TITLE
Consider a memorandum/resolution authorizing the procurement of a vacuum excavator trailer for the Drainage Utility Maintenance Division.
SUMMARY
DATE: July 17, 2018
TO: Ronald L. Olson, City Manager
FROM: Jonathan Locke, Executive Director of Finance
SUBJECT: Procurement of a vacuum excavator trailer for the Drainage Utility Maintenance Division
BACKGROUND AND FINDINGS:
The Drainage Utility Maintenance Division was formed in 2006 to maintain the 624 acres of drainage channel and associated storm sewer infrastructure within the City. Due to an increasing standard of storm water quality, it has become increasingly important for the City to acquire specialized equipment to accomplish its mission and meet its TCEQ MS4 (Texas Commission on Environmental Quality Municipal Separate Storm Sewer System) permit requirements regarding maintenance schedules and emergency responsiveness. The City’s most recent Phase II storm water permit requirement is to have an additional vacuum excavator trailer purchased by December 13, 2018 to expand its storm drain maintenance program. The Division is planning on having the unit in service prior to September 30, 2018. Besides meeting permit requirements for improved water quality, the unit will also increase efficiency, response time, safety of the employees and citizens, and help to reduce flooding within the City.
THE ALTERNATIVES CONSIDERED:
1.) Take no action. This would result in noncompliance with the City’s Phase II MS4 permit which could lead to TCEQ enforcement action (up to $25,000 per day per violation).
2.) Purchase the specialized equipment.
Which alternative is recommended? Why?
The second alternative is recommended in order to meet the City’s Phase II MS4 permit requirement and improve storm sewer maintenance.
CONFORMITY TO CITY POLICY:
The City of Killeen is a member of several purchasing cooperatives that are in compliance with Texas Local Government Code section 271.102. Purchases made through a cooperative satisfy competitive bid requirements. Quotes were solicited from three vendors that participate in cooperative agreements. Ring-O-Matic supplied the quote representing the best value for the City.
FINANCIAL IMPACT:
Cooperative quotes received:
|
Vendor |
Model |
Co-op |
Cost |
|
Ring-O-Matic |
550 HiCFM |
HGACBuy |
$78,780.00 |
|
Vermeer |
LP573SDT |
BuyBoard |
$81,985.00 |
|
PipeHunter Inc. |
VacHunter |
BuyBoard |
$94,050.00 |
What is the amount of the expenditure in the current fiscal year? For future years?
The total amount of the expenditure is $78,780. There are no future costs related to the equipment.
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted? If not, where will the money come from?
Yes, funds are budgeted in account number 601-3448-434.61-10.
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, the total available budget is $80,216.
RECOMMENDATION:
Staff recommends that City Council approve the purchase of the vacuum excavator trailer from Ring-O-Matic utilizing HGACBuy (Houston-Galveston Area Council) Cooperative pricing totaling $78,780, and that the City Manager or designee be expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Public Works
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificate of Interested Parties