FROM: Robert Thompson, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
title
REFURBISHMENT OF COMBINATION SEWER CLEANING TRUCK
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Sole Source Purchase Order to Haaker Equipment Company to refurbish one Combination Sewer Cleaning Truck for a total amount not to exceed $300,320; and
B. Approve a contingency of $45,048 (15%).
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BACKGROUND
Orange County Sanitation District (OC San) owns and operates three Combination Sewer Cleaning trucks within its fleet. The trucks maintain the collection system by cleaning sewer pipes and pump station wet wells and responding to emergencies such as sewer spills using a combination of vacuum and water jetting technology. The Combination Sewer Cleaning trucks consist of complex equipment with controls, hydraulic systems, and a large tank debris body mounted on a chassis. The trucks service approximately 388 miles of regional pipes and 15 outlying pump stations, for which three trucks are needed to complete the volume of work annually and comply with the SSMP, as the SWRCB requires.
The OC San Board of Directors approved the replacement of this sewer cleaning truck in September 2023. The replacement truck is tentatively scheduled for delivery in February 2025. In view of new clean air regulations and in an effort to save substantially on equipment rental cost while any of the three duty units are being serviced, staff now recommends the refurbishment of this unit to serve as a swing unit whenever one of the other three units are unavailable.
RELEVANT STANDARDS
• Participate in local, state, and national cooperative purchasing programs
• Maintain a proactive asset management program
• Ensure the public’s money is wisely spent
PROBLEM
The truck identified for refurbishment is exhibiting increased failures and advanced corrosion within the onboard systems. Electrical, mechanical, and hydraulic systems are at the end of their useful life. Repair efforts are continuous to the point that rehabilitation or replacement are the only options remaining.
PROPOSED SOLUTION
Refurbish the identified Combination Sewer Cleaning truck that is aging to near-new specifications through the Original Equipment Manufacturer (OEM) authorized service representative to regain reliability and ensure the intended useful life of the equipment can be achieved cost-effectively.
TIMING CONCERNS
The Combination Sewer Cleaning truck maintains the collection system by cleaning sewer pipes and pump station wet wells and responding to emergencies such as sewer spills. Without the repairs requested, response time to address issues within the collection system will be potentially impacted.
RAMIFICATIONS OF NOT TAKING ACTION
The truck needing refurbishment is unreliable, deteriorating, and is not likely to meet its intended useful life without refurbishment. The increased need for rental equipment during continuous repairs could further increase costs to maintain the vehicle.
PRIOR COMMITTEE/BOARD ACTIONS
September 2023 - Approved a Purchase Order to Haaker Equipment Company to purchase one new/unused Combination Sewer Cleaning Truck using Sourcewell Cooperative No. 101221-VTR for a total amount not to exceed $973,913, including freight and taxes; and approved a contingency of $29,217 (3%).
August 2017 - Approved the addition of Vactor to the pre-approve OEM Sole Source List for Industrial Cleaning Truck rental and repair.
ADDITIONAL INFORMATION
OC San’s Board of Directors approved Vactor as the OEM sole source provider on August 23, 2017. Haaker Equipment Company is Vactor’s sole authorized dealer for Vactor in Southern California. By using the OEM authorized dealer and OEM parts, OC San received a discount of $14,482.
The truck profiled for refurbishment is nine years old and has a reliably operating chassis. The installed equipment on the chassis will be restored to near-new conditions, allowing OC San to operate the unit well into its profiled life cycle of 15 years.
With newly adopted and imposed regulations (Advanced Clean Fleets) affecting heavy-duty vehicles, the unit would need to be replaced as an alternative fueled/electric vehicle at a substantially higher cost in a market with supply chain delays. Keeping this unit in OC San’s fleet provides the reliability of critical equipment to maintain the collection system, while providing fuel diversity of equipment and a cost-effective means to allow the market to ramp up regulatory-driven alternative fuel options.
A 15% contingency is recommended should additional repair work be needed during the overhaul process.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget Update, Fiscal Year 2023-2024, Section A, Page A-16, Fleet Services) and the budget is sufficient for the recommended action.
|
Date of Approval |
Contract Amount |
Contingency |
|
04/24/2024 |
$300,320 |
$45,048 (15%) |
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
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