Docusign City Manager Approval Transmittal Coversheet
File Name
Purchasing Contact
Contract Value
Piggy Back Option
Contract Expiration
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
NA
$78,062
Vacuum Excavator for Drainage Department
File
Jody Word
6687
no
City of Denton
_____________________________________________________________________________________
Request for City Manager Approval of Purchase
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: February 15, 2018
SUBJECT
Consider recommending adoption of an ordinance approving a contract for the purchase of one (1) a trailer
mounted trailer mounted Vacuum Excavator for the City of Denton Drainage Department as awarded Model
LP873 XDT Vacuum Excavator for the City of Denton Drainage Department as awarded by Buy Board
Cooperative Purchasing Network Contract# 515-16; providing for the expenditure of funds therefor; and
providing an effective date (File 6687-awarded to Vermeer Texas-Louisiana in the not-to-exceed amount
of $78,062).
BACKGROUND
This fleet replacement was approved as part of the 2017-2018 Fiscal Year budget. The Excavator will
replace a 2009 unit that was purchased jointly with the Street Department and will be retained by Streets
for further use after delivery of the new unit.
Cooperative Contract quotes through the Texas Buy Board Cooperative Purchasing Network were obtained
from three (3) prospective suppliers (meeting specifications) of trailer mounted vacuum excavators. Pricing
obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and meets
the statutory requirements of Texas Local Government Code 271.102. Fleet Services is recommending the
purchase of the model LP873 XDT Vacuum Excavator offered by the lowest bidder, Vermeer Texas-
Louisiana from Buy Board Contract# 515-16. The City is currently operating three (3) similar units. This
unit is offered with a hydraulic boom option and 4” suction hose as required in the specifications request
by the Drainage Department.
PRINCIPAL PLACE OF BUSINESS
Vermeer Texas-Louisiana
Irving, TX
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 12, 2018, the Public Utilities Board recommended approval of this item.
RECOMMENDATION
Approved the purchase of one (1) trailer mounted Vacuum Excavator for the City of Denton Drainage
Department from Vermeer Texas-Louisiana in the amount of $78,062.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
ESTIMATED SCHEDULE OF PROJECT
The excavator will be delivered within 30-60 days after of receipt of order.
FISCAL INFORMATION
This equipment will be funded from the Drainage Department account #655030645. Requisition #137174
has been entered into the Purchasing software system in the amount of $78,062.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its
vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational
Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly
Community; and Sustainability and Environmental Stewardship. While individual items may support
multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and
goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 1.1 Manage financial resources in a responsible manner
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation Sheet for Streets and Quote
Respectfully by:
Name: Terry Kader
Phone: 349-8729
Respectfully submitted:
______________________________
Purchasing
Expenditure Approved:
______________________________
City Manager or Designate
______________________________
Date
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
2/15/2018
EXHIBIT 2
File 6687- Evaluation Sheet for Vacuum Excavator
Vendor
Principal Place of Business
Item Qty UOM Description Unit Cost Total Unit Cost Total Unit Cost Total
1 1 ea Vacuum Excavator w/attachments 78,062.00$ 78,062.00$ 85,767.13$ 85,767.13$ 89,999.00$ 89,999.00$
2 Manufacturer
3 1 ea Warranty 2 year included 1 year included 1 year included
Total 78,062.00$ 85,767.13$ 89,999.00$
Ditch Witch - FX50Vac-Tron LP873SDT Ring O Matic 850
Witch Equipment CompanyVermeer Texas-Louisiana C & O Equipment Company
Irving, TX Grayson, GA Alvarado, TX
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
Thank you for your interest in Vermeer Equipment - We look forward to earning and keeping your business Page 1 of 2
February 1, 2018
Make Description Serial Number Warranty Transaction
-
- 78,062.00
- 78,062.00$
-
- -
- 78,062.00$
-$
-
78,062.00$
Vermeer Texas-Louisiana3025 N. STATE HWY 161
IRVING, TX 75062 City of Denton Phone (972) 255-3500 804 Texas StreetDenton TX, 76209 Quoted by: David Engles
214-543-1334
[email protected] Texas-Louisiana, Inc. is pleased to provide the following:
Model
VAC-TRON LP873SDT Hydro Excavator TBD SALE - NEW
Code Description
49 HP Yanmar Diesel (Tier 4 Final)1000 CFM Vacuum Pump800 gallon debris tank4000 psi @ 4 gpm-High pressure water system(2) 100 gallon water tanksEmpty weight of unit w/ trailer 6,670 lbsReverse pressure30' x 4" suction hose w/ suction toolsHydraulically operated full open and locked rear doorWater knife and clean up wandLow profile torsion axles (14,000 GVWR)Fully enclosed and insulated engine stand (lockable)*2 year factory warranty*Buyboard #515-16Includes:6-way hydraulic boom:Hydraulic power up-down, in-out and rotation,4"suction hose,270 deg. rotation w/auto stop & wireless remote
Total machine price excluding any applicable taxes
Total price less down payment & trade-ins, excluding any applicable taxes
Thank you for your interest in Vermeer Equipment - We look
forward to earning and keeping your business.
Sales TaxGood for 30 days from date of quote GRAND TOTAL
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
Thank you for your interest in Vermeer Equipment - We look forward to earning and keeping your business Page 2 of 2
January 9, 2018
Make Description Serial Number Warranty Transaction
Vermeer Texas-Louisiana3025 N. STATE HWY 161
IRVING, TX 75062 City of Denton Phone (972) 255-3500 804 Texas StreetDenton TX, 76209 Quoted by: David Engles
Vermeer Texas-Louisiana, Inc. is pleased to provide the following:
Model
VAC-TRON LP873SDT Hydro Excavator TBD SALE - NEW
Buyers signature: Date
Salesman:
Accepted by:
I hereby agree to the conditions of this order, expressed in the foregoing, constituting a purchase order contract. I hereby certify that I am 21 years of age or older and acknowledge receipt of a copy of this order. In order to secure buyer's obligations under this Agreement and any extension, renewal or modification thereof, buyer hereby grants to Dealer a security interest in all of the goods described herein and all accessions and additions thereto and all proceeds thereof.
Non-refundable depositsBuyer understands, acknowledges and agrees that if he/she fails to pay seller the remaining balance upon receipt of above goods and/or services any non-refundable deposit shall be forfeited.
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
Customer Quote Date
12/13/2017
EKA Quote #
7187
Name / AddressCity Of DentonParks And Recreation DepartmentMaintenance901 TEXAS ST STE BDENTON, TX 76209-4354
Delivery AddressTerry [email protected]
Payment Terms
NET 30 DAYS
Quote valid until:
3/10/2018
F.O.B. terms
DEST
Dealer
WITCH EQUIP
Solicitation number DEALER REQUEST
EKA Quote Contact
CINDY KISTER
Contract Number
515-16
Total
Item / Description Qty Price Each Total
DITCH WITCH FX50B Vac System#FX50B-BASIC-1 FX50B: Reverse Flow Power Pack#350-3706 3" & 4" HOSE AND TOOL RACK#350-4070 800 GAL PARTS ASM#350-5008 TANK (800 GAL)#601-787 SHUTOFF ASSEMBLY#350-4068 GEAR PUMP HYDRAULICS 800 GAL (TIER 4)#270-6009 800 GALLON PRODUCTION KIT#350-3893 WIRELESS SYSTEM - FX50/60#350-4859 800 G VAC BOOM ASS'Y (GEAR PUMP HYD, OH)#350-2460 WATER TANK SUB, 300 GALLON#601-132 WATER HOSE REEL SUB ASSY#150-3675 BULK HOSE, HIGH TEMP (4", SOLD PER INCH) (34)#301-4659 VERTICAL CYCLONE LID#350-3779 CYCLONE ASSEMBLY#350-3915 FILTER STAND (300 GAL WATER)#350-4031 FILTER ASSEMBLY#025-1029 T22 TRAILER# 319-539 4" SUCTION TOOL (EXTENDABLE)#320-800 4" HOSE (25')#190-2506 PROSPECTOR ASSEMBLY, W/48" LANCE,#5 NOZZ#259-1012 PROSPECTOR EXTENSION, 48"LG W/ FITTING
1 85,767.13 85,767.13
BUYBOARD #515-16
DUNS: 07-594-9644; TIN: 58-1328598; Cage Code: 2Y851. We appreciate the opportunity to serve your government business needs. $85,767.13
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
Denton, Tx 76209
Sales Representative: Ron Lovera - (817) 718-7718
Quote
Model Description Units Serial # Extended Price
850 HiCFM Ring O Matic 850 Hi CFM VacEx Trailer Mounted (20,000lb axle) 1 78,045.00$ 800 gallon Spoils Tank
50 HP CAT Industrial Diesel Engine1,000 CFM Displacement Gardner Denver Blower
Pressurized Tank OffloadPressure Filter Backflush
Reverse Flow Suction Hose Blow-Out2 x 250 Gallon Poly Fresh WaterTanks
6.0 GPM @ 4000psi Water Pump50' 3/8" HP Water Hose/ReelPremium Silencer Package
Hydraulic tank hoistHydraulic rear door standard with power door lock
Wash Gun5' Potholing lance
6' Suction Tube with Lawnsweep
ADDON-63 4" Extendable Boom (6-way) - Hydraulically Rotates 340° 1 18,533.00$ Raises/Lowers and Extends/Retracts (10' to 14') w/ Handheld Wireless Remote
Includes 4" hose upgrade with 3 sections of 4" suction hose (1 ea 6', 12' and 24')
ADDON-114 Pair of LED work lights mounted on boom end 1 672.00$
MISC 2 4" X 25' Suction Hose w Bauer Couplers on Each End 1 696.00$
MISC 4 Spoils Tank Double Wash in-tank washing system 1 795.00$
Note* 1 Yr Ring-O-Matic, 2 Yr or 1,000 Hr Cat & 5Yr Dexter Axle Warranty
Sub Total: 98,741.00$
Buyboard #515-16 (10% Disc.) (9,874.10)$
Note* Quote Valid for 30 Days Factory Freight: 1,132.10$
Taxes N/A
Total: 89,999.00$
PURCHASER: _________________________________ (Company Name)
PURCHASE ORDER #____________________________
ACCEPTED THIS _____ DAY OF _______________ , 20_______
BUYER: __________________________________________ BUYER (Printed Name): _______________________________________
940-349-8422
Email:
804 Texas St
City of Denton
2/5/2018
Ship To:
Company:
Address:
804 Texas St
Denton, TX 76209Alvarado, TX 76009 Houston, TX 77091
OFFICE: (817) 337-5800 FAX: (817) 977-6919
3445 South Burleson Blvd. 530 West Rittenhouse Rd.
City of Denton
C & O Equipment Company
Contact Name and Phone #:
INVOICE #:
Brad Holland
Page 1 of 1
DocuSign Envelope ID: 1D35D6A1-8409-4E1E-AA66-71024FDC240D
Certificate Of CompletionEnvelope Id: 1D35D6A184094E1EAA6671024FDC240D Status: Completed
Subject: ****City Manager Approval ******Docusign Item 6687
Source Envelope:
Document Pages: 8 Signatures: 2 Envelope Originator:
Certificate Pages: 5 Initials: 0 Jody Word
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
901B Texas Street
Denton, TX 76209
IP Address: 129.120.6.150
Record TrackingStatus: Original
2/15/2018 12:13:36 PM
Holder: Jody Word
Location: DocuSign
Signer Events Signature TimestampJody Word
Buyer
City of Denton
Security Level: Email, Account Authentication (None)
Completed
Using IP Address: 129.120.6.150
Sent: 2/15/2018 12:31:44 PM
Viewed: 2/15/2018 12:31:53 PM
Signed: 2/15/2018 12:34:15 PM
Electronic Record and Signature Disclosure: Not Offered via DocuSign
Karen E. Smith
Interim Purchasing Manager
City of Denton
Security Level: Email, Account Authentication (None)
Using IP Address: 129.120.6.150
Sent: 2/15/2018 12:34:17 PM
Viewed: 2/15/2018 1:02:37 PM
Signed: 2/15/2018 1:02:47 PM
Electronic Record and Signature Disclosure: Not Offered via DocuSign
Todd Hileman
City Manager
City of Denton
Security Level: Email, Account Authentication (None)
Using IP Address: 129.120.6.150
Sent: 2/15/2018 1:02:49 PM
Viewed: 2/15/2018 3:18:31 PM
Signed: 2/15/2018 3:18:55 PM
Electronic Record and Signature Disclosure: Accepted: 7/25/2017 9:02:14 AM ID: 57619fbf-2aec-4b1f-805d-6bd7d9966f21
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Carbon Copy Events Status TimestampRobin Fox
Security Level: Email, Account Authentication (None)
Sent: 2/15/2018 1:02:49 PM
Electronic Record and Signature Disclosure: Not Offered via DocuSign
Jennifer Bridges
Procurement Assistant
City of Denton
Security Level: Email, Account Authentication (None)
Sent: 2/15/2018 3:18:56 PM
Viewed: 9/19/2018 2:23:38 PM
Electronic Record and Signature Disclosure: Not Offered via DocuSign
Rebecca Hunter
Assistant Purchasing Manager
City of Denton
Security Level: Email, Account Authentication (None)
Sent: 2/15/2018 3:18:56 PM
Electronic Record and Signature Disclosure: Not Offered via DocuSign
Terry Kader
Fleet Superintendent
Security Level: Email, Account Authentication (None)
Sent: 2/15/2018 3:18:56 PM
Electronic Record and Signature Disclosure: Not Offered via DocuSign
Notary Events Signature Timestamp
Envelope Summary Events Status TimestampsEnvelope Sent Hashed/Encrypted 2/15/2018 3:18:56 PM
Certified Delivered Security Checked 2/15/2018 3:18:56 PM
Signing Complete Security Checked 2/15/2018 3:18:56 PM
Completed Security Checked 2/15/2018 3:18:56 PM
Payment Events Status Timestamps
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Electronic Record and Signature Disclosure created on: 7/21/2017 1:59:03 PMParties agreed to: Todd Hileman
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