CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 24-272, Hydro Excavator Replacement - Unit 733, to Vac-Con for an amount not to exceed $631,219.33
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Unit 733 was reviewed and approved by the Fleet Services Manager for replacement in the 2025 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 733 scored 27.28. Although the unit is just below the required replacement score, staff recommends replacing the Vactor this year to avoid replacing two Vactors in the Water Utilities fleet in 2026.
DISCUSSION:
Unit 733 is a 2016 International Vactor combination truck used by the Water Utilities - Repair and Excavation Division for sewer cleaning and excavation. Since Unit 733 was purchased, the Water Utilities has moved to hydro-excavation to reduce water service downtime and restoration costs. The unit no longer meets current operational needs, as it cannot excavate to depths greater than 8 feet and is ineffective for excavations in colder weather. The sewer cleaning portion of this truck is not used. The current vehicle will be traded in to EJ Equipment for $155,000 as part of the purchase of the new vehicle.
Unit 733 will be replaced with a 2025 Vac-Con 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. This unit will perform 95% of the excavations for the Water Utilities, 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 has an expiration date of November 29, 2025. Using the City’s specifications, Vac-Con has quoted the hydro-excavator in the amount of $631,219.33; a cost breakdown is provided below.
|
Cooperative Price |
Less Trade-In |
Net Price |
|
$ 786,219.33 |
$ 155,000 |
$ 631,219.33 |
The vehicle is expected to be delivered by June 1, 2025.
FISCAL IMPACT:
CIP#: VE25-733
Vehicle replacements for the Water Utilities are expensed to the Vehicles and Equipment account listed below. The Water Utilities included $700,000 in their proposed 2025 budget to replace Unit 733. The proposed amount is sufficient to cover the expenses associated with this award.
|
Account Number |
Fund Description |
Total Proposed Budget Amount |
|
41251500-551505 |
Water Utility Fund |
$1,500,000 |