The URL can be used to link to this page

Home My WebLink AboutPR 24248: PURCHASE OF A VACTOR TRUCK WITH MILE AFTER MILE SERVICE PROGRAM 4 ',,\,'Ylj'ti` /. 44„ ., City of >' YM ' t cartrtl�u � Tel as INTEROFFICE MEMORANDUM Date: March 28, 2025 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR 24248 —Purchase of a Vactor Truck with Mile After Mile Service Program Introduction: The Resolution is requesting the City Council to authorize the City Manager to purchase a Vactor 2100i for $496,313.00, along with the annual $12,000.00 Mile After Mile Service Program fee for a five-year period,with subsequent years subject to annual appropriation by the City Council, through BuyBoard Contract No. 676-22 from Kinloch Equipment and Supply, Inc. of Pasadena, Texas. Background: To ensure compliance with the regulations and address the potential petition, acquiring a functional vactor truck is essential. Kinloch Equipment and Supply, Inc. offers the Vactor 2100i model at a price of$496,313.00. Additionally, Kinloch will provide the Mile After Mile Service Program package for$12,000.00 annually,which encompasses maintenance,repairs,and access to loaner vehicles, as outlined in BuyBoard Contract No. 676-22. Furthermore, Kinloch Equipment and Supply, Inc. guarantees a trade-in value of$259,656.50, 50%of the purchase price at the end of five years of participating in the Mile After Mile Service program for the quoted truck. Budget Impact: Funding is available in the Capital Improvement Account No. 405-40-000-8516-00-00-000, contingent upon the approval of the budget amendment in Proposed Ordinance No. 7324. Recommendation: It is recommended that City Council approve PR 24248, authorizing the City Manager to purchase a vactor truck with the service as described/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" PR No.24248 4/09/25 JL updated Page 1 of 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH KINLOCH EQUIPMENT & SUPPLY, INC. OF PASADENA, TEXAS, THROUGH BUYBOARD CONTRACT NO. 676-22, FOR THE PURCHASE OF A 2100I VACTOR TRUCK, FOR A PROJECTED BUDGETARY IMPACT OF $496,313.00, WITH AN ANNUAL "MILE AFTER MILE" SERVICE FEE OF $12,000.00 FOR FIVE YEARS, SUBJECT TO CITY COUNCIL'S ANNUAL APPROPRIATION, TO BE USED FOR LIFT STATION AND SANITARY SEWER MAIN CLEANING AND MAINTENANCE; FUNDING IN CAPITAL IMPROVEMENT (CIP) ACCOUNT NO. 405-40-000-8523-00-00-000, IS CONTINGENT UPON THE APPROVAL OF THE BUDGET AMENDMENT IN PROPOSED ORDINANCE NO. 7324. WHEREAS, to prevent overflow, stoppage, ensure compliance with the regulations, and address the potential petition, acquiring a functional vactor truck is essential; and, WHEREAS,the Water Utilities Department is requesting to purchase a vactor truck with the Mile after Mile Service Program,which includes maintenance,repairs, and loaners. a buyback guarantee; and, WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs, such as Texas BuyBoard, as an alternative to formal bid process; and, WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the BuyBoard Cooperative Purchasing Program("BuyBoard"); and, WHEREAS, Kinloch Equipment and Supply, Inc. of Pasadena, Texas, provided a quote under BuyBoard Contract No. 676-22 (Exhibit"A")in the amount of$496,313.00,with an annual $12,000 Mile After Mile Service fee and a guaranteed trade-in value (Exhibit"B"); and WHEREAS, funding in the Capital Improvement Account No. 405-40-000-8516-00-00- 000, is contingent upon the approval of the budget amendment in Proposed Ordinance No. 7324. PR No.24248 3/28/25 JL Page 2 of 5 NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions of the preamble are true and correct; and, THAT, the City Manager is hereby authorized to purchase a 2100i Vactor Truck through BuyBoard Contract No. 676-22 from Kinloch Equipment and Supply, Inc. of Pasadena, Texas, at a projected budgetary cost of$496,313.00, with an annual fee of$12,000.00 for the Mile After Mile Service Program for a five-year period,with subsequent years subject to annual appropriation by the City Council; and, THAT,the City Manager is authorized to execute the Mile After Mile Program Agreement, in substantially the same form, attached hereto as Exhibit"B". THAT, a copy of the caption of the Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of , A.D. 2025 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: • NOES: Thurman Bill Bartie Mayor ATTEST: Sherri Bellard City Secretary PR No.24248 3/28/25 JL Page 3 of 5 APPROVED AS TO FO M: Roxann Pais Cotroneo City Attorney APPROVED FOR ADMINISTRA ION: Ronald Bu , C Calvin Matthews, P.E. City Man er Director of Water Utilities APPROVED AS FOR AVAILABILITY OF FUNDS: 1.:tiajLti ‘1, -73AY LIAL Lynda(Lyn)Boswell, MA, ICMA-CM Clifton . Williams, Jr., CPPB Director of Finance Purchasing Manager PR No.24248 3/28/25 JL Page 4 of 5 EXHIBIT "A" Kinloch dill di Equipment & Supply, Inc. Presents a Proposal Summary of the vAcToR Subsidiary of federal Signal Corporation I,:4 riA fast1 a x e ♦ 2100i Combination Single Engine Sewer Cleaner with Positive Displacement Vacuum System Mounted on a Heavy-Duty Freightliner M-2 Truck Chassis For Energy cis City of1,);) o rt rth u�_ Texas Quote Number:2023-70646 PRODUCT DESCRIPTION •2100i with Roots 824-18"Hg.Blower, 10 Yard Debris body, 1000 Gallons of Fresh Water STANDARD FEATURES • 48"x 22"x 24"Curb Side Aluminum Toolbox • Aluminum Fenders • Mud Flaps •Electric/Hydraulic Four Way Boom • Color Coded Sealed Electrical System Intuitouch Electronic Package • Double Acting Dump Hoist Cylinder • 3"Y-Strainer at Water Pump Inlet Ex-Ten Steel Cylindrical Debris Tank • Flexible Hose Guide (3)Nozzles with Carbide Inserts w/Rack •Vacuum Tube Storage:Rear Door(2)Pipe • 1"Nozzle Pipe • 10'Leader Hose • Flat Rear Door w/Hydraulic Locks • Dual Stainless Steel Float Shut Off • Debris Body Vacuum Relief System Debris Deflector Plate • 48"Dump Height • Additional Water Tank Sight Guage • Liquid Float Level Indicator • Boom Transport Post Storage • 3"Y-Strainer @ Water Pump • 1"Water Relief Valve •Microstrainer Prior to Blower • Midship Handgun Coupling Side Mounted Water Pump Hose Wind Guide(Dual Roller) • Hose Reel Manual Hyd.Extend/Retract • Hose Reel Chain Cover(Full) • Hydraulic Extending 15",Rotating Hose Reel, 1"x 800'Capacity Tachometer&Hourmeter/Blower •Circuit Breakers • LED Lights.Clearance,Back-Up,Stop,Tail&Turn Tow Hooks,Front and Rear •Electronic Back-Up Alarm • Module Paint,Dupont Imron Elite-Sanded Primer Base • 7"Vacuum Pipe Package Emergency Flare Kit • Fire Extinguisher 5 Lbs. • Fixed Rear Door Pipe Rack,7"Pipe •Low Water Alarm with Water Pump Flow Indicator Joystick Boom Control •Rodder System Accumulator-Jack Hammer on/off control w/manual valve • Digital Hose Footage Counter • Water Pump Hour Meter • PTO Hour Meter • Hydraulic Oil Temp Alarm Digital Water Pressure Gauge Quote Number:2023-70646 ADDITIONAL FEATURES • Roots 824-18"Hg.Blower 180 deg. 10'x 15'Rapid Deployment Boom •RDB Washout Coupling • Boom Out of Position Indicator/Alarm 80 GPM Variable Flow Water System • 2500 PSI Water Pressure • Hydraulic Cooling Package • 1"x 800'Piranha Sewer Hose,2500 PSI Debris Body Washout Centrifugal Separators(Cyclones) • Folding Pipe Rack,Curbside,7"Pipe Rear Door Splash Shield • Lube Manifold Final Filter and Silencer Ball Valve Drains • Wireless Controls,excluding hose reel controls Rotatable Boom Inlet Hose • Anti Splash Valve,Body Inlet •Handgun Couplers,Front and Rear • Hydro Excavation Kit-Includes Lances w/Shield,Nozzles,Storage Tray,and Vacuum Tube • Rodder Hose Pinch Roller • High Pressure Hose Reel • Lateral Cleaning Kit w/150'Hose and Nozzle,25 GPM/2000 PSI • Rodder Pump Drain Valves Rear Directional Control,LED Arrowstick • Rear Mounted,LED Beacon Light w/Limb Guard •H.A.L.O.(Handsfree Accessory Light Option) • 14 Lighting Package, 14 Federal Signal Strobe Lights,LED • Body Out of Position Indicator/Alarm Worklights(2),LED,Boom • Worklights(2),LED,Rear Door •Toolbox,Front Bumper Mounted, 16 x 12 x 18 w/(2)LED Side Markers •Toolbox,Behind Cab • Toolbox,Driver Side Subframe, 18w x 24h x 24d Camera System,Front and Rear Safety Cone Storage Rack-Post Style Digital Water Level Indicator • Digital Debris Body Level Indicator Blower High Temperature Safety Shutdown Chassis Source—Doggett Freightliner of South Texas,LLC Module Paint Match Cab-Yes Module Paint Color-White Cab Color-White Door Stripe Color-None Chassis Axle-Single Certified Unit Weight Required-No Total BuyBoard Contract Purchasing Price F.O.B. Port Arthur,TX: $496,313.00 Quote Number:2023-70646 Pr Product Model:2100i Proposal Date:3/10/2025 Quote Number:2023-70646 Price List Date: 12/1/2023 Payment Terms: Net due upon delivery Proposal Notes: 1. Prices quoted herein are firm until 4.10.25. 2. This quote is for a unit that is in stock and ready to go. This truck is first come first served. 3. If this quote is used for a budget item,add 5-10%for past and future price increases. 4. Prices quoted herein are in accordance with BuyBoard Contract#676-22. 5. The proposal is made as a matter of convenience.Per the state of Texas Motor Vehicle laws,any order generated as a result of this proposal needs to be made in favor of Doggett Freightliner of South Texas as the franchise motor vehicle dealer for Freightliner trucks for the state of Texas under the BuyBoard contract#723-23. SIGNED BY: Date: Quote Number:2023-70646 LIMITED WARRANTY Limited Warranty.Each machine manufactured by VACTOR MANUFACTURING(or,"the Company")is warranted against defects in material and workmanship for a period of 12 months,provided the machine is used in a normal and reasonable manner and in accordance with all operating,maintenance and safety instructions.In addition,certain machines and components of certain machines have extended warranties as set forth below.If sold to an end user,the applicable warranty period commences from the date of delivery to the end user.If used for rental purposes,the applicable warranty period commences from the date the machine is first made available for rental by the Company or its representative.This limited warranty may be enforced by any subsequent transferee during the warranty period.This limited warranty is the sole and exclusive warranty given by the Company. STANDARD EXTENDED WARRANTIES(Total Warranty Duration) 2100 Series,HXX Series and Jetters 10 years against water tank leakage due to corrosion.Nonmetallic water tanks are covered for 5 yrs.against any factory defect in material or workmanship. 2100 Series,HXX Series and Guzzler only 5 years against leakage of debris tank,centrifugal compressor or housing due to rust-through. 2100 Series and Jetters 2 years-Vactor Rodder Pump Exclusive Remedy.Should any warranted product fail during the warranty period,the Company will cause to be repaired or replaced,as the Company may elect,any part or parts of such machine that the Company's examination discloses to be defective in material or factory workmanship.Repairs or replacements are to be made at the selling Company's authorized dealer's or distributor's location or at other locations approved by the Company.In lieu of repair or replacement,the Company may elect,at its sole discretion,to refund the purchase price of any product deemed defective.The foregoing remedies shall be the sole and exclusive remedies of any party making a valid warranty claim. This Limited Warranty shall not apply to(and the Company shall not be responsible for): 1.Major components or trade accessories that have a separate warranty from their original manufacturer,such as,but not limited to,trucks and truck chassis,engines,hydraulic pumps and motors,tires and batteries. 2.Normal adjustments and maintenance services. 3.Normal wear parts such as,but not limited to,oils,fluids,vacuum hose,light bulbs,fuses and gaskets. 4.Failures resulting from the machine being operated in a manner or for a purpose not recommended or not in accordance with operating, maintenance or safety instructions provided by the Company. 5.Repairs,modifications or alterations without the express written consent of the Company,which in the Company's sole judgment,have adversely affected the machine's stability,operation or reliability as originally designed and manufactured. 6.Items subject to misuse,negligence,accident or improper maintenance. *NOTE*The use in the product of any part other than parts approved by the Company may invalidate this warranty.The Company reserves the right to determine,in its sole discretion,if the use of non-approved parts operates to invalidate the warranty.Nothing contained in this warranty shall make the Company liable for loss,injury,or damage of any kind to any person or entity resulting from any defect or failure in the machine. THIS WARRANTY SHALL BE IN LIEU OF ALL OTHER WARRANTIES,EXPRESS OR IMPLIED,AND TO THE EXTENT PERMITTED,CONFERRED BY STATUTE,INCLUDING WITHOUT LIMITATION,ANY IMPLIED WARRANTIES OF MERCHANTABILITY,OR FITNESS FOR A PARTICULAR PURPOSE,OR ANY WARRANTY AGAINST FAILURE OF ITS ESSTENTIAL PURPOSE,ALL OF WHICH ARE DISCLAIMED. This warranty is in lieu of all other obligations or liabilities,contractual and otherwise,on the part of the Company.For the avoidance of doubt,the Company shall not be liable for any indirect,special,incidental or consequential damages,including,but not limited to,loss of use or lost profits.The Company makes no representation that the machine has the capacity to perform any functions other than as contained in the Company's written literature,catalogs or specifications accompanying delivery of the machine.No person or affiliated company representative is authorized to alter the terms of this warranty,to give any other warranties or to assume any other liability on behalf of the Company in connection with the sale,servicing or repair of any machine manufactured by the Company.Any legal action based hereon must be commenced within eighteen(18)months of the event or facts giving rise to such action. The Company reserves the right to make design changes or improvements in its products without imposing any obligation upon itself to change or improve previously manufactured products. ....LER� VACTOR MANUFACTURING VACTOR 1621 S.Illinois Street Streator,IL 61364 ,.....,,ofFeArralS,WCoeporetne Quote Number:2023-70646 PR No.24248 3/28/25 JL Page 5of5 EXHIBIT "B" 3320 Pasadena Blvd I Kinloch Pasadena,Tx 77503 Equipment&Supply,Inc. Tel: 713.473.6213 www.kinlochequip.com March 11,2025 Ms. Lynda Boswell City of Port Arthur 444 4th Street Port Arthur,Texas 77640 RE:Vactor Options Good morning. Thank you for your interest in the Vactor Combination Sewer Cleaner offered by Kinloch Equipment&Supply,Inc. Previously I offered both an outright purchase of the Vactor the using department is considering, at a delivered price of$496,313.00. Included in that price are both the Freightliner and Vactor one-year standard warranties as well as the standard extended warranties both manufactures offer at no charge. The Vactor includes a 5-year warranty on the debris body, 10-year warranty on the water tanks and a two-year warranty on the water pump. Kinloch Equipment also offers free training for the life of the equipment. Kinloch Equipment also offers on the Vactor product, a guaranteed trade in value of 50% of the purchase price, $496,313 at the end of five years, or$259,656.50 on the quoted truck. We will also offer you, our Mile after Mile service program that includes,maintenance, repairs, and loaners for the first five years of ownership,for$12,000 annually. The program includes all service at your location, or we pick up and deliver. The service includes everything including the chassis and the Vactor body, with the exception of sewer hose. This program also includes a loaner should the unit be down for 5 consecutive business days. Loaner equipment availability shall apply to equipment put out of service for any reason other than i.e., operator damage, theft,vandalism, accident, Acts of God,or incidents out of control of KESI which render the unit unable or unsafe to perform those operations for which the unit is designed. The Mile after Mile quote provided this morning includes the unit, the program, a buy back guarantee and 5-year warranties on both the body and the chassis, plus the "lease purchase" feature. We do offer a$1 buyout lease-purchase through various banks also, if you prefer to forgo the buy back, Mile after Mile or service agreements. Thank you again for your interest,let me know what questions you have. Sincerely, Todd B.Kinloch, President Kinloch Equipment&Supply, Inc. Cc; Canon Owen • 3320 Pasadena Blvd Kin Oc Pasadena, TX 77503 Tel: 713.473.6213 Fax: 713.473.7858 Equipment & Supply, Inc. Toll Free: 800.231.6929 Ile" * *4444101 MILE AFTER MILE . Turnkey Leasing Solution Mile After Mile' Proposal For Port Arthur , Enerp City City of ide avi % oYt rthur Texas ' •� 3320 Pasadena Blvd Kinloch Pasadena,TX 77503 Ilk Ai & Supply, Inc. 0:713-473-6213 Fax:713-473-7858 Toll Free: 800-231-6929 Mile After MileTM Program Agreement The intent of this agreement is to describe special terms and conditions for the City of Port Arthur to own and operate a Vactor 2100i combination sewer cleaner mounted on a Freightliner truck chassis with vendor maintenance. The proposal is written to ensure that equipment operated by you will provide the lowest total cost during its useful life. The proposal is supplemental to the Vactor 2100i proposal and accompanying configuration provided. This contractual agreement includes all preventative maintenance and repairs to both the body and chassis with noted exceptions. DEFINITIONS: The term "you"shall mean the City of Port Arthur. The term "KESI" shall mean Kinloch Equipment& Supply, Inc.,the dealer who represents the manufacturer of the equipment being proposed. The term "Fleet Management" shall mean the City of Port Arthur Fleet Manager or his/her designated representative,wherein the equipment will be operated and maintained. The term "KESI Principal" shall mean the principal person or his/her designated representative of KESI, whom this contract shall apply. The term "normal workday" shall mean a day which falls on or between Monday and Friday of the calendar week, 52 weeks a year,excluding the City of Port Arthur holidays.A list of all the City of Port Arthur holidays shall be supplied to KESI from you upon award of this contract. The term "normal working hours" shall mean the time period of a normal workday when the City of Port Arthur 's main equipment shop and/or maintenance facility is normally open for operation. You shall supply KESI with this information upon awarding this contract. The term "in-service date" shall mean the date the City of Port Arthur places the unit in operation. The City of Port Arthur will notify the KESI Principal of the in-service date. The term "downtime" shall mean the period of time measured in normal workdays that the unit is unable or unsafe to perform those operations for which the unit was designed. 1. The maintenance contract period shall be a five(5)year term. 2. The training will require a minimum of one(1)day for operating and one(1) day for daily maintenance. IIv 3. The City of Port Arthur is responsible for providing fuel, insurance,and operator for the mainline sewer inspection system.Original equipment items listed in this paragraph to be utilized and will be supplied at fleet pricing. 4. The City of Port Arthur is responsible for the daily and weekly maintenance of the sewer cleaner in accordance with instructions from KESI and/or the manufacturer. 5. KESI is responsible for the cost of parts and labor of the following: a)All preventative maintenance requirements for the chassis and body with the exception of daily and weekly maintenance. b)Vactor sewer cleaner components with the exception of jet rodder hose which is the Port 's responsibility. c)All repairs to chassis and related components.Operator damage is not included. d)Repair of damage caused by the City of Port Arthur personnel is not covered by this agreement and must be repaired to the manufacturer's original specifications within a reasonable time frame upon notification of damage. 6. KESI shall be fully responsible for transporting to and from your facility, at no cost to you for any repairs or maintenance required, if said repairs or maintenance cannot be completed at the City of Port Arthur 's site. 7. This proposal is based on total aggregate usage over a one(1)year term of not more than 10,000 engine hours. If 10,000 engine hours are reached prior to the Five(5)year anniversary of the in- service date,the City of Port Arthur has the exclusive option to either: • Pay an hourly charge of$90 per hour for each hour in excess of 10,000 hours until the end of the five(5)year agreement to allow for the continuation of the terms and conditions set forth in this agreement. OR • Allow this agreement to lapse and immediately absolve both the City of Port Arthur and KESI of any further obligations as set forth in this agreement. 8. KESI shall guarantee that the equipment purchased under this contract will be available for operation at least 95%of normal workdays. KESI shall guarantee that the equipment purchased under this contract will be out of service for more than five(5)consecutive normal workdays,nor more than five(5)normal workdays, in any 100 consecutive,normal workday period. 9. Equipment availability shall apply to equipment put out of service for any reason other than i.e.,operator damage, theft,vandalism,accident,Acts of God, or incidents out of control of KESI which render the unit unable or unsafe to perform those operations for which the unit is designed. The City of Port Arthur supervising personnel,after inspection will determine in conjunction with a KESI Principal, if the unit was inoperable or unsafe and the cause of the downtime. Equipment availability shall not apply to equipment during routine maintenance. 10. The unit will be considered out of service starting the first normal workday, following KESI notification by the City of Port Arthur that the unit is inoperable or unsafe and requires repair. Therefore,the downtime clock will start at the beginning of the first normal workday, following such notification.The City of Port Arthur's Fleet Manager will notify the KESI Principal during normal working hours of a unit that is out of service and requires repair. The unit will be considered in service(operational)starting the first normal workday following the completion of the repair and/or return of the repaired unit. Therefore,the downtime clock will stop at the beginning of the first normal day following the repair completion or return of the repaired unit. 11. Equipment availability or in-service percentage(uptime)will be computed by the City of Port Arthur at the end of each 100 consecutive,normal workday period, beginning from the in-service date, using downtime increments of normal workdays. The City of Port Arthur will use the following formula to compute equipment availability at the end of each 100 consecutive,normal workday period: Equipment Availability=[(100 Days-Downtime)/100 Days]x 100% NOTE: The term "Days"refers to normal workdays.The term "Downtime"refers to the total downtime accumulated during the 100 consecutive,normal workday period. 12. KESI will credit the City of Port Arthur a daily amount of$125.00 for each normal workday required to provide 95%availability in the event a functionally equivalent replacement unit is not available. 13. KESI will provide a relief unit should repair downtime be more than five(5)consecutive normal workdays. All costs associated with securing and delivering the relief unit shall be at KESI's expense,with no cost to the City of Port Arthur. The relief unit must be functionally equivalent to its replacement. 14. This guarantee shall be in effect for a period of five(5)years. Time will be measured in calendar years from the in- service date and engine hours will be recorded on the electric, solid state hour meter provided with the unit. The City of Port Arthur Kinloch Equipment& Supply,Inc. Name: Name: Todd B. Kinloch Title: Title: President Date: Date: Signature: Signature: