ACTION REQUESTED:
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Communication from City Manager and Director of Public Works with a Request to APPROVE the Following PURCHASES for the In-House SEWER TELEVISING INITIATIVE:
A. One Trailer Outfitted with Camera Equipment, in the Amount of $83,139.00, from COE EQUIPMENT of Rochester, Illinois, Utilizing the Competitive Bid of Ashland, Missouri;
B. The SOLE SOURCE PURCHASE of ITpipes Sewer Inspection Software, in the Amount of $24,084.00, from COE EQUIPMENT of Rochester, Illinois;
C. A 2015 Chevrolet Colorado Truck, in the Amount of $27,253.00, from UFTRING-WESTON CHEVROLET CADILLAC; and
D. A Polaris Brutus Utility Vehicle, in the Amount of $26,068.00, from ALTORFER CAT Utilizing the NJPA Bid Process.
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BACKGROUND: As a part of the 2015 Annual Budget process, City Council approved a budget exception for the Sewer Televising Initiative, under Public Works, which includes adding staff and purchasing software and equipment. This initiative began in July of 2014, as a pilot program to televise sewer lines in select areas and subdivisions that had experienced problems in the past.
This full time program to continuously televise sewer lines will allow Staff to be proactive, finding sewer line problems early, while they are still in poor condition rather encountering a complete failure, thereby resolving them with the least disruptive and least expensive repair. The average repair, including excavation and pipe replacement, is currently in the $30,000-$40,000 range. Televising a location and finding that no repairs are necessary costs about $500. The largest repairs, or biggest projects, cost upwards of $200,000-$250,000.
When a repair is identified by the Street Division, excavation is done and, often, a failure is not discovered at just one location, but throughout the pipe. Televising of storm sewer locations has been done under the Annual Repair Contract, after staff is made aware of a problem. This televising determines what type of repair is needed. If there is a failure at one location only, a point repair (excavation) is likely done. If the entire pipe has minor issues, lining is often used as the repair. However, if the pipe is in a condition in which it cannot be lined, excavation to remove and replace the pipe is needed.
Having televising equipment and personnel in-house will allow us to proactively evaluate the entire pipe run, not just the visible failure location. In older pipes, there may be a failure (sinkhole) visible at only one location, even though other failures that may be present are not visible at the surface. Televising gives us the condition of the entire pipe so we can accurately plan and make the most cost-effective repair. Often this means lining the pipe instead of excavating. Lining is less disruptive to the neighborhood and is typically less expensive than excavating.
Many of our pipes are nearing the end of their useful service life. Knowing the condition of a pipe will allow us to more accurately budget, plan, and prepare for making storm sewer repairs. Televising also helps find locations accumulating debris, which can then be addressed before clogs form, potentially causing flooding.
Additionally, the data derived from televising equipment will provide a more complete GIS storm sewer layer. There are locations at which one cannot tell from above ground the pipe's course or where there may be buried structures. Televising allows staff to get inside the pipe and determine those items.
Public Works Staff utilized the National Joint Purchase Alliance (NJPA) as a bid process for the 2015 Chevrolet Colorado and Polaris Brutus. The Polaris Brutus was served locally through the NJPA process but the Chevrolet Colorado was factory direct and the documentation did not go through any local vendors. Staff reached out for two quotes from local dealers to see if they could match the NJPA price of $27,999. Staff received a quote from Green Chevrolet and Uftring-Weston Chevrolet Cadillac with both vendors being very competitive with the NJPA price. Uftring-Weston quoted a price below the NJPA price, hence the recommendation to purchase the vehicle locally.
Public Works Staff respectfully requests the purchase of the Camera, Vehicles and Software equipment necessary to begin the In-house Sewer Televising Initiative, as set out in this Communication.
FINANCIAL IMPACT: The Capital Expenditure will utilize the GPSD Capital Sewer Maintenance (S15ADM) project from the Community Investment Plan. The initiative is anticipated to reduce the expense to GPSD from this account by $250,000.
NEIGHBORHOOD CONCERNS: Less disruption to neighborhoods by early detection of sewer line deficiencies.
IMPACT IF APPROVED: Public Works Staff will begin the In-house Sewer Televising Initiative to proactively evaluate the city's sewer structures and to respond to deficiencies in a less disruptive and least expensive manner.
IMPACT IF DENIED: The Initiative will not be undertaken and sewer repairs will continue under the Annual Repair Contract process.
ALTERNATIVES: As Council directs.
EEO CERTIFICATION NUMBER: Coe Equipment has Current EEO #03208-160331; Altorfer, Inc. has Current EEO #01140-150930; Uftring has Current EEO #03321-160331.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Support sustainability.
3. Reinvest in neighborhoods.
DEPARTMENT: Public Works