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Sparks City Council Meeting 10/13/2014

General Business: 9.3

Title: Consideration and possible approval to purchase a 2014 International Vac-Con truck from Vac-Con/Municipal Maintenance Equipment in the amount of $404,734.00.
Petitioner/Presenter: Neil C. Krutz, P.E., Deputy City Manager/Ron Korman, Fleet and Facilities Manager
Recommendation: I recommend that the Council approve the purchase of a Vac-Con truck from Municipal Maintenance Equipment.
Financial Impact: $404,734 in Motor Vehicle Fund 1702. $1,450,000 was approved for Project #15-7500, Vehicle & Equipment Replacement Plan in the FY15, and $1,405,804.75 of budget authority is currently available. $181,800 of replacement funds have been collected in this fund for this purchase. Sewer fund annual maintenance and repairs costs will increase by $0. The annual cost recovery from the Sewer fund to the fleet fund will increase by $44,920.20.
Total Costs: $404,734.00
Fund: Motor Vehicle Maintenance    Account: 604080
Program: 1702 Vehicle & Equip Replacement Plan (15-7500)
Amount: $404,734.00    Budget Status: Budget Exists
Business Impact (Per NRS 237):
    
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

Equipment Services is requesting authorization to spend $404,734.00 to replace 502D; a 2001 sewer cleaning truck with 6558 hours.



Background:

The sewer/storm drain cleaning truck is an essential tool used on a daily basis to maintain the City’s infrastructure.  In making the decision to recommend replacement of equipment includes several factors such as the age of the equipment being replaced, cost to maintain the current piece of equipment, changes in the way maintenance activities are performed, and frequency the equipment is utilized.

The Vac-Con being replaced is thirteen years and two months old.  The costs to maintain this truck have dramatically increased during the past two years.  In the years since 502D was purchased, the distances and time it takes to travel across the City have increased and this equipment is used in the field on a daily basis.

As we looked at the changes, we considered what options would be beneficial to the City such as:

  • A larger water tank capacity would mean fewer trips to fill-up.
  • A more efficient fan system would increase the versatility of this truck.
  • A hydro-excavation system will provide fewer costs.
  • This equipment will provide safer excavations around pipes.

Next, we looked at the different manufacturers of this type of equipment.  Staff determined there are three major companies that provide the type of equipment that would do the best job for us.  In the end, Vac-Con has an excellent track record and their customer support is excellent.  We are confident this equipment will serve the City for many years.



Analysis:

The City currently owns five similar vacuum type sewer cleaning trucks. 502D is over thirteen years old and the maintenance costs are becoming excessive. The City of Sparks has several other sewer maintenance trucks that Vac-Con has built and they have performed well. This translates to Fleet having to stock fewer parts and our technicians are already familiar with the equipment.  This truck meets all of the standards that are set by FHA and EPA. The purchase of this new truck will provide less down time, as well as, decreased maintenance costs while providing a tool essential to the maintenance of the City of Sparks infrastructure.

In sourcing the vehicle, if approved, the City would be using the joinder provision allowed under NRS 332.195 and purchasing the vehicle utilizing the Houston-Galveston Area Council (HGAC) contract with MME for the same equipment.  Utilizing the “joinder” provision allows the City to precisely define the vehicle needed while foregoing the need to formally bid the item.



Alternatives:

1. Council could approve this purchase as outlined by staff.

2. Council could deny this purchase.

3. Council could direct Staff to provide alternatives to this purchase.



Recommended Motion:

I move to approve the purchase of one 2014 International Vac-Con truck from Vac-Con/Municipal Maintenance Equipment in the amount of $404,734.00.



Attached Files:
     Chassis Specifications.pdf
     HGAC Proposal.pdf
     FI on 502D.pdf

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