Item Number: 17
City Council / Board of Directors
Written Communications
Meeting of: February 18, 2025
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Purchase of a Rovver X/RXSAT 2.0 Main Line and Lateral Launch Inspection System with 2024 E-Transit Cutaway and 16-Foot Studio Build-Out Recommendation:
That the Honorable City Council award Haaker Equipment Company, as the authorized distributor, the piggyback purchase of a Rovver X/RXSAT 2.0 Main Line and Lateral Launch Inspection System, which includes a 2024 Ford E-Transit Cutaway vehicle with a custom 16-foot studio build-out, for an amount not to exceed $504,912.18, under Sourcewell Contract #120721-EVS.
Fiscal Impact:
Funds for this expenditure have been appropriated in the Sanitary/Sewer Fund 425 as budgeted in the FY 2024/25 Capital Improvement Project (CIP) budget under account code 4250700-55045-70761. The amount, including delivery and training, is $504,912.18.
The budgeted amount for this project is $510,000.
Strategic Plan Goal:
Goal E – Invest in Infrastructure: Ensuring our community’s wellbeing and sustaining a healthy and livable community by investing in the necessary resources to maintain and improve the City’s infrastructure. The addition of the Rovver X/RXSAT 2.0 Main Line and Lateral Launch Inspection System will enhance our ability to efficiently inspect and manage the City’s sewer systems, to help ensure reliable sanitation infrastructure and reduce the likelihood of blockages and overflows.
Background:
Public Works staff are responsible for maintaining the City's sewer collection infrastructure, which includes routine operations and maintenance activities. This also involves detailed inspections and assessments to mitigate potential issues before they lead to blockages and overflows.
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In accordance with the City’s Sewer System Management Plan (SSMP), regular inspections of the sewer collection system are required to identify and mitigate potential issues. The City manages approximately 437 miles of sewer mains, 121 miles of sewer laterals (31,225 connections), and 622 catch basins, drainage pipes, and parkway drains.
Advanced inspection equipment is crucial for assessing and monitoring these extensive systems, enabling rapid response to emerging issues and maintaining operational efficiency.
The Rovver X/RXSAT 2.0 Main Line and Lateral Launch Inspection System includes state-of-the-art technology for inspecting sewer pipes ranging from 4 to 35 inches in diameter. The equipment features:
•A high-resolution CCD color zoom camera with auto/manual focus and built-in LED lighting.
•A steerable crawler with six-wheel drive and advanced diagnostic tools. •A fully equipped operator studio for real-time data collection and analysis.
This equipment, included in the quoted price of $504,912.18, will be installed on a 2024 Ford E-Transit Cutaway vehicle with a custom 16-foot studio build-out, herein referred to as the Closed Circuit Television (CCTV) van.
Discussion:
The purchase of a second CCTV van is critical to supporting the City's growing infrastructure and increased demand as the population expands. The existing CCTV van has proven to be an invaluable tool for routine inspections and emergency response; however, it is currently the only unit in the fleet. If the existing van becomes inoperable, the City would have no backup unit available, potentially delaying necessary sewer inspections and maintenance.
Adding this new van ensures redundancy, allowing the City to maintain service levels even during equipment downtime. With two CCTV inspection vans, staff will be able to manage multiple locations simultaneously, improving efficiency and response times for both routine and emergency operations. This will help minimize service disruptions and ensure compliance with state-mandated inspections. The advanced diagnostic technology in the new van will enable quicker, more accurate data collection, expediting decision-making and maintenance processes.
Additionally, this new unit will be fully electric, with an expected lead time of approximately 6-8 months. This unit aligns with the City’s environmental commitments and regulatory requirements set by the California Air Resources Board (CARB). This unit is part of the Zero Emissions Vehicle (ZEV) Milestones Option (Milestone Group 1) to meet zero emissions vehicle targets as a percentage of their California fleets, which requires 25% of vehicles in this group to meet zero emissions standards by 2028, and 100% to be zero emission by 2035.
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The City has already purchased a ZEV van for the Library, so this additional purchase will fulfill the requirements for the first step of Milestone Group 1 and count towards the overall requirements of the Fleet ZEV Milestones Option requirements. Fleet and Public Works staff also visited the City of San Jacinto to see a similarly equipped ZEV CCTV van.
During this visit, they were able to evaluate the overall performance and maintenance of the equipment and speak with the operators and mechanics, confirming that the vehicle configuration staff is considering meets our operational and maintenance requirements.
Per the City’s Municipal Code § 2.28.120, Purchasing of Supplies and Equipment through Cooperative Purchasing Agreements, the City may utilize various cooperative purchasing programs to take advantage of volume pricing through Sourcewell. Sourcewell is a public agency that serves as a member-focused cooperative and offers a multitude of cooperatively contracted specialized products and equipment to government entities that cannot be procured from local dealers.
Sourewell’s cooperative contract purchasing leverages the national purchasing power of more than 50,000 member agencies, while also streamlining the required procurement process. As a municipal national contracting agency, Sourcewell establishes and provides nationally leveraged and competitively solicited purchasing contracts under the guidance of the Uniform Municipal Contracting Law. Joint Power law enables members to legally purchase through awarded contracts.
Sourcewell offers its members contract purchasing solutions that are leveraged nationally to enable contracted suppliers and member agencies to work smarter and more efficiently as they do business with each other. Sourcewell does this by establishing a business service alliance between member buyers and contracted suppliers, ensuring a valued and successful national cooperative contract program. The City has utilized the Sourcewell program over the last several years and is extremely satisfied with the results.
The piggyback purchase under the Sourcewell contract fulfills the City’s legal obligations for competitive bidding requirements, thus providing significant savings. Public Works staff, Fleet Maintenance Division, reviewed the specification requirements and quote submitted, and have confirmed that the quote from Haaker Equipment Company meets or exceeds the minimum specification requirements.
Accordingly, staff recommends that the City Council approve the award to Haaker Equipment Company for the piggyback purchase of a Rovver X/RXSAT 2.0 Main Line and Lateral Launch Inspection System, including the 2024 Ford E-Transit Cutaway vehicle, in the amount of $504,912.18.
Staff remains available for any questions the City Council may have.
Attachments: A. Quote from Haaker Equipment Company
B. Sourcewell/NJPA Certificate of Membership
C. Memo & Resolution - NJPA Name Change to Sourcewell
D. Sourcewell Contract #120721-EVS