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Home My WebLink About2009/12/08 Item 8 CITY COUNCIL AGENDA STATEMENT . ~ \ 'f:. CITY OF .~ (HULA VISTA 12/8/09, ltem~ SUBMITTED BY: . REVIEWED BY: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE BID PROCESS AS IMPRACTICAL AND AWARDING A PURCHASE AGREEMENT TOTALING $209,378 TO PEARPOINT, INe. FOR ONE SEWER TELEVISION INSPECTION V AN AND CLOSED CIRCUIT TELEVISON EQ1JIPMENT ~ li DIRECTOR OF PUBLIC WORKt::fY CITY MANAG~ ASSISTANT CITYpMANAGER"77 4/STHS VOTE: YES 0 NO ~ ITEM TITLE: SUMMARY The FY 2009-10 Sewer Fund budget provides for the replacement of one 1998 Sewer Television Inspection Van and Closed Circuit Television (CCTVl equipment. Wastewater Maintenance staff worked directly with Pearpoint, Inc. to acquire this vehicle, since it is a unique van that requires specialized equipment. Sta11 recommends waiving, as impractical, the normal bid selection process under provision 2.56.070 of the Chula Vista Municipal Code. There are no vendors in the City of Chula Vista that normally furnish this type of heavy equipment. ENVIRONMENTAL REVIEW Not applicable. RECOMMENDA nON Council adopt the resolution. BOARDS/COMIVIISSION RECOMMENDATION Not applicable. DISCUSSION The FY 2009-l0 Sewer Fund budget provides for the replacement of one TV van and CCTV equipment to be utilized to video the City's wastewater lines. The existing TV crews currently utilize equipment purchased from Pearpoint. To ensure that TV inspections continue even if the equipment breaks down, staff will be purchasing two sets of cameras, crawlers, and light-heads. 8-1 ~.~.H._ 12/8/09, lteml Page 2 of 3 The City's wastewater system currently consists of approximately 486 miles. Approval of this resolution awards a purchasing agreement for a TV van and CCTV equipment to Pearpoint, Inc. based on the following: o Pearpoint is the only CCTV manufacturer with equipment that is certified as Labeled & Listed for use in Class 1, Division 1, and Gas Groups C & D eliminating the possibility of igniting gases and or explosive vapors from the sewer system when televising inside sewer pIpes. Wastewater staff is fully trained (40 hour certification course) in working on Label and Listed "Explosion Proof' cameras and equipment. Wastewater staff has worked with Pearpoint equipment for over 10 years and are considered experts in operating, maintaining and diagnosing issues with Pearpoint equipment. Staff maintains a healthy inventory of replacement parts for the Pearpoint cameras, lights, crawlers and other miscellaneous Pearpoint equipment. Current equipment can be interchanged with new Pearpoint equipment. The ability to interchange cameras, light-heads and crawlers allows the TV van to stay in service while the CCTV equipment is being repaired. Pearpoint is located in Thousand Palms, CA. Therefore, if the equipment needs to be diagnosed by Pearpoint technicians, the van can be driven to Thousand Palms, thereby, minimizing production loss. Other known CCTV manufacturers are located in Northern California (Petaluma), Arizona (Glendale), Texas, Illinois, Wisconsin, and Florida. o o o o o Provided below are some disadvantages of not purchasing Pearpoint equipment: o Staff is not familiar with other camera and hardware equipment. o Training - It would talee several months for staff to become familiar with operating a new brand of equipment, and possibly years to be able to gain the knowledge to repair and diagnose issues effectively. o Unless the vendor is within a couple of hours of San Diego, repair and downtime of equipment will be longer, thereby, impacting production. Sewer Fund budget. At total of $245,210 has been budgeted in FY2009-10 for the replacement of one TV van and CCTV equipment. Therefore, awarding this contract to Pearpoint, Inc. represents a savings 01'$35,832. To summarize, Pearpoint, Inc. is the only vendor with "explosion proof' cameras and equipment, which ensures safety of staff while operating this equipment. In addition, there are no other vendors with this type of equipment within normal driving distance of Chula Vista, which would necessitate extensive equipment downtime in the event of a vendor repair. Therefore, based on the advantages and disadvantages listed above, staff recommends that Pearpoint, Inc. be awarded the contract. 8-2 12/8/09, ItemL Page 3 of 3 DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has deternlined that it is not site specific and consequently the 500 foot rule found in California Code of Regulations section 18704.2(a)(1) is not applicable to this decision. CURRENT YEAR FISCAL IMPACT The net total cost including taxes is $209,378. A total of $245,210 has been budgeted in the Sewer Fund in FY 2009-10 for this purchase. Therefore, awarding this contract to Pearpoint, Inc. represents a savings of S35,832 to the Sewer Fund. ONGOING FISCAL IMPACT Since this is a replacement vehicle, there is no increase in on-going maintenance and operating costs for the Sewer Fund. ATTACHMENTS None. Prepared by' Steve Dorsey, Fleet Manager, Public Works K:IPUBLlC WORKSIAGENDAICAS2009112-08-09\Agenda Statement - Sewer TV Van.doc 8-3 RESOLUTION NO. 2009- RESOLUTION OF THE CITY COUNCIL OF THE ClTY OF CHULA VISTA WAIVING THE BID PROCESS AS IMPRACTICAL AND AWARDING A PURCHASE AGREEMENT TOTALING $209,378 TO PEARPOINT, INC. FOR ONE SEWER TELEVISION INSPECTION V AN AND CLOSED CIRCUIT TELEVISON EQUIPMENT / \VHEREAS, the FY 2009-10 Sewer Fund budget provides for the replacement. of one 1998 Sewer Television Inspection Van and Closed Circuit Television (CCTV) equipment; and WHEREAS, under provision 2.56.070 of the Chula Vista Municipal Code the normal bid selection process may be waived; and WHEREAS, Pearpoint, Inc. is the only vendor with "explosion proof' cameras and equipment, which ensures safety of staff while operating this equipment; and WHEREAS, there are no other vendors with this type of equipment within normal driving distance of Chula Vista, which would necessitate extensive equipment downtime in the event of a vendor repair; and WHEREAS, Wastewater Maintenance staff worked directly with Pearpoint, Inc. to acquire this vehicle, since it is a unique van that requires specialized equipment. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Chula Vista does hereby waive the bid process as impractical and award a purchase agreement totaling $209,378 to Pearpoint, Inc. for one sewer television inspection van an closed cir it televison equipment. Richard Hopkins Director of Public Works Presented by 8-4