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Town crew says vac truck repair will cost $56,007.60; committee discusses sole-source risk and timing
Summary
Sewer staff reported a $56,007.60 repair quote for the town vac truck, discussed that the manufacturer/authorized dealer (VACON/Pierce) would likely perform the work, and explored using a letter of intent or special meeting to start repairs quickly given the truck's operational importance.
Sewer staff told the Water, Sewer, Engineering and Environment Committee that a repair quote for the town's vac truck is $56,007.60 and recommended performing the work at the town shop rather than sending the vehicle out of state.
"As of right now, it's $56,007.60," the sewer crew representative said, adding that a Pierce Equipment technician is scheduled to visit the shop and that Pierce (through VACON) would be the authorized repairer. Staff said doing the work locally would allow retention of the truck's front reel capability so the town could respond quickly to nighttime sewer plugs.
Members raised procurement questions given the dollar amount. Committee members asked whether the repair is sole-source and whether the town needs a second quote; staff said the vac truck's manufacturer and authorized dealer relationship makes the repair effectively sole-source but agreed to seek a written letter confirming sole-source status to avoid procurement complications. They also discussed using a letter of intent so work could begin before an official purchase order if necessary.
Given fleet impact, members stressed urgency: the vac truck serves multiple departments and long lead time would hamper response capacity. Staff said they would follow up with a formal quote package, obtain any necessary documentation from Pierce, and place a resolution on the agenda to authorize repair funding at an upcoming meeting.
No formal procurement authorization was approved at this meeting; staff will return with documentation to support a potential resolution.
