DATE: August 6, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: PURCHASE ORDERS FOR TWO WATER UTILITIES DEPARTMENT VEHICLES
RECOMMENDATION
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Staff recommends that the City Council approve a purchase order to Haaker Equipment Company of Santee, in the amount of $490,743, for one Rodder RamJet 4X4 Sewer Truck for the Water Utilities Department; a purchase order to Haaker Equipment Company of La Verne, in the amount of $353,623, for one Rovver CCTV Pipe Inspection Equipment EV Van for the Water Utilities Department; appropriate $147,321 from Sewer Operating Unrestricted Reserves to Sewer Collections Capital Outlay; and authorize the Financial Services Director, or designee, to execute the purchase orders upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
Each budget cycle, vehicles that meet their planned service life in years and/or miles, are planned for replacement. Prior to purchasing a replacement vehicle, Fleet and the department using the vehicle(s) determine if the current vehicle type and usage needs are the same, if there is a less expensive alternative, if there is a “greener” alternative, and/or if the current vehicle has any useful life to become a Fleet loaner vehicle.
The two units being replaced have each reached the end of their service life. Despite lower mileage, SD555, a Vactor Truck, is being replaced due to operational issues, chassis rust issues from use at the pier. SD555 will be replaced with a new Freightliner chassis, which offers better upfitting options without sacrificing power and operation. SD888, a Closed-Circuit Television (CCTV) Pipe Inspection Van, has become a maintenance burden through encountered failures of components and outdated equipment. The van will be replaced with an Electric Vehicle Ford E-Transit Van with new high-definition camera equipment that will allow inspection of over 100,000 feet (20 miles) of pipe annually that will reduce maintenance costs, fuel costs, eliminate pollution, and comply with California State Mandates to electrify the cities fleet by 2035.
The two replacement vehicles are being purchased through Sourcewell contract agreements with Vactor (101221VTR) and with Envirosight, for which Haaker Equipment is the delivering dealer, and which offers the lowest pricing possible. Attachment A lists the vehicles to be replaced this fiscal year, vendor cost to build the vehicles, and total cost for the vehicles. The replacement cost of the Vactor Truck, SD555, is $490,743; however, the replacement collected is $475,605. Staff is requesting the difference of $15,138 to be appropriated from the Sewer Operating Unrestricted Reserves. The replacement cost of the pipe inspection van, SD888, is $353,623; however, the replacement collected is $221,440. Staff is requesting the difference of $132,183 to be appropriated from the Sewer Operating Unrestricted Reserves. The total amount to be appropriated for the two units is $147,321.
FISCAL IMPACT
There will be two separate purchase orders issued to Haaker shown on the table below. The cost of the two vehicles combined is $844,366; however, the total replacement collected for the two vehicles is $697,045. Staff is requesting to appropriate $147,321 from Sewer Operating Unrestricted Fund Balance account 721.3100.0002, to Sewer Collections Capital Outlay, vehicles account, 800803721.5705, to fund the remaining cost of the vehicles.
|
Description |
Purchase Order Amount |
Appropriate |
Account |
Funding Source |
Available Balance |
|
HAAKER (SD555) |
$475,605 |
|
620609831.5705 Fleet Replacement |
|
$475,605 |
|
|
$15,138 |
$15,138 |
800803721.5705 Sewer Collections Capital Outlay |
721.3100.0002 Sewer Operating Unrestricted Fund Balance |
$2,032,445 |
|
Total |
$490,743 |
|
|
|
|
|
HAAKER (SD888) |
$221,440 |
|
620609831.5705 Fleet Replacement |
|
$221,440 |
|
|
$132,183 |
$132,183 |
800803721.5705 Sewer Collections Capital Outlay |
721.3100.0002 Sewer Operating Unrestricted Fund Balance |
$2,032,445 |
|
Total |
$353,623 |
$147,321 |
|
|
|
Monthly replacement, maintenance and operation costs in the amount of approximately $8,597 will be collected for the Rodder Truck for a total annual cost of $103,164.
Monthly replacement, maintenance and operation costs in the amount of approximately $7,296 will be collected for the CCTV Ford E-Transit Van for a total annual cost of $87,552.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Purchases must be made according to the procedures set forth in Chapter 28A of the City Code. The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Casey Van Der Linden, Fleet Manager
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Attachment A - Vehicle Purchases
3. Exhibit A - Haaker of Santee Quote
4. Exhibit B - Haaker of La Verne Quote