Extracted text (via pymupdf)
6439 characters
ITEM 9.g. TOWN OF FOUNTAIN HILLS STAFF REPORT Meeting Date: 6/16/2026 Meeting Type: Town Council Regular Meeting Submitting Department: Public Works Prepared by: Justin Weldy, Public Works Director Staff Contact Information: Phone: 480-816-5133 Email: jweldy@fountainhillsaz.gov Request to Town Council Regular Meeting (Agenda Language) CONSIDERATION AND POSSIBLE ACTION: Regarding the purchase of a (Ditch Witch) vacuum excavator from The Charles Machine Works, Inc., through Sourcewell Master Agreement No. 091125. Staff Summary (background) In June 2018, Town Council approved the purchase of a vacuum excavator to support utility locating, street sign installation, and other maintenance activities. The unit was specified based on staffing levels, operational demands, and workload requirements at that time. The current vacuum excavator is one of the smallest units available, with a debris tank capacity of approximately 100 gallons. Since its acquisition, the workload and operational demands placed on the equipment have increased substantially. The unit is currently utilized by multiple divisions, including Streets, Parks, and Facilities, resulting in reduced operational efficiency, limited capacity, and frequent trips to the Street Yard for disposal of excavated materials. While the existing unit remains operational, staff has determined that its size and capacity are better suited for Parks and irrigation maintenance activities. Upon acquisition of a larger replacement unit, the existing vacuum excavator will be reassigned to the Parks Division where it can continue to provide value while meeting operational needs more effectively. Rather than surplus the existing unit, staff recommends retaining the asset and assigning it to the Parks Division, where it will continue to support irrigation maintenance and landscape operations. The Public Works Department requires a larger, heavy-duty vacuum excavator to safely expose underground utilities (potholing) and perform soft-dig excavations associated with street sign installations, irrigation repairs, utility maintenance, and other public infrastructure projects. Vacuum excavation technology significantly reduces the risk of damaging underground utilities when compared to conventional excavation methods. The equipment utilizes pressurized water and high-capacity vacuum systems to safely expose buried infrastructure while minimizing restoration costs, service interruptions, and worker safety risks. The use of non-destructive excavation methods is consistent with industry best practices and utility damage prevention standards. In addition to utility locating and soft-dig operations, the proposed unit will serve a dual purpose by supporting catch basin cleaning, pothole maintenance activities, and stormwater system maintenance. The increased debris tank capacity and enhanced vacuum performance will improve operational efficiency, reduce travel time associated with material disposal, and allow staff to complete projects more quickly and effectively. Staff solicited pricing through the Sourcewell Cooperative Purchasing Program utilizing Sourcewell Master Agreement No. 091125. Cooperative purchasing contracts are competitively solicited and awarded through a nationally recognized procurement process that satisfies Arizona procurement requirements. Utilizing the Sourcewell contract allows the Town to leverage nationally negotiated pricing while avoiding the time and expense associated with conducting a separate formal solicitation. Staff estimates that utilizing the cooperative purchasing agreement will save several months in procurement time and administrative costs while ensuring the Town receives competitively priced equipment through a publicly solicited and awarded contract. The proposed purchase from The Charles Machine Works, Inc. (Ditch Witch) is in an amount not to exceed $148,850.43. The purchase will be funded using available FY 2026 Street Fund savings generated through value engineering initiatives, staff-performed work originally planned for contractors, and other departmental cost-control measures. No additional appropriations are requested. The use of these savings demonstrates the Public Works Department's commitment to fiscal stewardship by reinvesting operational efficiencies into equipment that will improve service delivery, reduce future operating costs, and increase productivity across multiple departments. The purchase of a larger vacuum excavator will improve operational efficiency, enhance worker safety, reduce the risk of utility strikes, and expand the Town's ability to perform critical maintenance and construction activities in-house. Reassigning the existing unit to the Parks Division will maximize the value of the Town's existing assets while ensuring each department has equipment appropriately sized for its operational needs. Funding the purchase through FY 2026 Street Fund savings allows the Town to address a critical equipment need without requesting additional budget appropriations while continuing to provide efficient and cost-effective services to the community. Related Ordinance, Policy or Guiding Principle • Town Procurement Policy and Cooperative Purchasing Authority • Asset Management and Infrastructure Maintenance • Fiscal Stewardship and Efficient Use of Public Resources • Public Safety and Utility Damage Prevention Best Practices Risk Analysis Failure to approve this purchase may result in continued operational inefficiencies, increased risk of utility damage during excavation activities, higher maintenance costs, and reduced ability to perform work in-house. Approval mitigates these risks while improving productivity, safety, and service delivery using existing budgeted funds. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Suggested Motion MOVE TO APPROVE the purchase of one Ditch Witch vacuum excavator from The Charles Machine Works, Inc. through Sourcewell Master Agreement No. 091125 in an amount not to exceed $148,850.43 and authorize the Town Manager to execute all necessary purchase documents. FISCAL IMPACT Fiscal Impact: $148,850.43. Budget Reference: FY26 Streets Fund Funding Source: N/A ATTACHMENTS 1. UNDERLYING SOURCEWELL AGREEMENT 2. QUOTE Charles Machine Works, Inc. (Ditch Witch)