To: Mark R. Hafner, City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving the purchase of one (1) replacement Vac-Con hydro-excavation and vacuum truck from Houston Freightliner of Houston, Texas, through the Houston-Galveston Area Council (HGAC) Purchasing Cooperative; and authorizing the City Manager to execute all related purchase documents on behalf of the City of Keller, Texas.
Action Requested:
Consider a resolution approving the purchase of one (1) replacement Vac-Con 390/1000 hydro-excavation and vacuum truck from Houston Freightliner of Houston, Texas through the HGAC Purchasing Cooperative in the amount of $370,986.75.
Background:
The requested hydro-excavation and vacuum truck is a large, heavy piece of equipment utilized by the Public Works Department staff in order to excavate and remove debris in and around roads and rights of way with the capacity to complete excavation without the need to disengage from activities to haul out spoilage during a project.
The requested truck would replace a less-capable jetter truck, with a more versatile hydro-excavation and vacuum truck. The existing jetter truck is 10 years old, has a three year average repair cost of $5,500 per year, 67,019 miles of drive time and 4,266 hours of use.
The City currently owns one heavily-utilized hydro-excavation and vacuum truck. This replacement hydro-excavation and vacuum truck would assume some of the responsibilities of the vehicle currently in operation and would also take on new jobs. The new truck would also help prevent project delays in the event of maintenance issues and downtime for the older equipment.
The City created a Fleet Management Plan during Fiscal Year 2011-12 to provide standards and improve consistency and efficiency in the management and procurement of City vehicles and equipment. The plan established a Fleet Management Committee made up of representatives from Public Works, Parks, Finance, Administration, Police, Fire, Utility Billing and Building Services to implement fleet policies and review vehicle and equipment requests during the annual budget process. The Fleet Management Plan is applicable to all on-road City vehicles and heavy equipment in excess of 2,500 pounds.
During the initial establishment of the Fleet Management Plan, it was determined that the small-vehicle fleet would be budgeted via account transfers from their applicable operating funds at the start of the program. This was not applied to heavy fleet or equipment purchases such as heavy trucks, excavators, tractors and/or other specialized equipment at the time due to the general expense of these types of items. The purchase of this hydro-excavation and vacuum truck will continue the process of rolling these heavy equipment purchases into the Fleet Replacement Fund and will continue with the additional purchases of heavy fleet and equipment items in the future.
During the Fiscal Year 2019-20 budget process, all vehicle and equipment requests were submitted to the City Manager for review. Because of the type and size of these heavy fleet and equipment items, this vehicle and any additional future heavy fleet and equipment purchases are not subject to the terms of the City’s fleet agreement with Enterprise Fleet Management for the small-vehicle fleet.
The HGAC is a purchasing cooperative that allows state and local governments to benefit from the shared purchasing power of numerous state entities. A detailed bid sheet for the requested hydro-excavation and vacuum truck is included with this memo as an exhibit.
Financial Impact:
The total amount budgeted for this truck is $377,000 which is to be funded from the Water & Wastewater Utility Fund and Fleet Replacement Fund. The total cost of the truck is $370,986.75, a difference of $6,013.25. The difference will go towards the purchase of vehicle accessories, including those necessary to complete work tasks, road & life safety equipment and vehicle markings not included in the vehicle purchase.
Citizen Input/Board Review:
Not Applicable
Legal Review:
The City Attorney has reviewed and approved the proposed resolution.
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial