City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 21, 2022 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: PURCHASE OF ONE FORD TRANSIT T-350 CARGO VAN EQUIPPED WITH A CLOSED-CIRCUIT TELEVISION MONITORING SYSTEM FROM PLUMBERS DEPOT INC. OF HAWTHORNE, CALIFORNIA FOR THE PUBLIC WORKS DEPARTMENT WASTEWATER DIVISION IN THE AMOUNT OF $400,464.26 PLUS 10% CHANGE ORDER AUTHORITY UP TO $40,046.42 FOR A TOTAL AMOUNT OF $440,510.68 ISSUE:
Approve the purchase of one Ford Transit T-350 Cargo Van equipped with a closed-circuit television monitoring system from Plumbers Depot Inc. of Hawthorne, California for the Public Works Department Wastewater Division in the amount of $400,464.26 plus 10% change order authority up to $40,046.42 for a total amount of $440,510.68.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of one Ford Transit T-350 Cargo Van equipped with a closed-circuit television monitoring system from Plumbers Depot Inc. of Hawthorne, California, in the amount of $400,464.26; Authorize 10% change order authority up to $40,046.42 for a total amount of $440,510.68.
Authorize the City Manager, or designee, to execute the Purchase Order and all other documents for the purchase as needed, including making minor and non-substantive changes.
BACKGROUND:
The Public Works Department Wastewater Division (Wastewater Division) is responsible for collecting and treating wastewater generated within the City of Riverside and the communities of Edgemont, Highgrove, Jurupa, and Rubidoux. Wastewater is conveyed to the Water Quality Control Plant (WQCP) through more than 800 miles of sewer lines that comprise the sewer collection system throughout the City. Wastewater is treated and disinfected at the WQCP to be reused for irrigation or discharged to the Santa Ana River according to federal and state regulations.
On January 7, 2020, City Council approved the Sewer System Management Plan (SSMP). The SSMP describes and affirms to the California Water Resources Control Board how the City will operate and maintain the sewer collection system toward an overall goal of preventing sanitary sewer overflows. With the SSMP, the City committed to completing video inspection via closed-circuit television (CCTV) of the entire sewer collection system once every ten years.
CCTV sewer line inspections require a vehicle outfitted with a robotic camera and associated tools and equipment. A certified CCTV operator lowers the camera into the sewer and maneuvers it through the collection system utilizing a video game console-type controller. The operator monitors the incoming video feed and records defects, damages, or other concerns. CCTV inspection is the most effective means of sewer condition assessment.
The Wastewater Division video inspects approximately 80-100 miles of sewer lines per year. The only existing CCTV inspection unit was purchased in 2012 and is frequently out of service due to aging and failing equipment. Equipment downtime leaves the Division unable to conduct visual inspections in response to sewer emergencies and halts progress on the 10-year inspection goal.
The existing CCTV inspection unit would remain in service to be utilized as a backup when the primary unit is out of service and as a training tool for new CCTV operators.
DISCUSSION:
In 2012 the Collections Division adopted CUES, Inc. brand of equipment for its sewer inspection program. Operators are trained to use and maintain the specialized CUES CCTV cameras and transporters on which the program relies, and CUES software for video file management and inspection reporting. Plumbers Depot, Inc. of Hawthorne is Southern California’s sole authorized vendor for CUES vehicles, products, and service.
Section 602(d) of Purchasing Resolution No. 23812 states: “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(d) When the Procurement can only be obtained from a timely single source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated.” The Purchasing Manager concurs that the recommendation to approve is in compliance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
This purchase order aligns with Strategic Priority No. 2 – High-Performing Government and supports Goal No. 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability and facilitate connectivity.
Furthermore, this purchase order aligns with each of the five Cross-Cutting Threads:
Community Trust – Ongoing sewer line inspection helps reduce the frequency of sanitary sewer overflows and is critical to the continual operation of the sewer collection system for the benefit of the community and environment. Regular CCTV sewer line inspections are required to comply with federal, state, regional and local regulatory requirements, including the SSMP.
Equity – This purchase order supports WQCP’s continuous efforts to protect public health and the environment by ensuring the sewer collection system continues to effectively collect wastewater throughout the City, and transport to the WQCP for treatment.
Fiscal Responsibility – Identifying sewer line damage and defects allows repairs to be made proactively, ahead of pipe failure and emergency repair costs. System failures and sanitary sewer overflows can expose the City to regulatory liability and penalties.
Innovation – Modern CCTV sewer inspection technology would allow for higher resolution video and from it, the ability to better review, score, and prioritize defects and damages. Additionally, modern equipment would expand the Wastewater Division’s capabilities to include inspection of City-owned sewer laterals as part of the routine sewer main line CCTV inspection.
Sustainability & Resiliency – More accurate CCTV sewer line inspection would help ensure limited resources for maintenance and repair are allocated to the highest priority sewer lines. It supports efforts to maintain a proactive maintenance program which preserves sewer function and capacity now and for the future and helps maintain continuous service to the community.
FISCAL IMPACT:
The total fiscal impact of the action is $440,510.68. The funds are budgeted and available in the Sewer Fund, Sewer Collection System Maintenance, Automotive Equipment Account No. 4125100-462100.
Prepared by: Carl Carey, General Services Director
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Quote from Plumbers Depot, Inc.
Sole Source
Purchase of one CCTV Van ● Page 3