CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 25-317, Hydro Excavator Replacement - Unit 777, to Vac-Con for an amount not to exceed $739,351
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DEPARTMENT: Department of Public Works
SUBMITTED BY: John Rutkowski, Interim Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Unit 777 was reviewed and approved by the Fleet Services Manager for replacement in the 2026 budget. Vehicles are scored for replacement based on four criteria: age, usage, condition and repair costs. Recommending a vehicle for replacement requires a score of 28.0 or greater. Unit 777 scored 29.18.
DISCUSSION:
Unit 777 is a 2017 Peterbilt 348 Vactor combination truck used by the Water Utility - Collection Division for sewer cleaning and excavation. Since Unit 777 was purchased, the Water Utility has moved to hydro-excavation to reduce water service downtime and restoration costs. The unit no longer meets current operational needs.
Unit 777 will be replaced with a 2026 Vac-Con V312 hydro-excavator mounted to a Freightliner 114SD chassis. The new unit is a dedicated hydro-excavator designed for precision excavations, improved safety around other utilities, and better performance in cold weather conditions. The Water Utility will use the unit for excavations, including water main breaks, sanitary sewer repairs and potholing for utility locates.
The new vehicle is available on the Sourcewell Cooperative, an approved cooperative through Vac-Con, Contract #101221-VAC. The cooperative contract has an expiration date of November 29, 2025. Using the City’s specifications, Vac-Con has quoted the hydro-excavator in the amount of $739,351; a cost breakdown is provided below. The local Vac-Con dealership is EJ Equipment. The current vehicle will be traded in to EJ Equipment for $165,000 towards the purchase of the new vehicle.
|
Cooperative Price |
Less Trade-In |
Net Value |
|
$904,351 |
$165,000 |
$739,351 |
The Sourcewell Cooperative contract pricing will increase by 3% for orders not placed by November 30, 2025. Staff recommend placing the order now to avoid that price increase.
The vehicle is expected to be delivered by June 1, 2026.
FISCAL IMPACT:
CIP#: VE26-777
Vehicle replacements for the Water Utility are expensed to the Vehicles and Equipment accounts listed below. The 2026 budget is still being developed; however, the Water Utility did include $750,000 to replace Unit 777 in their proposed 2026 budget. In total, the Water Utility included $1,675,300 for all vehicle replacements in 2026. The proposed budget amount for Unit 777 is sufficient to support this expenditure in 2026.
|
Account Number |
Fund Description |
Proposed Budget Amount |
|
41251500-551505 |
Water Utility Fund |
$1,675,300 |