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Item 4CCity of Southlake, Texas M E M O R A N D U M October 2, 2007 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject:Authorize the purchase of Vac-Con Hydro-excavator from Vac-Con, Inc. and Santex Truck Center through Houston-Galveston Area Council of Governments in the amount of $259,988 Action Requested: Authorize the purchase of Vac-Con Hydro-excavator from Vac-Con, Inc. and Santex Truck Center through Houston-Galveston Area Council of Governments (HGAC) in the amount of $259,988 Background Information: In order to make repairs to water lines, it is necessary to uncover the buried pipes. In many cases mechanical equipment such as a backhoe can’t be used without damaging other buried utilities such as electric, gas and fiber optic lines. The use of a high velocity vacuum and water allow for safe excavation in these cases. The use of hydro-excavation is less invasive, reduces property damage and often allows for the repair to be made without interruption of water service. This equipment is available through the cooperative purchasing program offered by the HGAC. The vacuum excavation equipment is to be provided by Vac-Con, Inc. at a cost of $190,799.11 and will be mounted on the truck. The truck cab and chassis will be purchased from Santex Truck Center for a cost of $69,188.00. Financial Considerations: Funding of $260,000.00 is available for this purchase is in the FY 08 Water operations budget. Citizen Input/ Board Review: None Legal Review: None. Alternatives: The City Council may approve it, deny this proposal. Supporting Documents: HGAC pricing worksheets from Vac-Con, Inc. and Santex Truck Center. Staff Recommendation: Authorize the purchase of Vac-Con Hydroexcavator from Vac-Con, Inc. and Santex Truck Center through Houston-Galveston Area Council of Governments in the amount of $259,988 Staff Contact: Gordon Mayer, P.E., Deputy Director Public Works – City Engineer Chuck Kendrick, Deputy Director Public Works - Operations CONTRACT PRICING WORKSHEET for All Products EXCEPT Motor Vehicles In The State Of Texas This Form must be prepared by Contractor, and provided to End User to attach to Purchase Order, with copy to H-GAC. All pricing shall INCLUDE the H-GAC fee. Buying VAC-CON, INC. SOUTHLAKE, TX Contractor: Agency: Contact JAN CHAPMAN Kyle Flanagan Prepared By: Person: 904-284-4200 Phone:Phone: Location City, SC01-06 Southlake,Texas Contract No.: State: D007 9/13/2007 Date:Product Code: Product Truck Mounted Hydro-Excavator Description: A. Item Base Unit Price Per H-GAC Contract:A: $ 111,042.22 B. Published Options (Itemize below and attach additional sheet(s) if necessary) CodeDescriptionCostCodeDescriptionCost Subtotal From Additional Sheet(s): $ 44,349.90 Subtotal B: $ 44,349.90 Note: Published Otions are otions submitted with the contractor's bid. pp C. Unpublished Options (Itemize below and attach additional sheet(s) if necessary) CodeDescriptionCostCode DescriptionCost Add for Hibon BlowerUpgrade Strobes to LED$ 818.00 $ 24,010.62 HD wear back elbowGrounding cable w/screw$ 380.27 $ 827.09 Monster HoseBack up alarm$ 204.06 $ 965.11 Hydro Lance w/ball valve & chizel noz$ 644.44 Long handle storage PVC $ 360.50 Upgrade Arrowboard to LEDHyro lance 5'$ 237.21 $ 290.00 Grounding mat$2,000.00 Subtotal From Additional Sheet(s): Subtotal C: $ 30,737.30 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options (A+B). For this 20% transaction, the percentage is: D. Other Price Adjustments (E.G. Installation, Freight, Delivery, Etc.) Delivery$ 1,850.00 Subtotal D: $ 1,850.00 E. Unit Cost of Item Before Fee & Non-Equipment Charges (A+B+C+D) $ 187,979.42 Quantity OrderedX 1 Subtotal E: $ 187,979.42 F. Non-Equipment Charges (Trade-In, Extended Warranty, etc.) HGAC ADMINISTRATION FEE 1.5%$ 2,819.69 Price excludes any applicable sales taxes, FET, tag, title or registration fees. Subtotal F: $ 2,819.69 G.Total Purchase Price (E+F): $ 190,799.11 Estimated Delivery Date: (Please Type, or Print Legibly) May-08 CONTRACT PRICING WORKSHEET MOTOR VEHICLES IN THE STATE OF TEXAS For (This Form must be prepared by Contractor, and provided to End User to attach to Purchase Order, with copy to H-GAC.) Buying Santex Truck center Southlake Texas, city of Contractor: Agency: Contact Jeff D. Johnson Kyle Flannigan Prepared By: Person: 800 373-8370 817 748-8200 Phone:Phone: Location City, HT11-05 Southlake TX 76092 Contract No.: State: EM 9 14 2007 Date:Product Code: 2008 7400 4x2 Auto Product Description: A. Item Base Unit Price, Exclusive Of H-GAC Fee, Per H-GAC Contract:A: 39080 B. Published Options (Itemize below and attach additional sheet(s) if necessary) CodeDescriptionCostCodeDescriptionCost 16WKBA/C85016JHRAir ride drivers seat360 8RADAM/FM radio34312VYX2008 emissions G-letter #647A5000 13AJMAllison Automatic transmission1042812NRC295HP+ International engine upgrade2290 Steel2007 steel surcharges100014ASG23,000# REAR AXLE925 Subtotal From Additional Sheet(s): Subtotal B: 21,196 Note: Published Otions are otions submitted with the contractor's bid. pp C. Unpublished Options (Itemize below and attach additional sheet(s) if necessary) CodeDescriptionCostCode DescriptionCost CUST OpsCustomer speced options 8312 Subtotal From Additional Sheet(s): Subtotal C: 8,312 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options (A+B). For this 14% transaction, the percentage is: D. Other Price Adjustments (E.G. Installation, Freight, Delivery, Etc.) Subtotal D: - E. Unit Cost of Item Before Fee & Non-Equipment Charges (A+B+C+D) 68,588 Quantity OrderedX 1 Subtotal E: 68,588 F. H-GAC Fee Calculation (From Current Fee Tables)Subtotal F: 600 G. Non-Equipment Charges (Trade-In, Extended Warranty, etc.) Subtotal G: - H.Total Purchase Price (E+F+G): 69,188 Estimated Delivery Date: (Please Type, or Print Legibly)