HomeMy WebLinkAbout#8 Vac-Con Hydro Excavator AGENDA ITEM #8
Public Utility District m
MEETING DATE: August 7, 2024
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
SUBJECT: Consideration of Authorizing a 2023 Freightliner Vac-Con Hydro
Excavator Truck Rental in the Amount of $31,392.50.
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APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to Execute an Equipment Rental Agreement with
Municipal Maintenance Equipment in the Amount of $31,392.50, for the Rental of a
2023 Freightliner Vac-Con Hydro Excavator Truck.
BACKGROUND:
On May 11, 2024, vehicle No. 367, the District's 2021 International Vac-Con hydro
excavator, experienced mechanical failure. Vehicle Maintenance staff responded to
inspect and troubleshoot the vehicle, recommending the vehicle be taken out of service
and towed to the International Trucks maintenance facility in Sparks, NV for diagnosis
and repairs. Subsequent diagnosis revealed that major mechanical failure had
occurred inside the engine, with a failed connecting rod causing damage to a piston
and cylinder sleeve. The failure was determined to be eligible for a manufacturer
warranty repair through International Trucks. The time necessary for parts delivery and
repairs to vehicle no. 367 was initially unknown, but was estimated to be at least one
month.
To support water utility operations with planned projects and the use of a hydro
excavator, the District determined the rental of a truck with similar capabilities to vehicle
no. 367 would be necessary. Staff solicited three (3) rental estimates for available rental
hydro excavator vacuum trucks, and the unit from Municipal Maintenance Equipment
was selected as the best rental option. The Distrcit entered into a rental agreement with
Municipal Maintenance Equipment in Sacramento, CA for the rental of a 2023
Freightliner Vac-Con Truck with similar capabilities to vehicle no. 367. This initial rental
was limited in scope and within the General Manager's authorization limit of $15,000.
Due to the extensive heavy equipment service lead times, repairs to vehicle no.
367 were completed in seven (7) weeks, and the vehicle was returned to service. As a
precaution, staff retained the rented Vac-Con for an additional week as a backup,
permitting staff the opportunity to test vehicle no. 367's performance after the repairs.
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ANALYSIS AND BODY:
District owned vehicle no. 367, a 2021 International Vac-Con hydro excavator, is a
critical tool to support District operations for both the Water Department and the Electric
Department. The Water Operations team had planned projects for which the use of
vehicle no. 367 was necessary, making rental of a Vac-Con vehicle with similar
capabilities the best available option. Staff solicited competitive estimates, and the
General Manager approved the rental of a 2023 Freightliner Vac-Con hydro excavator
from Municipal Maintenance Equipment, from Sacramento, CA for an initial one-month
term due. Staff had not originally anticipated total rental charges exceeding the
original authorization. However, the repairs to vehicle no. 367 took more time than
originally anticipated.
The cost of renting the 2023 Freightliner Vac-Con hydro excavator for two (2) months
totaled $31,392.50 and requires Board of Director approval.
GOALS AND OBJECTIVES:
District Code 1 .05.020 Objectives:
1. Responsibly serve the public.
2. Provide a healthy and safe work environment for all District employees.
3. Provide reliable and high quality water supply and distribution system to meet
current and future needs.
5. Manage the District in an environmentally sound manner.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1 .05.030 Goals:
1. Manage for Financial Stability and Resiliency
2. Environmental Stewardship: Create a sustainable resilient environment for all our
communities.
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
The Fiscal Impact of the rental of the 2023 Freightliner Vac-Con Hydro excavator for
Municipal Maintenance Equipment for a two (2) month period was $29,000, plus tax of
$2,392.50, for a total of $31,392.50, requiring Board of Directors approval.
The Water Vehicle Reserves Fund has an adequate budget available for this rental
expense while the fleet is under repair.
ATTACHMENTS:
None
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