SR-10-02-2012-3ICity Council Meeting: October 2, 2012
Agenda Item: 31
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Bid for the Purchase of Jetter Vacuum Truck
Recommended Action
Staff recommends that the City Council award Bid #3097 for the purchase and delivery of
one new jetter vacuum truck to Municipal Maintenance Equipment, Inc., a California -based
company, in the amount of $373,287.
Executive Summary
The Water Resources Division utilizes jetter vacuum trucks to clean and maintain City
sewer lines and storm water catch basins. The jetter vacuum trucks are replaced every 10
years based on an evaluation of the mileage and vehicle conditions, including repair
history, through the City's vehicle replacement program. This jetter vacuum truck would
replace an existing truck that has reached the end of its useful life. Following a competitive
bid, Municipal Maintenance Equipment, Inc., is recommended as the best bidder for the
purchase and delivery of one jetter vacuum truck in an amount of $373,287.
Discussion
The Water Resources Division utilizes jetter vacuum trucks to clean and maintain City
sewer lines and storm water catch basins. The City purchases CNG- powered vehicles, in
compliance with the City's reduced - emission policy, and uses a high - pressure water jet to
perform the cleaning functions. The trucks are equipped with vacuum equipment that pulls
debris from lines and basins and stores it in the vehicle's storage tank.
The jetter vacuum trucks are replaced every 10 years through the City's vehicle
replacement program. This new jetter vacuum truck will replace a 1997 Ford chassis with
Vac -Con body that was due for replacement in 2008, but was kept in service because it
was in good condition and to defer the high cost of replacement. The vehicle has now
reached the end of its useful life and should be replaced to avoid potential high
maintenance and repair costs.
1
Vendor Selection
In May 2012 the City published Notices Inviting Bids to furnish and deliver one jetter
vacuum truck as required by the Fleet Management Division in accordance with City
specifications. The bid was posted on the City's on -line bidding site and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal
Code provisions. Four bids were received and publicly opened on May 30, 2012, per
Attachment A. Bids were evaluated based on price, product availability, selection, and
compliance with City specifications. Municipal Maintenance Equipment, Inc., is
recommended as the best bidder as it was the lowest price bidder and was able to meet all
City specifications. Municipal Maintenance Equipment's bid included a cab and chassis
made by Peterbilt and a body and equipment made by Vac -Con. The City has been using
these manufacturers' products for this operation, which have proven to be reliable and
meet the requirements of the operation. In addition, the City's Fleet Maintenance staff is
experienced in the maintenance and repair of the recommended equipment.
Financial Impacts & Budget Actions
The purchase order to be awarded to Municipal Maintenance Equipment, Inc., is $373,287.
Funds are available in the FY 2012 -13 budget Capital Improvement Program budget at
account C540167.589200.
Prepared by: Rick Sikes, Fleet Maintenance Superintendent
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachment: A — Bid Summary
`a
ATTACHMENT A
BID 3097
BID DESCRIPTION:
DIVISION.
BID CLOSING DATE: 530 -2012
FURNISH AND DELIVER ONE (1) NEW AND UNUSED HIGH PRESSURE JETTER VACUUM UNIT AS REQUESTED BY FLEET MANAGEMENT
Municipal Maintenance
Nixon -Egli Equipment
Plumbers Depot Inc.
Haaker Equipment
Equipment, Inc.
Company
Company
Sacramento, CA
Ontario, CA
Hawthorne, CA
La Verne, CA
DESCRIPTION
QTY
UNIT COST
EXTENDED
UNIT COST
EXTENDED
UNIT COST
EXTENDED
UNIT COST
EXTENDED
COST
COST
COST
COST
COST OF HIGH PRESSURE VACUUM
UNIT (FOB SANTA MONICA CAI I
1
$341,665.00
$341,665.00
$371,712.68
$ 371 ,712.68
732,070 .00
$432,070.00
$377,279.00
$377,279.00
*OPERATOR'S INSTRUCTION MANUAL
Manuals are to be typed and enclosed in binders
3
Included
Included
Included
Included
or on electronic media.
*SHOP MAINTENANCE MANUAL
Manuals are to be typed and enclosed in binders
2
Included
Included
Included
Included
or on electronic media.
*ILLUSTRATED PARTS MANUAL
Manuals are to be typed and enclosed in binders
2
Included
Included
Included
Included
or on electronic media.
*LUBRICATION INSTRUCTION
2
Included
Included
Included
Included
*ELECTRIC WIRING SCHEMATIC
2
Included
Included
Included
Included
SUBTOTAL
$341,665.00
$371,712.68
$432,070.00
$377,279.00
SALES TAX (9.25 %)
$31,604.01
$34,383.42
$39,966.48
$34,898.31
WARRANTY
1
Included
Included
N/C
incl
TIRE FEE
1
$17.50
Included
N/C
incl
DELIVERY
1
Included
Included
$16,000.00
incl
OTHER (Please Specify)
1
N/A
GRAND TOTAL
$373,286.51
$406,096.10
$488,036.48
$412,177.31