SR 05-10-2016 3E
City Council
Report
City Council Meeting: May 10, 2016
Agenda Item: 3.E
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Water Resources
Subject: Approve Sole Source Agreement for Wastewater Envirosight Camera System
Maintenance
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contractual service agreement with Haaker Equipment Company, a
California-based company, for maintenance and repair of the Wastewater Division's
van-mounted Envirosight camera system. This recommended award is made as an
exception to the competitive bidding process pursuant to municipal code Section
2.24.080 and is for a total amount not to exceed $125,000 over a 5-year period ending
June 30, 2021, with future year funding contingent on Council budget approval.
Executive Summary
The Wastewater Division uses a van-mounted Envirosight camera system with remote-
controlled "crawler" units that can be deployed into sewer lines, allowing staff to view
and assess the best means of repair for breaks and clogs without expensive
excavations. The camera system was purchased from and is maintained by Haaker
Equipment Company, the exclusive sales and support partner for Envirosight equipment
in Southern California. Since July 2012, $146,675 has been spent through April 2016
under sole source purchase orders with Haaker Equipment Company for Envirosight
equipment upgrades and maintenance. As the proposed five-year agreement not to
exceed $125,000 added to previous sole source expenditures would exceed $175,000,
Council approval is requested to continue maintenance services with Haaker Equipment
Company.
Staff recommends that Council approve a sole source agreement with Haaker
Equipment Company to provide for the van-mounted Envirosight camera system
maintenance and repair services for a five-year period ending June 30, 2021 in an
amount not to exceed $125,000
.
Background
To assist in maintaining the City's 152 miles of sanitary sewer system pipelines, the
Wastewater Division's closed circuit television (CCTV) van is equipped with Envirosight
camera equipment purchased from Haaker Equipment Company, the exclusive sales
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and support partner for all Envirosight equipment in Southern California. This equipment
efficiently evaluates sewer line-related maintenance issues including clogs, broken or
damaged lines, planned modifications and leaks/overflows. Using this equipment allows
staff to visually inspect sewer lines from a safe location without excavation and
disruption as well as providing a high degree of accuracy in determining specific repair
points. This capability saves on material and labor costs by targeting excavations to the
correct areas and identifying repairs that can be completed via trenchless pipe lining or
"top hat" installation (an internal sleeve placed in lateral connections) instead of
complete pipe replacements. The camera system also provides a measure of safety by
allowing staff to avoid unnecessary construction work and exposure to the materials in
the sewer system environment
Discussion
In order to keep the Wastewater Division's Envirosight camera equipment system in
good operating condition, staff recommends continuing maintenance and repair
services with Haaker Equipment Company for a five-year period in an amount not to
exceed $125,000. No further system upgrades are planned, but existing equipment may
require replacement due to damage or wear from exposure to the sewer system, broken
lines, snags and other hazards. As the total amount of previous sole source
expenditures since July 2012 ($146,625 as of April 2016) and the proposed five-year
agreement through 2021 for $125,000 will exceed $175,000, Council approval is
requested
.
Vendor Selection
In July 2012, the City purchased a used 2005 Wastewater closed circuit television
(CCTV) van with an older model of Envirosight camera. In 2014, the City upgraded to
the Envirosight RovverX camera system with two remote control cable-connected
crawler units capable of operating in liquid/solid environments to provide visual CCTV
images for varying sizes of pipe along with a remote lift, auxiliary light/rear view camera
component and camera head. This equipment, exposed to harsh conditions, requires
frequent maintenance (air/oil filter and battery changes) and parts replacement (cabling,
electronic equipment, hydraulics, wheels and other items). Since 2012, the City has
spent $146,625 on Envirosight camera system maintenance and upgrades under sole
Staff recommends Haaker Equipment Company to provide maintenance and repair of
Wastewater's van-mounted Envirosight camera system as an exception to the
competitive process basis. A suitable alternate vendor does not exist as Haaker
Equipment Company is the exclusive sales and support partner for Envirosight
equipment in Southern California, Southern Nevada and parts of Arizona
.
Should the Wastewater Division discontinue use of Envirosight camera equipment, or
Haaker Equipment Company no longer has an exclusive arrangement with Envirosight,
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the maintenance agreement would be terminated.
Financial Impacts and Budget Actions
The agreement to be awarded to Haaker Equipment Company is for an amount not to
exceed $125,000. Funds of $50,000 are included in the FY 2016-17 Budget Plan in the
Public Works Department. The agreement will be charged to account 31661.555010.
Future year funding is contingent on Council budget approval.
Prepared By:
Kevin Nagata, Senior Administrative Analyst
Approved Forwarded to Council
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Reference:
Agreement
No.
10300(CCS)