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HomeMy WebLinkAbout2024-004 Haaker Equipment Company - Purchase of One Envirosight High Definition Rovver X CCTV Inspection Vehicle for Wastewater Collection System Maintenance and Operations Memorandum Office of the City Clerk SUBJECT: Contract No. 2024-004 DATE: 5/28/24 On May 28, 2024 the City Council approved the Purchase of One Envirosight High Definition Rovver X CCTV Inspection Vehicle for Wastewater Collection System Maintenance and Operations from Haaker Equipment Company. This approval only necessitated a purchase order and does not include a formal contract. Information about this item can be found in the attached staff report. CITY OF ATASCADERO CITY COUNCIL STAFF REPORT Item A10 Department: Public Works Date: 5/28/24 Placement: Consent TO: JAMES R. LEWIS, CITY MANAGER FROM: NICK DEBAR, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER PREPARED BY: RYAN BETZ, PUBLIC WORKS ANALYST/ADA COORDINATOR SUBJECT: Purchase of CCTV Inspection Vehicle for Wastewater Operations RECOMMENDATION: Council approve the purchase of one Envirosight High Definition Rovver X CCTV Inspection Vehicle from Haaker Equipment Company for $274,961 for wastewater collection system maintenance and operations. DISCUSSION: The Wastewater Division of Public Works collects and treats wastewater from over 5,500 parcels comprised of residential, commercial, and industrial customers. The sanitary collection system is comprised of 64+ miles of gravity sewer main ranging from 4 to 21 inches in diameter, 1,500 manholes, 12 lift stations, 7 miles of forcemain pipe ranging from 4 to 16 inches in diameter, and 5,600+ lateral connections. While the City has expanded the collection system and replaced and upsized pipes, much of the system is aging including areas in the Downtown that have original sewer pipes from the 1930’s. The California State Water Resources Control Board regulates operation of the City’s sanitary collection system and requires pipes to be routinely cleaned, inspected, and maintained. The inspection allows City staff to identify deficiencies and necessary repairs to protect the health and safety of the system, community, and downstream users. Inspections are performed after pipes are cleaned and jetted by the City’s sewer truck, and use an advanced camera, mounted on a pipe crawler, that returns high quality images and video in real time to the operator. This enables the operator to examine the pipe for breaks, fractures, infiltration leaks, and accumulated blockages (tree roots, offsets, fats, oils, grease, etc.) and make preventative repairs before an unanticipated sewer discharge occurs in the public right of way. An inspection of the sewer system is also a best practice to perform prior to any street projects to proactively repair pipe deficiencies whereby minimizing costly emergency repairs to new pavements. To date, the City has hired a third-party contractor to perform sewer inspections, which can cost several hundreds of thousands of dollars for inspecting the City’s collection system. Currently, there are no local contractors in the region that perform this type of service, which has led to 5/28/24 | Item A10 | Staff Report higher costs and a backlog of needed inspection and repairs. In addition, this has led to issues during emergency repairs when a pipe blockage or failure needs to be located and cause and appropriate repair identified. Due to the limited number of local contractors, this results in delays for permanent repairs, sometimes lasting days and requiring bypass pumping and constant monitoring by wastewater staff until the repair is performed. Purchasing the CCTV inspection vehicle will allow the City to meet State requirements and enable preventative and emergency repairs to be completed in a more cost effective and timely manner. The cost to build and deliver a CCTV inspection vehicle is $274,961. Staff is recommending the use of a cooperative purchasing agreement with Sourcewell to purchase the vehicle. There are many benefits to public agencies to utilize cooperative purchasing agreements. A cooperative purchasing agreement is a commonly used method to purchase vehicles and equipment that have a lower negotiated price, reduction in staff time for preparing a request for proposals, and a contract that is in accordance with the City’s purchasing policy. FISCAL IMPACT: Approving the recommendation of purchasing the CCTV inspection vehicle will result in the expenditure of $274,961 of budgeted wastewater funds. ALTERNATIVES: The City Council could direct staff to not purchase the CCTV inspection vehicle and continue outsourcing the work to a third-party contractor. Staff does not recommend this alternative since this cost would be approximately $400,000 on an annual basis. Another alternative is to delay the inspection of the sanitary sewer system. Staff does not recommend this alternative because of State requirements, limited ability to inspect the system during any emergencies and prolonging necessary permanent repairs. REVIEWED BY OTHERS: This item has been reviewed by the Administrative Services Director. 5/28/24 | Item A10 | Staff Report REVIEWED AND APPROVED FOR COUNCIL AGENDA James R. Lewis, City Manager ATTACHMENT(S): None.