HomeMy WebLinkAbout09.a. Approve supplemental authorization for sewer rodding truckCentral Contra Costa Sanitary District
BOARD OF DIRECTORS
1 �a•
w. POSITION PAPER
Board Meeting Date: August 15, 2013
Subject., APPROVE SUPPLEMENTAL AUTHORIZATION OF $241,000 TO THE
FISCAL YEAR 2013 -14 EQUIPMENT BUDGET; AND APPROVE TRAVEL
OUTSIDE OF THE UNITED STATES
Submitted By.
Don Rhoads — Field Operations
Superintendent
Initiating Dept. /Div.:
Collection System Operations
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
P. Seitz — Collection System Operations Division Manager
Provisional General Manager
ISSUE: Authorization by the Board of Directors is required for the addition of funds to
the Fiscal Year (FY) 2013 -14 Equipment Budget. Also, approval is required by the
Board of Directors for travel outside the United States.
RECOMMENDATION: Approve a supplemental authorization of $241,000 from the
Sewer Construction Fund to the FY 2013 -14 Equipment Budget to complete the
purchase of a new Sewer Rodding Truck ordered in April 2012, and approve travel
outside the United States (Canada) for District employees to inspect the truck prior to
final release.
FINANCIAL IMPACTS: The supplemental authorization of funds to the FY 2013 -14
Equipment Budget will allow the Collection System Operations Department to complete
the purchase of a new Sewer Rodding Truck. The purchase of the rodder was originally
approved and included in the FY 2011 -12 Equipment Budget. However, due to delays in
manufacturing of the rodder, the budgeted funds were not spent during that fiscal year
and the unspent funds were returned to the Capital Program. The out -of -state travel
expenses, approximately $3,500, will be charged to the FY 2013 -14 Technical Training,
Conferences, and Meetings Budget.
ALTERNATIVES /CONSIDERATIONS: The District is required to purchase the rodding
truck under the original FY 2011 -12 signed contract. The travel outside the United
States would not be required if the District waives further inspection and accepts the
rodding truck "as is ". However, based on the mechanics and high cost of the vehicle, it
is in the best interest of the District to make sure the rodder is built to contract
specifications. The new rodding truck will replace an older model rodder that has been
taken out of service already.
BACKGROUND: In April of 2012, the District issued a purchase order to acquire a
truck - mounted mechanical rodding unit at a cost of $240,530 as detailed in the FY
2011 -12 Equipment Budget. The late issuance of the purchase order would have led to
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POSITION PAPER
Board Meeting Date: August 15, 2013
Subject, . APPROVE SUPPLEMENTAL AUTHORIZATION OF $241,000 TO THE FY
2013 -14 EQUIPMENT BUDGET; AND APPROVE TRAVEL OUTSIDE OF
THE UNITED STATES
a late delivery of the unit; however, after the District's purchase from the local
distributor, the manufacturer of the equipment (OK Champion in Hammond, Indiana)
sold the line of equipment and transferred existing orders to the new manufacturer
rather than completing them. The new manufacturer (Timberland Equipment Company
in Woodstock, Ontario, Canada) had to re -tool part of their plant to begin manufacturing,
which has led to the protracted delivery of the unit.
The District has been notified that its unit is nearing completion and will be ready for
inspection as outlined in the District's specification at the beginning of September. This
specification called for three District employees to travel to the manufacturer's site to
inspect the nearly completed unit prior to final painting.
The truck - mounted rodder, which this unit was purchased to replace, has already been
sold at auction to prevent having to install an expensive particulate filter to the exhaust
system prior to State mandate.
COMMITTEE RECOMMENDATION: This matter will be reviewed by the Budget and
Finance Committee when it meets on August 12, 2013.
RECOMMENDED BOARD ACTION: Approve a supplemental authorization of
$241,000 from the Sewer Construction Fund to the FY 2013 -14 Equipment Budget to
complete the purchase of a new Sewer Rodding Truck ordered in April 2012, and
approve travel outside the United States (Canada) for District employees to inspect the
truck prior to final release.
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