Item 9 - Authorization to Purchase 1 Cargo Box Truck with Associated CCTV Eqiupment Utilizing Sourcewell Cooperative Purchasing Program ContractApril 4, 2023, Item #9DATE: TO: FROM: CONTACT: SUBJECT: Summary: AG EN DA REPORT City of Poway April 4, 2023 Honorable Mayor and Members of the City C~~~ Eric Heidemann, Director of Public Works ~ Michael Obermiller, Public Works Operations Manage~ (858) 668-4722 or mobermiller@poway.org CITY COUNCIL Authorization to Purchase One (1) Cargo Box Truck with Associated CCTV Equipment Utilizing Sourcewell Cooperative Purchasing Program Contract #091521-NAF and Appropriation of Funds The City's approved Fiscal Year 2022-23 Capital Replacement Equipment Fund budget includes funding to purchase one (1) cargo box truck with associated CCTV equipment (video van). The City of Poway (City) is a member of several cooperative purchasing organizations including Sourcewell, formerly known as National Joint Powers Alliance (NJPA), which establishes and provides nationwide competitively solicited purchasing contracts which can be utilized by member agencies, such as the City. For optimal pricing, it is recommended the purchase of this equipment be made through the ?ourcewell Cooperative Purchasing Program utilizing Contract #091521-NAF with National Auto Fleet Group. All equipment meets the City's service and specification requirements. The total estimated cost for this equipment, including upfits and sales tax is $445,639.98. A trade-in credit in the amount of $35,000.00 for the current video van will be provided, bringing the net amount required for this transaction to $410,639.98. Recommended Action: It is recommended the City Council adopt a resolution authorizing the purchase of a cargo box truck with associated CCTV equipment for a total net cost of $410,639.98, the appropriation of $20,639.98 from the Sewer Fund Unassigned Fund Balance and authorizing the City Manager to execute all necessary documents. Discussion: The City operates and maintains a fleet of over 125 street-legal vehicles and other heavy equipment for the purpose of inspecting, maintaining and operating City facilities and infrastructure. Annually, several of these vehicles and pieces of equipment must be replaced as they have exceeded their useful life or have excessive mileage. The current budget contains funding to replace one (1) video van. 1 of 14
April 4, 2023, Item #9The current 15-year-old video van has exceeded its useful life and is scheduled for replacement. It consists of a truck with a mounted cargo box that houses CCTV equipment. The video van is utilized by the Public Works Wastewater Collection Division. The Wastewater Collection Division maintains an estimated 182 miles of sanitary sewer collection pipelines within the City. The video van is used for sewer mainline inspections to detect pipe defects and condition, inflow and infiltration problem areas, and root penetration. It is recommended the video van be replaced through the Sourcewell Cooperative Purchasing Program utilizing National Auto Fleet Group as the supplier. The quote provided includes a $35,000.00 credit for trading in the current unit. Even with the trade-in credit, the quote exceeds the amount budgeted by $20,639.98. All agreements offered through the Sourcewell Cooperative Purchasing Program have been awarded via a thorough Request for Bid (RFB) competitive solicitation program by a public agency/government entity (e.g., state, city, county, public university or school district). The program provides a streamlined and effective procurement option by establishing agreements with manufacturers and suppliers currently on an existing multiple award schedule with a competitive procurement procedure. Section 3.28.110 of the Poway Municipal Code permits the use of cooperative purchasing programs for procurement of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. The summary of the video van quote from National Auto Fleet Group is noted in Table 1 below: Table 1: Video Van Quote Summary NET UNIT AVAILABLE FUNDS QUOTE SUBTOTAL TRADE-IN CREDIT QUOTE AMOUNT Video Van (Cargo Box Truck $390,000.00 $445,639.98 $35,000.00 $410,639.98 with Associated CCTV Equipment) Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: The City proactively plans for the replacement of its vehicles by annually setting aside a portion of the anticipated replacement costs. As such, partial funding is available in the Fiscal Year 2022-23 Capital Replacement Equipment Fund (115010-61040) and Wastewater Collection (403570-61040) for the purchase of one (1) cargo box truck with associated CCTV equipment. The net fiscal impact of this action is $410,639.98. A total of $390,000.00 was allocated for this purchase. Due to increased equipment costs, an appropriation is requested in the amount of $20,639.98 from the Sewer Fund Unassigned Fund Balance (Fund 5200) to account number 403570-61040 for this purchase. When sufficient funds have not been set aside through the City's asset management replacement charges, the requesting department funds the difference. This helps ensure the financial sustainability of the replacement fund. Future years' asset management replacement charges will be based on the new purchase price and will begin being collected next year. Sufficient funds are available for this appropriation. 2 of 14
April 4, 2023, Item #9Public Notification: None. Attachments: A. Resolution B. Quote Reviewed/Approved By: Wendy '9iserman Assistant City Manager 3 of 14 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager
April 4, 2023, Item #9RESOLUTION NO. 23-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE AGREEMENT FOR THE PURCHASE OF ONE NEW CARGO BOX TRUCK WITH ASSOCIATED CCTV EQUIPMENT (VIDEO VAN) AND AN APPROPRIATION OF FUNDS WHEREAS, the City proactively plans for the replacement of its Cargo Box Truck by setting aside monies in the Capital Replacement Equipment Fund (115010-61040) and Wastewater Collection (403570-61040) each year; WHEREAS, the cost of the Cargo Box Truck from National Auto Fleet Group through Sourcewell Cooperative Purchasing Agreement is $445,639.98, with a trade in credit to be received in the amount of $35,000.00 for the current video van, for a net cost of $410,639.98; WHEREAS, a total of $390,000 is available in the Capital Replacement Equipment Fund (115010-61040) and Wastewater Collection (403570-61040) for the purchase of one cargo box truck; which is $20,639.98 less than required due to increased equipment costs; and WHEREAS, the City ensures the financial sustainability of the Capital Replacement Fund by having the department fund the difference. · NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: SECTION 1: The City Council authorizes the City Manager to execute a purchase agreement for the purchase of one new cargo box truck with associated CCTV equipment (video van) through the Sourcewell Cooperative Purchasing Agreement, No. 091521-NAF, for a net cost of $410,639.98. SECTION 2: The City Council authorizes an appropriation of $20,639.98 from the Sewer Fund Unassigned Fund Balance (Fund 5200) to account number 403570-61040 for the purchase of one cargo box truck. PASSED, ADOPTED AND APPROVED at a Regular Meeting of the City Council of the City of Poway, California on the 4th day of April 2023 by the following vote, to wit: AYES: NOES: ABSENT: DISQUALIFIED: Steve Vaus, Mayor 4 of 14 ATTACHMENT A
April 4, 2023, Item #9ATTEST: Carrie Gallagher, City Clerk s of 14 Resolution No. 22-Page 2
April 4, 2023, Item #903/13/23 03/13/23 Mr Terry Zaragoza City of Poway 1445 Lake Poway Road Poway, California, 92064 Dear Mr Terry Zaragoza, Sell, service, and deliver letter National Auto Fleet Group A DJvlal-on or Ctlo-.,rolet or Wococn'A'll-la 490 Auto Center Drive, Watsonville, CA 95076 (855) 289-6572 • (831} 480-8497 Fax Fl eetfillNati an a IA u ta Fl eetG raup. cam Quo~ID:21790RLR2 National Auto Fleet Group is pleased to quote the following vehicle(s) Upfit and Accessories for your consideration. One (1) New/Unused (Plumbers Depot Supplied Chassis & CCTV Upfit + Handling) and delivered to your department yard, each for Cab/Chassis (MSRP) $43,000.00 Box/Equipment Upfit (MSRP) $382431.96 Sales Tax (7.7500 %) $32,970.98 Discount (3%) Subtotal -$12,762.96 Subtotal $445,639.98 Trade In -$35,000.00 Total $410,639.98 -per the attached specifications: Price includes Poway's trade-in value, unit due to Plumbers Depot per their specifications This vehicle(s) Upfit is available under the Sourcewell Contract 091521-NAF. Please reference this Bid number on all purchase orders. Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call. Sincerely, Jesse Cooper National Fleet Manager Email: Fleet@NationalAutoFleetGroup.com Office: (855) 289-6572 Fax: (831) 480-8497 6 of14 , \ NISSAN_; \~ Quoting Department Account Manager Fleet@NationalAutoFleetGroup.com (855) 289-6572 ® TOYOTA ATTACHMENT B 1 of 9
April 4, 2023, Item #910/12/22, 11 :32 AM Sell, service, and deliver letter Purchase Order Instructions & Resources In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way: Email: Fleet@NationalAutoFleetGrouP-.com Fax: (831) 480-8497 Mail: National Auto Fleet Group 490 Auto Center Drive Watsonville, CA 95076 We will send a courtesy confirmation for your order and a W-9 if needed. Learn how to track your vehicle: Use the upfitter of your choice: Vehicle Status: General Inquiries: Additional Resources www.NAFGETA.com www.NAFGP-artner.com ETA@NationalAutoFleetGrouP-.com Fleet@NationalAutoFleetGrouP-.com For general questions or assistance please contact our main office at: 1-855-289-6572 7 of14 https://www.nationalautofleetgroup.com/UpfitOnlyQuote/SSDPrint/21790 2 of9
April 4, 2023, Item #9Specifications For: POWAY, CA 1 FORD E-450 GAS CUT-A-WAY 158" WB 2X4 CHASSIS 1 7.3L Gas Engine 1 6-Speed Automatic Transmission with OD 1 14,500 lb. GVWR 1 158" Wheel Base 1 Cab Air Conditioner 1 AM / FM Radio 1 14' CARGO BOX WITH WALKTHRU 1 AeroCap with Walk Thru 1 LED Light Package Includes Body Clearance and Stop/ Tail/ Turn 1 Full Width Barn Doors with CAM (Pipe) Locks on Each Door 2 Laminated Steel Lock 1 Kemlite Covering on Inside Rear Doors 1 Back Up Alarm 1 SAFE ENTRY/EXIT BUMPER INSTALLED 1 Three (3) Steps Evenly Spaced 1 Bottom Step Folds Up for Ground Clearance 1 Safety Grab Handle 1 KICKPLATE TRANSPORTER STORAGE 1 Lockable Storage Compartment for Camera and Transporter 1 Sliding Drawer 1 Notch in rear door threshold of body for TV cable to pass through to transporter storage drawer 1 KICKPLATE 2 DRAWER STACK ALUMINUM STORAGE 1 BACK-UP COLOR CAMERA SYSTEM [CHASSIS] 1 BULKHEAD WALL BETWEEN CAB AND CONTROL ROOM 1 Door 1 TV HIGH CUBE VAN EXTERIOR LIGHTING & CONTROL ROOM -EVOLUTION 3.0 TO INCLUDE: 2 Amber Title XIII Strobe Warning Beacons 2 Adjustable LED Floodlights Rear of Vehicle Area Illumination Control Room Interior: 1 Lonseal Lonplate Flooring 1 Kemlite covered walls and weather resistant/smooth finished ceiling 1 Bulkhead Wall With Passage Door From Control Room to Equipment Room 1 Tinted Viewing Window in Bulkhead Wall 1 Tinted Viewing Window in Bulkhead Door 1 Above Desk Control Console with Rack Mount for Electronic Equipment 1 Desktop / Work Area 1 12V High Intensity LED Light Fixture 1 Multi-Outlet Power Strip With USB Ports 1 Fire Extinguisher with Bracket, 1 0BC Rating 1 Operators Chair, Swivel With Casters 1 Breaker Box Storage Area with Locking Positive Latch 1 Battery Powered Carbon Monoxide Alarm 8 of 14 3 of 9
April 4, 2023, Item #91 LOW PROFILE, ROOF MOUNTED AIR CONDITIONER WITH HEAT STRIP 1 A low-profile roof mounted air conditioner with heat strip shall be supplied. 1 WALL MOUNTED ELECTRIC HEATER 1 WALL MOUNTED ELECTRIC HEATER HOUSING 1 BENCH SEAT IN VIEWING ROOM 1 CUSHION FOR BENCH SEAT 1 CLOSET IN VIEWING ROOM 1 TV HI-CUBE VAN EQUIPMENT ROOM INTERIOR -EVOLUTION 3.0 TO INCLUDE: 1 Lonseal Lonplate Flooring 1 Kemlite covered walls and weather resistant/smooth finished ceiling 1 Electrical Outlet with Dual Receptacles 1 12V High Intensity LED Light Fixture 1 15 Minute Courtesy Timer Located at Rear Door Area for 12V LED Interior Lights 1 MUL Tl-OUTLET WORKSTATION WITH LIGHTS AND USB PORTS 1 20-GALLON WASHDOWN SYSTEM TO INCLUDE: 1 20-Gallon Fresh Water Tank 1 Electric Water Pump 1 Retractable Hose Reel with 25'Water Hose and Nozzle 1 UPPER AND LOWER STORAGE CABINET IN EQUIPMENT ROOM 1 Lower Storage Cabinet/ Work Top with Sink and Faucet 1 Upper Wall Mounted Storage Cabinet 1 5-DRAWER TOOL CHEST, MODULINE 1 Electrical Outlet 1 7000 WATT GAS ONAN GENERA TOR 1 120 Volt 60 HZ 7000 Watt EFI (Electronic Fuel injection) Commercial Grade Generator 1 Gasoline Powered 1 Electric Start 1 Air Cooled 1 Generator Remote Start/Stop Cable assembly 1 GENERATOR COMPARTMENT [UNDER CHASSIS MOUNT] 1 Generator Storage Compartment with Lockable External Access Door 1 Commercial Power Supply Receptacle, 25'Cord, and Plug 1 Electrical Supply Center with Circuit Breaker Box 1 Commercial power and Generator Power Connectors 9 of14 4 of9
April 4, 2023, Item #91 Automatic Power Transfer Switch 1 SYSTEM ENGINEERING PANEL, FOR POWER INFORMATION AND GENERA TOR FUNCTIONS, RACK MOUNTED, TO INCLUDE: 1 Four Function AC Power Meter displaying Critical Power Information including: 1 Voltage 1 Hertz 1 Amperage 1 Active Power (Watts) 1 Front panel Selector Switch for two modes of operation: 1 Fixed reading 1 Continuous Auto-cycling 1 Generator Battery Meter to Display Starting and Charging Voltage 1 Generator Hour Meter 1 Generator Remote Start/Stop Control Switch 1 On/Off Switch for Emergency Warning beacons (Switch to Illuminate When On) 1 023 P& T ZOOM M/C LED CAMERA 1 Solid State Color Sewer TV Camera 1 Pan & Rotate Camera Head, 40:1 Zoom Ratio, 10x Optical Zoom, 4x Digital Zoom 1 NTSC Color Standard with 4x Light Integration 1 4 X 5W Cluster LEDs for 6" through 72" lines 1 Camera Transportation and Storage Case 1 BRASS COMP STEERABLE CAM TRANS, WHEELED -GOV 1 Steerable Unit Designed to Turn 360 Degrees Within Its Own Radius 1 Set of Driven Rubber Wheels to Inspect 6" Pipe 1 Two (2) Speed Transmission to Maximize Torque in Large Diameter Pipe with: 1 Manual Shifter on Camera Carrier 1 Unit Shall Have Forward, Free Wheel, and Power Reverse Capablities 1 All Six (6) Wheel Drive Transporter Assembly to Include: 1 Motor & Enclosed Drive Train 1 Tip Up Rear Connector 1 8" RUBBER WHEEL KIT FOR COMPACT TRANSPORTER 1 10-15" RUBBER WHEEL KIT FOR COMPACT TRANSPORTER 1 6"-15"PIPE SPACER KIT 1 **REVIEW REQUIREMENTS -RVC FOR CAMERA MAY BE REQUIRED**ELECTRIC CAMERA LIFT FOR COMPACT TRANSPORTER 1 12"-15" PNEUMATIC TIRE KIT FOR COMPACT TRANSPORTER 1 6" STEEL 10/12 GR WHEEL KIT FOR COMPACT TRANSPORTER 1 8" STEEL 10/12 GRIT WHEEL KIT, v2 1 10-15" STEEL 10/12 GR WHEEL KIT FOR COMPACT TRANSPORTER 10 of 14 5 of 9
April 4, 2023, Item #91 1 QUICK CABLE LOCK PIGTAIL COUPLER KIT 1500' CABLE ASSEMBLY, M/C 12PIN METAL 1 1 S00'Gold Multi Conductor Kevlar Fiber Armored Combination TV Transmission/ Tow Cable 1 1 1 .450 Diameter Metal Splice Chamber with Pigtail Cable Strain Relief 1 TV REEL ASSEMBLY, MECHANICAL FOOTAGE FOR SUMMIT .450 CABLE 1 Black Thermoplastic Powder Coated Frame (not available with BRAKE option) 1 Power Levelwind & Multi Ratio Manual Transmission 1 Footage Meter with Local Counter and Remote Electronic Counter 1 Transmission Control at Viewing Station 1 Local Reel Mount Electrical and Mechanical Control 1 Sealed Continuous Contact Collector Assembly 1 Removable Drip Pan for Cleaning (not available with BRAKE option) 1 AUTOMATIC PAYOUT SYSTEM FOR REEL -INSTALLED 1 PCU ASSEMBLY [RACK MOUNT] 1 CCU ASSEMBLY [RACK MOUNT] 1 Alpha Numeric Information Display, with Multi Paging and Defect Coding 1 Remote "QWERTY" Keyboard 1 On Screen Footage Display 1 WIRELESS CONTROLLER 1 Joystick Control for Pan and Tilt Zoom Camera to Include: 1 360 Degree Rotate 1 330 Degree Optical Pan 1 Joystick Control for All Steering Functions & Forward / Reverse Directions for Transporter 1 Camera Lift Control for Optional Electronic Camera Lift 1 All Other Controls for Camera to Include: 1 Camera Iris and Focus Override & Zoom 1 Camera Lights & Shutter Control for Light Enhancement 1 Camera Diagnostics & Auto Home 1 Cruise Control to Set Speed of the Transporter for Hands Off Operation 1 All Reel Controls to Include: Retrieve, Release, and Variable Speed [Excluding Dolly Systems] 1 WIRED USB CONTROLLER 1 Joystick Control for Pan and Tilt Zoom Camera to Include: 1 360 Degree Rotate 1 330 Degree Optical Pan 1 Joystick Control for All Steering Functions & Forward / Reverse Directions for Transporter 1 Camera Lift Control for Optional Electronic Camera Lift 11 of 14 6 of 9
April 4, 2023, Item #91 All Other Controls for Camera to Include: 1 Camera Iris and Focus Override & Zoom 1 Camera Lights & Shutter Control for Light Enhancement 1 Camera Diagnostics & Auto Home 1 Cruise Control to Set Speed of the Transporter for Hands Off Operation 1 All Reel Controls to Include: Retrieve, Release, and Variable Speed [Excluding Dolly Systems] 1 8.7" MINI KEYBOARD 1 SHORTING PLUG 1 TEST CABLE 12 of 14 7 of 9
April 4, 2023, Item #91 KIT,UPS,BELOW MOUNT TO INCLUDE THE FOLLOWING: 1 Input 120-Volt I Output 120-Volt 1 Cord Management Straps 1 SELF PROPELLED LATERAL INSPECTION/ EVALUATION SYSTEM, WHEELED, FOR 6" -15" MAINLINE AND 3" -8" LATERAL INSPECTION, WITH PAN AND TILT/ ZOOM MAINLINE CAMERA, AND WIRELESS CONTROL TO INCLUDE: 1 Mainline Pan, Tilt, and Zoom Camera to Include: 1 Mainline Solid State Color Sewer TV Camera with: 1 Pan, Tilt & Rotate Camera Head 1 40: 1 Zoom Ratio, 1 Ox Optical Zoom, 4x Digital Zoom, NTSC Color Standard 1 360 Degree Range of Rotation, 270 Pan Viewing Angle, Panning 360 Degrees 1 Auto Iris, Auto Focus, Manual Override of Focus and Iris 1 Camera will also be Used for: 1 Monitoring Lateral Pan & Tilt Camera During Extend I Retract Operation 1 Light Assembly, Pan & Tilt Zoom Camera, 6" -72" lines 1 White LED Field Replaceable Lamps 1 Automatic Centering 1 Lateral Launcher, for Lateral Pan and Tilt Camera to include: 1 Self Propelled Launcher Robot with Freewheel, Forward, and Power Reverse 1 Camera Head Mounting Assembly with Rotation Positioning, Articulating Hinge 1 Push Cable Drive Assembly -Two-Speed Extend/ Retract Camera Positioning 1 Rear tip-up connector 1 Interconnect Cable for Launcher to Push Cable 1 Interconnect Cable for Control System to Power Control Unit 1 Single-point quick wheel removal system 1 6 each 3.5" diameter tires for 6" pipe 1 6 each 4.375" diameter tires for 8" pipe 1 6 each 5" diameter tires for 10"-15" pipe 1 Pneumatic Tire Kit for 12" -15" pipe 1 Rear Housing Assembly to Add Optional Rear View Color Camera 1 LAUNCHER MUST BE LATERAL PAN & TILT CAMERA READY Lateral Reel / Control Assembly / Wireless Controller 1 Electric Reel with Slipring and Clutch for: 1 1 Powered Retrieve of Push Cable Control System to Include Launcher/ Self Propelled Robot Control with: 1 Extend/ Retract, Left/ Right Rotation, Camera Selection 1 1 Control: 1000 ft. Video Cable with Cable End Termination Controller with Forward, Freewheel, and Power Reverse/ Variable Speed 1 Self-Propelled Launcher Robot 1 All Launcher, Camera, and Reel Functions Shall be Controlled by the Wireless Hand Held Summit System Controller 1 Compact Mainline Video Monitor 1 SELF-LEVELING COLOR CAMERA WITH BUILT-IN SONDE KIT FOR USE WITH LAMP SYSTEM to include: 1 Self-Leveling/ Built-In Sonde Mini Camera 1 Lateral Camera Spring Assembly 1 Centering Ball 1 REAR VIEW CAMERA ASSEMBLY FOR USE WITH LAMP SYSTEM 1 Color NTSC Camera 1 Lightring with (12) Solid State White LEDs 13 of 14 8 of 9
April 4, 2023, Item #91 120' PUSH CABLE FOR LATERAL INSPECTION SYSTEM 1 6" STEEL 10/12 GR WHEEL KIT FOR COMPACT TRANSPORTER 1 8" STEEL 10/12 GRIT WHEEL KIT, v2 1 10-15" STEEL 10/12 GR WHEEL KIT FOR COMPACT TRANSPORTER 1 KIT,DOWNHOLE,STD 1 Toproller Assembly, Manhole, TV Only, Al 1 Claw Hook, Manhole Adapter, f/WT319 1 Hook Assembly, Retrieval (SNGL,SHTY/LMP/PR) 6 Pole Assembly, Retrieval/ Downhole tl,58" 1 Roller Assembly, Invert fl WT319 1 MUL Tl CONDUCTOR TV ONLY TOOL KIT 1 Milliampmeter Tool 1 Electrical Tape 1 Needle Nose Pliers 1 Six-In-One Screwdriver 1 6" Adjustable Wrench 1 Anti Seize Grease 1 9-Piece Allen Wrench kit 1 Solder Iron Kit 1 Pliers 1 5/32 T-Handle Hex Wrench 1 TRAINING, ON-SITE (THREE DAYS) 1 TRUCK DELIVERY-CALIFORNIA 1 Year Warranty against manufacturer defects on Cues equipment. 36,000 Miles or 3 year chassis warranty 60,000 miles or 5 year power train warranty Lifetime Loaner Equipment at No Charge 14 of 14 9 of 9