AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Waive the Bid Process and Purchase One Vac-Con Combination Jet/Vacuum Sewer Cleaner, Mounted on a Freightliner Truck Chassis, from Municipal Maintenance Equipment, Inc., of Sacramento, Utilizing the Competitively Bid Sourcewell Contract No. 101221-VAC ($803,464) (PW)
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MEETING DATE:
October 2, 2024
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a resolution authorizing City Manager to waive the bid process and purchase one Vac-Con combination jet/vacuum sewer cleaner, mounted on a Freightliner truck chassis, from Municipal Maintenance Equipment, Inc., of Sacramento, utilizing the competitively bid Sourcewell contract No. 101221-VAC, in the amount of $803,464.
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BACKGROUND INFORMATION:
The City saw a steady growth in infrastructure. Since 2003, the wastewater collection system increased 10 percent in length of pipelines needing service. Utilizing these highly specialized vehicles (Exhibit A), City crews clean an average of 40 miles of sewer lines, or 20 percent, of the wastewater system per year. This level of maintenance activity resulted in a low public Sanitary Sewer Overflow (SSO) rate of 2.3 SSO’s per 100 miles of wastewater pipe per year. These metrics are monitored by State regulators.
Collection systems are frequently challenged with increasing State and Federal regulations. Regular sewer line cleaning proved to be one of the most effective practices in maintaining a reliable and regulatory-compliant wastewater conveyance system. Line cleaning is the best way to eliminate blockages and reduce SSO’s that could lead to expensive cleanups and or fines.
Unit No. 44-038, a 2014 Vac-Con, combination jet/vacuum sewer cleaner, exceeded the first-line operation Fleet Policy guidelines (6 years) for this type of equipment. Staff originally targeted replacement in FY 2025/26, however, due to long lead times (1-year) and anticipated price increases, staff recommends initiating this purchase now.
If approved, the new Vac-Con will be placed in the City’s first-line operation and Unit No. 44-038 will be moved to secondary service. Secondary service will include wastewater plant maintenance, hydro-excavation and reserve use when one of the primary Vac-Cons is down for service. This strategy will increase the fleet by 1 vac truck which became necessary due to the expanded system maintenance needs to maintain compliance.
The City consulted with other local agencies and industry professionals and found that a ratio of one primary vac truck per 100 miles of pipeline serviced is common industry practice. This ratio is necessary to meet the EPA’s guidance on sewer maintenance that indicates 100 percent of the pipes be cleaned every 1,3 or 5 years as adjusted for actual conditions.
Per Lodi Municipal Code Section 3.20.045, State and Local Agency Contracts, the bidding process may be waived when it is advantageous for the City, with appropriate approval by the City Manager and City Council, to use contracts that have been awarded by other California public agencies, provided that their award was in compliance with their formally-adopted bidding or negotiation procedures. The purchase of this vehicle is consistent with the City’s adopted Electric Vehicle Master Plan. At this time, zero emission and hybrid alternative vehicles are not available. A quote for the proposed purchase is reflected in Exhibit B.
Staff recommends waiving the bid process and purchasing one Vac-Con combination jet/vacuum sewer cleaner, mounted on a Freightliner truck chassis, from Municipal Maintenance Equipment, Inc., of Sacramento, utilizing the competitively bid Sourcewell Contract No. 101221-VAC, in the amount of $803,464.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
FISCAL IMPACT:
Adding an additional Vac-Con will increase reliability and help maintain the sewer system while reducing Sanitary Sewer Overflows and preserving public health. The budgeted purchase does not impact the General Fund and will assist the Municipal Utility Services Division in its continuing efforts to maintain the City of Lodi’s infrastructure.
FUNDING AVAILABLE:
Wastewater Capitol (53199000.77040).
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Charles E. Swimley
Public Works Director
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Scott R. Carney
City Manager