R2021-69 Resolution Accepting the Sourcewell Bid from Coe Equipment Co. for the Purchase of a Vactor Vacuum Excavator

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Public Works DATE: 4/8/2021 MEMO: 2021-45 TO: Honorable Mayor Moore Wolfe and City Council Members FROM: Scot Wrighton, City Manager Matt Newell, Public Works Director Deborah M. Perry, Purchasing Supervisor SUBJECT: Resolution Accepting the Sourcewell Bid Price from Coe Equipment Co. for the Purchase of a Vactor Vacuum Excavator SUMMARY RECOMMENDATION: Staff recommends awarding a contract in the Sourcewell awarded contract amount of $377,901.75 to Coe Equipment Co. for one (1)2022 Vactor Vacuum Excavation Truck to replace Vehicle#116. BACKGROUND: Vehicle#116 Vactor Vacuum Excavation Truck The Public Works Department, Water Services Division has requested one (1)new vacuum excavation truck to replace one (1) trailer mounted vacuum excavator due to its age and condition. The replacement sewer truck is estimated to be delivered in approximately 270 days. It is recommended that this vehicle be purchased using Sourcewell awarded contract pricing. Sourcewell is a public agency that offers competitively solicited purchasing contracts for products and equipment to member agencies, so those members do not have to duplicate the solicitation process. The City joined Sourcewell several years ago to compare prices. Looking at various bidding options, including the Illinois Joint Purchasing Agreement,the Sourcewell quote is the best option for this vehicle. The City of Decatur has owned Vactor brand sewer cleaning equipment for many years. Vactor equipment has proven to be high quality and reliable. The Water Services Division performs over 200 excavations per year that require the use of a vacuum excavator due to the proximity of other utilities such as gas mains and fiber optic lines buried near the City of Decatur Water System. The larger more powerful vacuum unit specified here will allow City crews to perform excavations in a safer and more efficient manner. The replaced trailer mounted vacuum excavator will be auctioned off. OTHER BIDDERS: None. LEGAL REVIEW: There are no contracts for Legal to review. PRIOR COUNCIL ACTION: None. POTENTIAL OBJECTIONS: There are no known objections. INPUT FROM OTHER SOURCES: Fleet Maintenance wrote bid specifications based on Municipal Services and Water Services Division requirements. STAFF REFERENCE: Matt Newell, Public Works Director, Dan Mendenall,Municipal Services Manager. Matt Newell will be in attendance to answer any questions. BUDGET/TIME IMPLICATIONS: Funding for this expenditure is available in the FY 2021 Budget and planned to be included in the 2022 Budget when the vehicle will be received.