Title
Consider a memorandum/resolution authorizing the procurement of a camera van for the Public Works Sanitary Sewer Division, in the amount of $277,896.
Summary
DATE: August 15, 2023
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, Executive Director of Finance
SUBJECT: Procurement of Camera Van for the Public Works Sanitary Sewer Division
BACKGROUND AND FINDINGS:
Fleet Services is seeking approval to purchase a replacement camera van for the Public Works Sanitary Sewer Division from Essential Equipment, a dealer through RapidView LLC’s Sourcewell cooperative contract #120721 - RVL. The camera van is used for underground piping inspection and identification of problem areas. The existing camera van unit is 12 years old, has 64,000 miles, and approximately 6,000 hours of run time. The unit’s reliability is beginning to be of concern as well as its rising maintenance cost. It was originally scheduled for replacement in FY 2024. However, it has now reached the stage where replacement is necessary.
The Public Works Sanitary Sewer Division has, and requires, two camera vans to meet the City’s operational needs.
THE ALTERNATIVES CONSIDERED:
1.) Defer purchase of the camera van, which would cause the department to operate in a reduced resource capacity and possibly fail to meet customer needs.
2.) Purchase the camera van to continue to provide effective services.
Which alternative is recommended? Why?
The second alternative is recommended to meet the division’s mission in providing effective sewer service.
CONFORMITY TO CITY POLICY:
This purchase conforms to City policies and law. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
|
Department |
FY 2023 |
|
Public Works |
$277,896.00 |
|
Total |
$277,896.00 |
The purchase pricing from Essential Equipment, LLC. utilizing the Sourcewell Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
San. Sewer |
Essential Equipment Camera Van |
1 |
$277,896.00 |
$277,896.00 |
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted?
Yes, funds are included in the following account:
|
Department/Division |
Account |
Cost |
|
Public Works - San. Sewer |
387-8834-493.61-10 |
$277,896.00 |
|
Total |
|
$277,896.00 |
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends City Council authorize the purchase of the camera van for the Public Works Sanitary Sewer Division in the amount of $277,896, and that the City Manager or designee be authorized to execute any and all change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Public Works
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Certificate of Interested Parties
Cooperative Letter