Fort Walton Beach Council agenda — 04-22-08 regular agenda — reading text

MAYOR: ATTEST: CITY CLERK ddm  CITY COUNCIL MEETING April 22. 2008 Consent Agenda Approval of Minutes: Council Workshop, April 8, 2008 Regular Council, April 8, 2008 Charter Review Workshop, April 15, 2008 City Clerk) Council Action 1 St 2nd Vote: Agenda Item Number: 2  CITY COUNCIL MEETING Aoril 22. 2008 Consent Agenda Consideration of request to award Bid No. 08 -114, Purchase of One ( 1) Mainline Sewer Video Inspection Upgrade, to the lowest responsive, responsible, bidder, CUES, Orlando, FL for a total cost of $ 59,213 including trade -in Utilities Director) Council Action 1 St 2nd Vote: Agenda Item Number: 3  CITY OF FORT WALTON BEACH MEMORANDUM DATE: April 9, 2008 TO: Joyce Shanahan, City Manager FROM: John Hofstad, Utilities Director 08 - 114, Purchase of One ( 1) Mainline SUBJECT: Request to Award Bid No. Sewer Video Inspection System Upgrade SUMMARY Ordinances, Volume II, Chapter Pursuant to City of Fort Walton Beach Code of 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and request authorization to award Bid No. 08 - 114, Purchase of One Procedures, 1) Mainline Sewer Video Inspection System Upgrade, to the low responsive, responsible bidder, CUES, Orlando, Florida, for a total cost of $ 59, 213. 00, including trade in of obsolete video equipment from the existing system and selected options. If approved, funds are available in Account 401 - 1350 - 535 - 6404, Utilities Sewer Collections, Machinery and Equipment, Trucks, in the amount of Fund, 60, 000. 00. from CUES, Orlando, Recommend the City Council approve the bid received Florida, for the bid amount of $ 59, 213. 00. F I N A N C I A L D A T A 1. DEPARTMENT: Enterprise Fund 2. DIVISION: Sewer Collections 3. FUND: Utilities 4. ACCOUNT # 401 - 1350 - 535 - 6404 5. ACCT. DESCRIPTION: Machinery and Equipment- Trucks 6. FY BUDGET: 2007/ 08 7. AMOUNT BUDGETED: $ 60, 000. 00 8. GRANT FUNDS: YES ® AMOUNT 9. FUND TRANSFER: YES © 0 AMOUNT 10. FROM ACCT: N/ A 11. TO ACCT: N/ A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/ A PRICE ANALYSIS: ATTACHED ADD' L MAT FDR ON 13. B I D I T E M D A T A 14. DESCRIPTION OF BID ITEM: * Upgrade Mainline Sewer Video System ATTACHED ADD' L MAT FDR ONE 15. SUPPLEMENTAL MATERIAL: 16. # BID INVITATIONS SENT: 10 17. # BIDS RECEIVED: 3 18. # RESPONSIVE BIDS: 3 19. RECOMMENDED VENDOR: CUES 20. BID AWARD AMOUNT: $ 59, 213. 00 3-  21. COMMENTS: N/ A 22. ESTIMATED QUANTITY TO BE PURCHASED ( BULK ITEMS): N/ A 23. ESTIMATED PURCHASE AMOUNT: N/ A 24 BID TABULATION ATTACHED: YES NO ADD' L MAT FDR 25. TERM OF CONTRACT: N/ A 26. BID VALID TO: 60 days 27. BID PRICE VALID FOR TERM OF CONTRACT: ffE7S NO 28. WARRANTY PERIOD: 3 years 29. DELIVERY TIME: 90 days 30. STATE CONTRACT: YES pq 31. CONTRACT #: N/ A 32. CO - OP PURCHASE: YES pq 33. AGENCY: N/ A 34. EXPECTED LIFE OF ITEM: 10 years 35. ITEM DEMO' D: YES pq 36. REFERENCES CHECKED: YES NO 37. CONTRACT: ATTACHED ADD11 MAT FDR ®/ 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO 39. CURRENT VENDOR: N/ A 40. CURRENT PRICE: N/ A REVIEWED & SUBMITTED BY: Jgfin Hof sl " Date ktilities i irector REVIEWED AND CONCUR: le 6 -19 Michael Tatum Date Purchasing Director AND CONCUR: Ll I If./o ce thanahan Date City Manager COMMENTS: D ATTACHMENT 1 BID SUMbIARY COMMENTS The following comments relate to the " *" items in numerical order indicated on the Bid Award Summary Memorandum. 14. DESCRIPTION OF BID ITEM: Mainline Sewer Video Inspection System Upgrade Base Price: 49, 770. 00 Trade Ins: RST Storm Drain Tractor 3, 000. 00 RST OMNI II Camera 1, 100. 00 Equipment Options: Pole Mounted Camera Inspection System 5, 068. 00 Color /IR) Upgrade to Multi- Conductor Video, 8, 475. 00 Camera and Transporter System TOTAL COST: 59, 213. 00  CITY OF FORT WALTON BEACH MEMORANDUM DATE: 15 April 2008 TO: John Hofstad, Utilities Director FROM: Joseph Coker, Collection System Supervisor SUBJECT: Mainline Sewer Video Inspection System In response to your questions concerning the current video inspection system that the City now has, the following is provided: 1. The current system was manufactured by RST Corp. and was purchased by the city in 1995 as a complete truck mounted unit. The camera is an OMNI II color system, with a 1, 000' inspection distance from the truck. 2. The camera system developed trouble with the camera itself about one and a half years ago. All "in- house" attempts to repair the cable system seeking to return the camera to service failed. 3. The factory authorized dealer, Municipal Equipment Sales of Atlanta Ga. came to troubleshoot the unit and determined that it would need to be sent to the RST factory for evaluation and possibly repair. 4. The camera was shipped to RST in Kentucky and was tested and found to be " beyond repair" due to parts being obsolete and not available for it. 5. The camera was shipped to a third party repair facility in Virginia for test and evaluation. Their response was the same as the RST Company. 6. The computer, software, and VHS recording equipment are all now out of date and difficult to obtain technical assistance or training in its use and maintenance. It is not compatible with any contractor's system for reference and planning. The video inspection system is critical in the process we use to evaluate our gravity sewer system for reliability and serviceability. With over 100 miles of gravity sewer lines which many date back into the 1940s, we are having a difficult time with inflow and infiltration. An up -to- date system is needed to allow emergency and scheduled inspections to resume. This will provide the City with a very accurate appraisal of the system's condition and allow the right work to be done in the right place at the right time. Joseph Coker Collection System Supervisor  City of Fort Walton Beach MEMORANDUM DATE: April 2, 2008 TO: John Hofstad Utilities Department Director FROM: Michael C. Tatum Purchasing. Director SUBJECT: Purchase One ( 1) Mainline Sewer Video Inspection System Up -Grade Bid # 08114 The referenced bid tabulation is forwarded for your review, in accordance with Vol 2, Chapter 4, Section 4.01, Paragraph 4.01. 025 Code of Ordinances and the Purchasing Policies and Procedures. Please tape the necessary action to prepare the Memorandum for Approval by the City Manager and Council. The bid file is available for review at the Purchasing Department. The following information is furnished for those items applicable to