City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 19, 2022 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: MEASURE Z – PURCHASE OF LAND SURVEYING EQUIPMENT FROM CALIFORNIA SURVEYING & DRAFTING SUPPLY, INC., OF ESCONDIDO, CALIFORNIA IN THE AMOUNT OF $83,445.52 ISSUE:
Approve the purchase of land surveying equipment including global positioning and conventional systems from California Surveying & Drafting Supply, Inc., of Escondido California in the amount of $83,445.52.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of land surveying equipment including global positioning and conventional systems from California Surveying & Drafting Supply Inc. of Escondido California, in the amount of $83,445.52.
BACKGROUND:
The Public Works Department performs in-house engineering design and construction management services for many capital improvement projects for the Public Works and Riverside Public Utilities (RPU) Departments. The designs require licensed land surveyors to provide precise topographic information including trees, streetlights, electrical poles, and other fixed objects. The Survey Division can also assist by locating underground utilities, provide height clearances of bridge structures, and locate property lines to facilitate construction. Additionally, during construction activities, licensed surveyors provide field markings and construction staking of the proposed improvements to accurately complete projects.
The Public Works Department currently manages two full-time crews, one dedicated to Public Works projects and the second crew is dedicated to RPU work efforts. City survey crews are more cost-effective, more responsive, and typically provide more detailed work products than outside consultant firms due to service rates, familiarity with project needs, familiarity with the City’s GIS system, and institutional knowledge.
DISCUSSION:
Land surveying equipment systems used to service the Public Works and RPU Departments (two each) were purchased in 2016. One system was stolen during the Magnolia Avenue Widening Project and even though a police report was made, the equipment was not recovered. The second system was accidently damaged and remains in disrepair. RPU has agreed to purchase one of the replacement systems and the Public Works Department is responsible for the purchase of the second system. The equipment is critical to provide accurate and expedient land surveying services throughout the City and staff is recommending its replacement to continue servicing a variety of construction projects. The items stolen consist of industry standard high precision land surveying equipment manufactured by Trimble, Inc. and comprises of approximately one-half of the total equipment Public Works uses to complete its work. Therefore, it is necessary to replace the equipment in-kind with Trimble Inc. products to ensure compatibility.
The California Department of General Services (DGS) awarded a Leveraged Procurement Agreement (LPA) to California Surveying & Drafting Supply on behalf of customer agencies allowing those agencies to procure directly from suppliers without further competitive bidding (Attachment 1). Statewide Contract # 1-21-66-03 became valid for use on August 26, 2021 and remains valid until August 24, 2024. The replacement equipment to be purchased by Public Works generally consists of a Global Navigation Satellite System Receiver, Base Station Extension, Base Radio System, Tripod, Keypad, Antenna Kits, and other miscellaneous accessories (Attachment 2).
Purchasing Resolution No. 23812, Section 602(f), states “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances:…(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements." The Purchasing Manager concurs that the recommendation to approve is in compliance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
The proposed purchase contributes to Strategic Priority No. 5 – High Performing Government and Goal 5.2 – Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City, and Strategic Priority No. 6 –Infrastructure, Mobility & Connectivity and Goal 6.2 – Maintain, protect and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resilience, sustainability, and facilitate connectivity.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The proposed purchase is neutral to this cross-cutting thread.
Equity – This equipment supports all City projects ensuring that all residents can enjoy the beneficial uses the City project’s provide. The equipment will allow operators to accurately provide design and construction data optimizing the accuracy of the constructed improvements.
Fiscal Responsibility – Utilizing the DGS LPA ensures the City is obtaining the most economical cost to purchase the replacement survey equipment.
Innovation - The proposed replacement equipment will provide the City with the most current land surveying technology that will improve the City’s ability to provide the most accurate data in a timely manner.
Sustainability and Resiliency - The new land surveying equipment will allow Public Works to support City projects and improve the longevity of its infrastructure for many years.
FISCAL IMPACT:
The total fiscal impact of the action is $83,445.52. Sufficient funds are budgeted and available in the Measure Z – Capital Projects Fund, Public Works, MZ-Pavement Rehab & Pedestrian Facilities Improvement account no. 9902709-470734 to purchase the replacement land surveying equipment.
Prepared by: Gilbert Hernandez, Public Works Director Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer
Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
DGS Leveraged Procurement Agreement
Survey Equipment Purchase List – 1
Survey Equipment Purchase List – 2
Survey Equipment Purchase ● Page 2