City Council Meeting - FINAL

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Meeting Date: 11/15/2022  
From: Patrick O'Connor, Water Services Specialist

Consideration and Approval of a Cooperative Purchase Contract:  Approve the Cooperative Purchase Contract for a Vacuum Excavator in the amount of $99,184.06 from Empire Southwest, LLC on a National Intergovernmental Purchasing Alliance cooperative purchase agreement (Contract #161534-01).
  1. Approve the Cooperative Purchase Contract for a Vacuum Excavator in the amount of $99,184.06 from Empire Southwest, LLC, on a National Intergovernmental Purchasing Alliance cooperative purchase agreement (Contract #161534-01); and  
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
The Water Services Division, Water Distribution Section is proposing to replace their one and only, 2008 Pacific-Tek PV220 vacuum excavator trailer unit. This existing unit, for its heavy use, is undersized in both the power of the 2-cycle engine as well as the debris body in its holding capacity. Repair parts for this unit are becoming obsolete and preventing the Fleet Division from being able to make repairs when needed. This Vacuum Excavator ensures a safer excavation of and around, underground utilities by using a large vacuum system vs. the traditional means of excavating with heavy mechanical equipment. Not only is the Vacuum Excavator safer for the utility itself, but for the staff operating the equipment as well. Staff currently relies on the Wastewater and Stormwater Collection's hydro-vac units to assist on larger excavations when necessary. Approving the Cooperative Purchase Contract of the new Vacuum Excavator would allow Water Distribution to become more independent and more efficient in complete their daily tasks. The Vacuum Excavator is safer, more powerful, efficient and equipped with a modern Tier 4 diesel engine.  

This purchase, the replacement of an existing unit in the fleet, was reviewed and approved by the City of Flagstaff's Fleet Management Committee.
Financial Impact:
The Water Services Division - Water Distribution Section, has budgeted funding in Fiscal Year 2023 of $100,000 for the purchase of the Vacuum Excavator in account #202-08-303-1052-0-4401.
Policy Impact:
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
  • Enhance the organization's fiscal stability & increase efficiency & effectiveness.
  • Be an employer of choice through inclusive recruitment & by providing employees with the necessary tools, training, support & compensation.
  • Deliver outstanding services to residents through a healthy, well maintained infrastructure system. 
Carbon Neutrality Plan
  • MM-2:  Encourage sustainable consumption.
  • CR-1:  Ensure all mitigation actions improve Flagstaff's ability to adapt to the future.
Regional Plan
  • Policy WR.2.3.  Develop programs to minimize lost and unaccounted for water to acceptable levels.
  • Policy WR.4.2.  Maintain, at the City level, a financially stable utility to provide reliable, high quality utility services.
Has There Been Previous Council Decision on This:
The City will be utilizing the National Intergovernmental Purchasing Alliance cooperative purchase agreement Contract #161534-01) with the City of Tucson to insure the best pricing for this product. Purchasing staff reviewed the agency cooperative contract to confirm it is relevant to the procurement and is currently active.
COF contract 2023-39
Exhibit A - Quote
Unit being replaced
Unit proposed to purchase
Unit proposed to purchase
Exhibit B - Agency Contract
Exhibit B - COT Contract Extension


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