer Truck from Jack Doheny Supplies, Inc. (City of Rochester Hills and National Intergovernmental Purchasing Alliance $421,571.00)
Memorandum
The attached resolution authorizes the purchase of a Vactor model 2115 combination sewer unit mounted on a 2016 Freightliner model 114 SD chassis from Jack Doheny Supplies, Inc. for a total purchase price of $421,571.00.
A combination sewer truck is a piece of equipment that combines high pressure water and vacuum removal to clean sewers lines and excavate around underground utilities. The vacuum portion of the vehicle is used to hydro-excavate, which means to use vacuum along with pressurized water to remove soil. Hydro excavation is the safest way to dig around underground cables, curb boxes, and pipes because it removes the soil without damaging the underground structures. Additionally, the vacuum portion of the vehicle is frequently used to control water in an excavation during the repair of a water main break. This allows the water main to be kept pressurized to prevent contaminates seeping into the water system.
Currently, we have three Vactor brand combination sewer trucks. One truck for each of the three water utility operations (Sanitary Sewer, Water, and Storm Water)
This truck will replace a 2007 truck with 8963 hours of use as the unit servicing the Storm Water system. Over the last two years, this unit has been taken to Fleet Service for breakdown repairs 160 times. These breakdowns have taken the unit out of service from 4 hours to more than a week at a time.
This frequency of breakdowns makes it impossible to stay current on scheduled preventative maintenance of the Storm Water system. Cleaning of the storm water system is programmed or scheduled based on the operational history of a segment of the system. A particular portion of the system or specific pipe is periodically cleaned, with the cleaning period being set at an interval shorter than historical time between backups. Failure to meet the cleaning schedule puts the system at risk for clogging and backing up into structures.
The City of Rochester Hills, acting as the Principal Procurement Agency along with the City of Ann Arbor, City of Troy and the National Intergovernmental Purchasing Alliance issued a Request for Proposal for the purchase of combination sewer truck(s), parts, and related services. The proposal was developed with the intent of procuring a sewer truck meeting the City’s specifications, a contract that would offer a comprehensive list of parts and related services for sewer trucks, a nationwide master agreement for entities across the country to purchase from, and aggregated volume to generate best value offers from combination sewer truck vendors.
The proposal process consisted of two stages; proposal review and site visits/product demonstrations. Representatives of the City of Ann Arbor, City of Rochester Hills, City of Troy, and staff of the National Intergovernmental Purchasing Alliance evaluated proposals. By collaborating with a national cooperative the City received the most competitive pricing available in the market. As part of this contract, the City was able to secure pricing that includes discounted parts pricing for multiple years, a complete selection of all available component, chassis, and engine offerings for the vehicle to ensure this cooperative contract would be beneficial, and provide a solution to meet agencies needs across the nation.
Of the four responses received, only the top two were selected for the second stage of review and were asked to provide presentations, facility tour, and short demonstrations of their equipment.
Scoring for all phases of the proposal process where conducted and Jack Doheny Supplies, Inc. was selected with unanimous support of all participants.
All of the City of Ann Arbors combination sewer trucks are Vactor brand with interchangeable parts, which allows a substantial reduction in parts inventory.
Jack Doheny Supplies, Inc. is the sole representative of the Vactor brand in the State of Michigan and is the largest dealer of sewer equipment in the United States.
The Motor Equipment Fund’s FY 2016 budget has $368,145.00 for this purchase. The remaining $53,426.00 is available in the approved FY 2016 Field Operations, Storm Water Sewer System operation and maintenance budget.
Jack Doheny Supplies, Inc. complies with the requirements of the City’s non-discrimination ordinance.
Staff
Prepared by: Thomas A. Gibbons, Financial Analyst-Fleet and Facility Unit
Reviewed by: Matthew J. Kulhanek, Manager Fleet and Facilities Unit
Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase a replacement Combination Sewer truck for the City’s fleet;
Whereas, Jack Doheny Supplies, Inc. of Northville, MI was awarded the cooperative bid issued by the City of Ann Arbor, City of Troy, City of Rochester Hills, and National Intergovernmental Purchasing Alliance;
Whereas; The repair cost and down time for breakdowns have made the current truck unreliable; and
Whereas, Jack Doheny Supplies, Inc. complies with the requirements of the City’s Non-Discrimination Ordinance;
RESOLVED, That City Council approve the issuance of a purchase order to Jack Doheny Supplies, Inc. for the purchase of one 2016 Freightliner model 114 SD chassis with Vactor model 2115 combination sewer unit mounted on it in the amount of $421,571.00;
RESOLVED, That $368,145.00 come from the FY 2016 Fleet and Facility Unit’s approved budget, and that the remaining $53,426.00 come from the FY 2016 Field Operations, approved Storm Water Sewer System budget; with the funds to be available without regard to fiscal year;
RESOLVED, That the vehicle being replaced (no. 2619) be sold at the next City vehicle auction; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.