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Home My WebLink AboutPR 24704: PURCHASE OF A VACTOR TRUCK WITH MILE AFTER MILE SERVICE FOR WATER UTILITIES ..,,,,, . , 4 Ir r•t r t It u��^ Texus www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: January 12, 2026 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR 24704 - Purchase of a Vactor Truck with Mile after Mile Service for Water Utilities Introduction: This proposed resolution is requesting City Council authorization for the City Manager to purchase a Vactor 2100i from Kinloch Equipment and Supply, Inc. in the amount of$620,222.00, through Doggett Freightliner of South Texas,LLC under TIPS Contract No. 230802. Background: To ensure compliance with the regulations and address the potential petition,City Council approved the second pipe bursting crew and acquiring a functional vactor truck is essential for this crew. Kinloch Equipment and Supply, Inc. offers the Vactor 2100i model at a total price of$620,222.00, which includes extended 5-year warranty,and one year of the Mile After Mile service package which encompasses maintenance, repairs, and access to loaner vehicles. After the expiration of the initial one-year term of the Mile After Mile program,the option to continue the program will be available at an annual cost of$12,000. Furthermore,Kinloch Equipment and Supply,Inc.guarantees a trade-in value of$294,522.50,which is 50%of the purchase price, at the end of five years of participation in the Mile After Mile Service program for the quoted truck. Budget Impact: The total budgetary impact for the Vactor Truck for FY26 is $620,222.00 with funding as follows: $408,636.62 in Capital Equipment Account No. 625-40-220-8523-00-00-000, Motor Vehicles; and $211,585.38 in Water Account No. 405-40-220-8523-00-00-000, Motor Vehicles.The annual Mile and Mile Service Program fee of$12,000.00 shall be funded from Water Account No.405-40-000- 8523-00-00-000, with subsequent years subject to City Council's annual appropriation. Recommendation: It is recommended that City Council approve Proposed Resolution No. 24704 authorizing the City Manager to purchase the 2100i Vactor Truck with the service as described/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 PR No. 24704 1/12/26 cm Page 1 of 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE A 2100i VACTOR TRUCK FROM KINLOCH EQUIPMENT AND SUPPLY, INC. IN THE AMOUNT OF $620,222.00, THROUGH DOGGETT FREIGHTLINER OF SOUTH TEXAS, LLC UNDER TIPS COOPERATIVE PURCHASING CONTRACT NO. 230802, AND FURTHER AUTHORIZING THE CITY MANAGER TO ENROLL IN THE MILE AFTER MILE SERVICE PROGRAM WITH AN ANNUAL SERVICE FEE OF$12,000.00; FUNDING IN THE AMOUNT OF $408,636.62 IS AVAILABLE IN CAPITAL EQUIPMENT ACCOUNT NO. 625-40-220-8523-00-00-000, MOTOR VEHICLES; $211,585.38 IS AVAILABLE IN WATER ACCOUNT NO. 405-40-220-8523-00-00-000, MOTOR VEHICLES;AND THE ANNUAL SERVICE FEE OF$12,000.00 IS AVAILABLE IN WATER ACCOUNT NO. 405-40-220-8523-00-00-000, WITH SUBSEQUENT YEARS SUBJECT TO CITY COUNCIL'S ANNUAL APPROPRIATION. WHEREAS, to prevent overflow, stoppage, ensure compliance with the regulations and address the potential petition. acquiring a functional Vactor truck is essential; and, WHEREAS, to assist the second pipe bursting crew that was approved by City Council, the Water Utilities Department is requesting to purchase a Vactor 2100i Truck with the Mile after Mile Service Program, which provides maintenance, repairs, loaners, and 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 and TIPS Cooperative Purchasing, as an alternative to formal bid process; and, WHEREAS, pursuant to Resolution No. 12-008, the City of Port Arthur entered into an Interlocal Agreement for cooperative purchasing with Region VIII Education Service Center for participation in the Interlocal Purchasing System (TIPS) Cooperative Purchasing Program; and, WHEREAS, Kinloch Equipment and Supply, Inc. provided a quote (Exhibit"A"), which includes the Mile After Mile Service program(Exhibit"B");however,under Texas motor vehicle PR No. 24704 1/12/26 cm Page 2 of 5 laws, the vehicle must be sold through a Texas franchise motor vehicle dealer, (i.e., Doggett Freightliner of South Texas,LLC, via TIPS Contract No. 230802); and, WHEREAS,the total purchase price for the vactor truck is$620,222.00,with$408,636.62 available in the Capital Equipment Account No. 625-40-000-8523-00-00-000, Motor Vehicles; and $211,585.38 available in the Water Account No. 405-40-000-8523-00-00-000, Motor Vehicles; and WHEREAS,the annual Mile and Mile Service Program fee of$12,000.00 shall be funded from Water Account No. 405-40-000-8523-00-00-000, with subsequent years subject to City Council's annual appropriation. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: THAT,the facts and recitals in the preamble are true and correct; and, THAT, the City Manager is hereby authorized to purchase a 2100i Vactor Truck from Kinloch Equipment and Supply, Inc. in the amount of$620,222.00, through Doggett Freightliner of South Texas,LLC under TIPS Contract No. 230802; and, THAT,the City Manager is authorized to enroll in the Mile After Mile Service Program, as delineated in Exhibit"B,"with an annual service fee of$12,000 for a five-year period; and, THAT,the total purchase price of the vactor truck being$620,222.00 shall be funded with $408,636.62 available in Capital Equipment Account No. 625-40-000-8523-00-00-000 (Motor Vehicles) and $211,585.38 available in Water Account No. 405-40-000-8523-00-00-000 (Motor Vehicles); and, PR No. 24704 1/12/26 cm Page 3 of 5 THAT,the annual Mile and Mile Service Program fee of$12,000.00 shall be funded from Water Account No. 405-40-000-8523-00-00-000,with subsequent years subject to City Council's annual appropriation. THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the Meeting of the City Council. READ, ADOPTED, AND APPROVED this day of , 2026 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor Councilmembers: • • NOES: • CITY OF PORT ARTHUR, TEXAS: Charlotte M.Moses Mayor ATTEST: Sherri Bellard City Secretary PR No. 24704 1/12/26 cm Page 4 of 4 APPROVED AS TO FORM: Roxann Pais Cotroneo City Attorney APPROVED FOR ADMINISTRATION: Ro ald on, City Manager Suhail Kanwar, P.E. Director of Public Servi s Calvin atthews, P.E. Water Utilities Director APPROVED AS TO THE AVAILABILITY OF FUNDS: Lynn(Lyn) Boswell, MA ICMA-CM Finance Director Lib Clifton . Williams Jr. CPPB Purchasing Manager Exhibit "A" (Vactor Quote) Kinloch Equipment& Supply,Inc. Presents a Proposal Summary of the VACTOR suesd. veireee.f Signal(*dammed, .,-.. , _ _ . • MIMI kr" - ,..............s. , ..-___—_3...,, , i, i tel. , _ , , 0. y , 4.) itd i. 11._ wwsw.aM! 2100i Combination Single Engine Sewer Cleaner with Positive Displacement Vacuum System Mounted on a Heavy-Duty Western Star Truck Chassis For City of —ort rthu 7, ri, Canon Owen Tel:409-539-9280 Quote Number:2025-86023(74869) BASIC MODEL Vacuum System Roots 824-18 Blower Debris Body Capacity 12 Cubic Yards Model Type Combination Water Capacity 1300 Gallons Water Flow 80 GPM Water Pressure 2500 PSI Chassis Source Doggett Freightliner Water Tank Material Aluminum Blower High Temp Shutdown Included CHASSIS Tandem Axle-2025 Western Star 47x 6x4-370 HP-Auto-66-000 GVWR-GHG STANDARD FEATURES Operator Station Curbside Toolbox Aluminum Fenders Mud Flaps Color Coded Sealed Electrical System Intuitouch Electronic Package Double Acting Hoist Cylinder Handgun Assembly Ex-Ten Steel Cylindrical Debris Tank Flexible Hose Guide (3)Nozzles with Carbide Inserts w/Rack Suction Tube Storage 1"Nozzle Pipe 10'Leader Hose Flat Rear Door w/Hydraulic Locks Dual Stainless-Steel Float Shut Off System Microstrainer Prior to Blower Lube Manifold,with Lube Chart Debris Body Vacuum Relief System Debris Deflector Plate 60"Dump Height Debris Body-Up Message and Alarm Low Water Indicator on Screen w/Alarm and Water Pump Flow Indicator 3"Y-Strainer at Passenger Side Fill with 25'Fill Hose Additional Water Tank Sight Gauge Liquid Float Level Indicator Digital Water Pressure Gauge Front Joystick Boom Control Boom Hose Storage Boom Out of Position Message and Alarm Canon Owen Tel:409-539-9280 Quote Number:2025-86023(74869) Rodder System Accumulator-Jack Hammer on/off Control w/ manual valve 3"Y-Strainer @ Water Pump Midship Handgun Coupling Chassis Engine Cooling Package Side Mounted Water Pump Digital Hose Footage Counter Hose Reel Manual Hyd Extend/Retract Hose Reel Chain Cover Hydraulic Tank Shutoff Valves Rodder Pump Drain Valves Hydraulic Extending 15"-Rotating Hose Reel- 1"x800'Capacity Tachometer/Chassis Engine w/Hourmeter Water Pump Hour Meter PTO Hour Meter Hydraulic Oil Temp Alarm Tachometer&Hourmeter/Blower Circuit Breakers LED Lights-Clearance-Back-up-Stop-Tail&Turn Tow Hooks-Front and Rear Electronic Back-Up Alarm Camera System-Rear Only Module Paint-DuPont Imron Elite-Wet on Wet 7"Vacuum Pipe Package Emergency Flare Kit Fire Extinguisher 5 Lbs. BOOM Bellypack Wireless Controls with hose reel controls-2-way communications-and LCD Display Rotatable Boom Inlet Hose 180 deg. 10'x 15'Rapid Deployment Boom Heavy Duty RDB Hose RDB Washout Coupling DEBRIS BODY Fixed Rear Door Pipe Rack-7"Pipe "Subframe Mounted-2 Pipe Rack-7" Debris Body Flushout Pump Off Ports and Programming Centrifugal Separators(Cyclones) Folding Pipe Rack-Curbside-7"Pipe Canon Owen Tel:409-539-9280 Quote Number:2025-86023 (74869) Rear Door Splash Shield Digital Debris Body Level Indicator Tied to Vacuum Relief VACUUM OPTIONS Front Blower Controls Blower High Temp Safety Shutdown Final Filter and Silencer Ball Valve Drains REAR DOOR 6" Rear Door Knife Valve w/Camloc-3:00 position 6" Rear Door Knife Valve w/Camloc w/Port-6:00 position HOSE REEL 700'x 1"Piranha Sewer Hose2500 PSI in lieu of STD Rodder Hose Pinch Roller High Pressure Hose Reel Hose Wind Guide(Dual Roller)-Auto-Non-Indexing WATER TANKS Additional Water- 1300-Gal Total Digital Water Level Indicator MISCELLANEOUS Amber Lights for Flashing Light Package Chassis Modifications-2025 Western Star PSWT370A LIGHTING Rear Directional Control-LED Arrowstick Front Mounted-LED Beacon Light w/Limb Guard 14 Light Package-14 Federal Signal Strobe Lights-LED PAINT Cab Paint Color White Cab Paint Color Code L0006EY Module Paint Color White Module Paint Code N0006EX Vactor 2100i Body Decal-Standard Vactor Logos-Applied TOOLBOX Canon Owen Tel:409-539-9280 Quote Number:2025-86023 (74869) 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. UI GII7ER VACTOR MANUFACTURINGVACTOR 1621 S.Illinois Street , Streator,IL 61364 Canon Owen Tel:409-539-9280 Quote Number:2025-86023(74869) Canon Owen Tel:409-539-9280 Quote Number:2025-86023 (74869) Toolbox-Front Bumper Mounted- 16 x 12 x 18 w/(2)LED Side Markers Toolbox-Behind Cab-16w 30h x 96d Toolbox-Driver Side Chassis Frame-60w x 24h x 24d Toolbox-Passenger Side Chassis Frame-30w x 18h x 24d WATER ACCESSORIES Air Purge Cold Weather Recirculator-PTO Driven-25 GPM Hydro Excavation Kit-Includes Lances w/Shield-Nozzles- Storage Tray-and Vacuum Tube WATER SYSTEM 80 GPM/2500 PSI Jet Rodder pump ADDITIONAL PARTS 6' Pole Fibregl x8 9"Basin Spoon 1 x 4 4 Finne x2 %"x4 4 Fin x2 1"Rambo Nozzle KEG Cleaning No—100002-C KEG Cleaning No—101103-C KEG Rambo Nozzle Nozzle, P—15 Pen WARRANTY 5 Year Extended Warranty Product Model:2100i Proposal Date: 12/16/2025 Quote Number:2025-86023 (74869) Price List Date: 12/4/2025 Payment Terms:Net Due Upon Delivery Total Vactor 2100i Price: $589,045.00 Nozzle Tool Package: $9,488.00 Extended 5 Year Warranty: $21,689.00 Total Price F.O.B. Port Arthur, TX: $620,222.00 Proposal Notes: 1.This is KESI Stock Unit VA0189,price is firm until 1.16.26 and is subject to prior sale. 2.Under Texas Motor Vehicle laws,this vehicle must be sold via a Texas franchise motor vehicle dealer.Therefore,any Purchase Order issued in conjunction with this proposal must be in the name of Doggett Freightliner of South Texas, LLC.TIPS Contract#230802. SIGNED BY: Date: Canon Owen Tel:409-539-9280 Quote Number:2025-86023 (74869) Exhibit "B" (Mile After Mile Agreement) Kinloch 3320 Pasadena Blvd I Pasadena,TX 77503 Tel: 713.473.6213 Fax: 713.473.7858 Ilk A Equipment & Supply Toll Free: 800.231.6929 MILE AFTER MILE" Turnkey Leasing Solution Mile After Mile"' Proposal For the City of Port Arthur Energy City Of City ort rthur e.rus • 3320 Pasadena Blvd OC Pasadena,TX 77503 Tel: 713.473.6213 Fax: 713.473.7858 Equipment & Supply Toll Free: 800.231.6929 As an alternative to the traditional equipment acquisition model, we offer a turnkey"cradle to grave" equipment acquisition and operation solution that achieves the best of both worlds.....high productivity and low cost of ownership and operation. We call this program Mile After MileTM. We are pleased to offer our proposal based on the Vactor Impact combination sewer cleaner. Vactor is the North American market leader, enjoying just over 54%market share. Essentially, this is what this program offers: • Equipment built to the City's specifications and requirements. • A five (5) year bumper-to-bumper warranty for both the truck chassis and sewer cleaner • All repairs &maintenance included(except rodder hose) • Guaranteed minimum 95%equipment availability supported by free of charge loaner equipment in the event of protracted downtime. This again is designed to offer a low, fixed cost of operation and a correspondingly high level of equipment availability. This yields a lower cost of ownership per productive hour as outlined in this proposal. AQUISTION PROPOSAL Model Vactor 2100i Debris Body Capacity 12 Cubic Yards Water Tank Capacity 1,300 Gallons Vacuum System Positive Displacement Blower Boom Rapid Deployment Boom (RDB) Mile After MileTM Program Five (5)Year Bumper to Bumper Warranty Included Five (5)Year Repair&Maintenance Agreement Included Free Loaner Equipment Included Total Five (5)Annual Payments of $12,000.00 ea Trade In Option Upon the conclusion of the five (5) year lease term, City of Port Arthur has an option to return this unit for a guaranteed trade allowance of$294,522.00 from Kinloch Equipment& Supply. This option is offered to be exercised at Port Arthur's sole discretion.