Adopt Resolution #25-111 Authorizing Replacement of 2009 Jetter-Vacuum Truck

Purpose:
Staff is requesting City Council authorization to advance the purchase of a replacement jetter-vacuum combination truck from 2026 to 2025 to save a total of $72,417.  

This is a companion case to the case on the City Council Work Session agenda. Therefore, depending on the direction provided by the City Council during work session, this case may be pulled.   

Background:
The adopted 2024 - 2033 Capital Improvement Program includes a request to replace the 2009 jetter-vacuum combination truck, PW Unit #673, in year 2026.  PW Unit #673 is used to clean various components of the city's sanitary sewer and storm sewer systems, including sewer pipes, sanitary sewer and stormwater lift stations, and stormwater hydrodynamic separator structures.  It is also used to hydro-excavate utilities.

PW Unit #673 is generally used daily and is an emergency response vehicle.  In the event of a sewer back-up, this is the first unit to be dispatched.
  
PW Unit #673 is 16 years old.  To date, the city has spent $47,212.84 on repairs to this truck. Of this amount, $32,945.01 has been spent over the past 3 years.  This unit is becoming less and less reliable and on multiple occasions in recent months, staff have had to drive the truck straight to the mechanic's area for repairs immediately after starting it. 

Last year, the replacement of PW Unit #673 was moved up in the CIP from 2029 to 2026.  At the time, staff anticipated a replacement cost of $850,000.  However, staff since requested replacement quotes from 3 vendors and the lowest quote was $647,324 based on purchasing the truck in 2025.  However, this vendor recently contacted staff and stated if the city waits to purchase a replacement jetter-vacuum combination truck until 2026, the purchase price will increase by $72,417.  According to the vendor, the additional costs are two-fold including $36,917 in increased tariff costs, as well as a $35,500 chassis cost increase.  Therefore, if the city waits until 2026 to purchase a replacement truck, the cost would increase to $719,741.  

Attached is an equipment replacement rating sheet, which shows PW Unit #673 has a rating of 46 points. Generally, any piece of equipment rated with a point total of 28 or higher is replaced as soon as allowed.   

Per the attached pages from the adopted 2025 - 2034 CIP, the estimated cost to replace PW Unit #673 was $850,000 and of this amount $200,000 was proposed to be funded through stormwater funds and $650,000 was proposed to be funded through sanitary sewer funds.

Staff propose using the same funding split percentage for the replacement of PW Unit #673 in 2025 therefore at a total cost of $647,324 the funding sources would be $152,312 from stormwater funds and $495,012 from sanitary sewer funds. 

Of the 3 vendors that provided quotes for purchasing a replacement for PW Unit #673, only one offered a trade-in in the amount of $10,000.  Staff believe this salvage value is low and are checking with other cities to see if any are interested in purchasing PW Unit #673.  If none are interested, staff recommend auctioning PW Unit #673 on the open market after receiving the replacement truck.   

Staff recommend adopting Resolution #25-111 authorizing the replacement of PW Unit #673 in 2025 to save the city $72,417 and allow for the timely replacement of a critical but unreliable piece of equipment.   

Adopt Resolution #25-111 authorizing staff to order a replacement jetter-vacuum truck for PW Unit #673 in 2025 by signing a letter of intent by May 31, 2025.