TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Steve S. Charelian, Finance Director
Lou Vargas, Utilities Manager
Nicholle Petroff, Management Analyst
SUBJECT:Title
Consideration of a Purchase of One Budgeted Combination Vacuum Truck, GapVax, from Plumber’s Depot, Inc. in the Amount of $506,323.79 (Public Works Director Lee).
A) WAIVE FORMAL BIDDING
B) AUTHORIZE
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Recommended Action
RECOMMENDATION:
RECOMMENDATION:
Staff recommends that the City Council waive formal bidding per Manhattan Beach Municipal Code (MBMC) Section 2.36.150 (cooperative purchasing) and approve the purchase of one budgeted GapVax combination vacuum truck from Plumber’s Depot, Inc. in the amount of $506,323.79.
FISCAL IMPLICATIONS:
Funds totaling $889,095 are budgeted in the current Fiscal Year 2021-2022 Fleet Management Fund for the purchase and equipping of this vehicle. The total vehicle cost including fees and taxes is $506,323.79. A nominal amount of the remaining budgeted funds of $382,771.21 may be used for up-fitting the vehicle with graphics and other necessary safety and communications equipment. Any unspent budgeted funds will be returned to the Fleet Management Fund balance. This purchase authorization will not impact annual spending and will not require any changes in the budget authorization.
BACKGROUND:
The Public Works Department is responsible for the maintenance of 140 miles of water main pipes, 82 miles of gravity sewer pipes, and 21 miles of storm drainpipes. In order to properly maintain this infrastructure, staff utilizes a combination vacuum truck regularly to assist with spills and debris removal caused by main breaks, construction work, and sewer system overflows and to clean catch basins. Additionally, this equipment helps the City to maintain its compliance with the Regional Water Quality Control Board regulatory requirements related to the City’s MS4 permit.
The Fiscal Year 2021-2022 budget includes funding for the purchase of a replacement combination vacuum truck in the City’s fleet. The original combination vacuum truck has been in service for more than eight years and has reached the end of its serviceable life. The basis for this replacement includes factors such as the vehicle’s age, mileage, condition, usage, maintenance, and repair history.
DISCUSSION:
City staff reviewed several different combination vacuum trucks to determine which makes and models meet the City’s needs. Besides sizing and general dependability concerns, this equipment must be able to navigate all areas of the City, including hilly terrain and narrow and/or tight curves. The GapVax truck not only meets these requirements, but also offers additional functionality such as adjustable water pressure and multiple hose sizing-features that were not in the City’s base requirements but will certainly assist with maintenance operations. Additionally, surrounding cities that have used the GapVax for similar activities provided positive feedback on this equipment. Lastly, the selection of the GapVax truck has been approved by the City’s Equipment Maintenance Supervisor as the most appropriate vehicle for the City to maintain.
Sourcewell, formally known as the National Joint Powers Alliance, is a national municipal contracting agency which establishes and provides nationally leveraged and competitively solicited purchasing contracts that can be utilized by members agencies such as the City of Manhattan Beach. In December 2017, Sourcewell issued a request for proposal for the Sewer Vacuum, Hydro-Excavation, and Street Sweeping Equipment. Submissions were received and evaluated by Sourcewell’s selection committee. The process taken by Sourcewell has resulted in competitive pricing, and GapVax was awarded a contract through February 20, 2022. The current contract pricing can only be held until the first week of February 2022. After that time, a new two-year agreement will be in place and the same vehicle will cost over $70,000 more.
Staff recommends that the City Council waive formal bidding per Manhattan Beach Municipal Code (MBMC) Section 2.36.150 (cooperative purchasing), which allows the City to forego the formal bidding process for purchases of equipment obtained through a cooperative competitive bidding procedure processed through another government agency. Plumber’s Depot, Inc. is the authorized dealer of GapVax and is responsible for the sales and services in Southern California. This vendor has agreed to extend the contract prices, terms, and conditions under Sourcewell Contract #122017-GPV.
If this purchase is approved, the new combination vacuum truck will arrive within 8-12 months of receipt of the purchase order. The existing vehicle will be declared surplus and auctioned for the highest attainable value.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this purchase.
ENVIRONMENTAL REVIEW:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin.
LEGAL REVIEW:
This purchase will be effected through a standard City purchase order with the City’s customary terms and conditions applied. No further legal review is required.
ATTACHMENT:
1. Plumber’s Depot Quote