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Item 4N - MemoItem 4N Page 1 of 2 M E M O R A N D U M (December 6, 2022) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Authorize expenditures with Green Equipment Co. for purchase of a new CCTV unit along with any repairs/replacement of current locating devices in an amount not to exceed $125,000. Action Requested: Authorize expenditures with Green Equipment Co. for purchase of a new CCTV unit along with any repairs/replacement of current locating devices in an amount not to exceed $125,000. Background Information: As part of the Public Works Operations Wastewater Division’s preventative and proactive maintenance program, the CCTV camera system is used to maintain the ability to pinpoint taps, damages, and/or infrastructure issues that are located underground. The current CCTV unit has reached its useful life and cannot keep up with the current demands. The Wastewater Division had multiple vendors demonstrate their respective units, and it was found that Green Equipment’s product had the features and abilities to best suit the City for the work that will be performed. Along with the purchase of this unit there will be a two-day training for the crews and one annual support plan which includes unlimited phone, email and remote internet tech support unlimited maintenance upgrades and version upgrades to WinCan VX 5 hours per year of Web Ex training same day support and service. Financial Considerations: The City’s purchasing policy for this service is met through a Sole Source letter. On November 2, 2022, the City of Southlake signed a sole source letter with Green Equipment for the CCTV camera system along with other detection equipment. This sole source letter is good for one year from the signature date. Item 4N Page 2 of 2 Below are the equipment and repair/replacement services to be performed by Green Equipment in FY 2023: Equipment & Repair Services Cost CCTV Camera System $ 112,435 Equipment Repairs/Replacement $ 12,565 Final Cost $ 125,000 Funding for these services is available in the Utility Fund via the Wastewater Operating budget. Strategic Link: This item links to the City’s Strategy Map strategic focus areas of Safety & Security and Infrastructure. It specifically relates to the City’s Corporate Objectives, C1: Achieve The Highest Standards Of Safety & Security, and F2: Invest To Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: None. Alternatives: The City Council may approve or deny the request. Staff Recommendation: Authorize expenditures with Green Equipment Co. for purchase of a new CCTV unit along with any repairs/replacement of current locating devices in an amount not to exceed $125,000. Supporting Documents: Attachment A: Executed Sole Source Letter Attachment B: Quote for CCTV Camera System Staff Contact: Rob Cohen, Director of Public Works Jack Thompson, Deputy Director of Public Works - Operations ATTACHMENT A QUOTE 4441694000011731029 Bill To City Of Southlake Jason Arellano AP Email: AP Phone #: 1950 E. Continental Southlake, , 76092 Ship To Contact Email: jarellano@ci.southlake.tx.us Contact Phone: Southlake, TX, 76092 Green Equipment Company 2563 Gravel Dr, Fort Worth, TX, US, 76118 817-589-2704 Issued Date Valid Until Nov 4, 2022 01:17 PM Dec 4, 2022 Sales Manager Email Phone Brandon Baker brandonbaker@greenequipco.com 817-589-2704 Amount $ 112,434.07 Qty Part Number Item & Description Unit Price Amount 1 Miscellaneous System includes VC500 Controller with Vision Report Software installed, RAX300 Automatic Cable Reel with 300M (1000ft) cable, wireless remote controller, reel mounting frame, emergency stop cable, RX130 Quick Change version crawler with 3 sets of rubber wheels for 6Ó to 12Ó pipe diameter. RCX90 pan, tilt, zoom camera, Pressurization Kit, and Wincan VX entry license. E -RX-SYS-TRUCK-BASIC-21 $ 85,935.00 $ 85,935.00 1 Miscellaneous Top Manhole Cable Roller for RVX E-000-0035-00 $ 434.60 $ 434.60 1 Miscellaneous Tyger Tail 2" for manhole bottom cable RVX E-000-0036-00 $ 75.85 $ 75.85 4 Miscellaneous Quick Change 8" Medium Aggressive Wheel D120x31 / d12 E -080-0711-00 $ 455.18 $ 1,820.72 4 Miscellaneous Quick Change Small Aggressive Wheel D85x18 / d12 E -080-0709-00 $ 349.78 $ 1,399.12 4 Miscellaneous QuickChange XL Rubber Wheel RX130 D175x78 / d12 (QTY 1) $ 428.19 $ 1,712.76 Terms and Conditions: Pricing may not include local or state sales tax, freight, or other shipping charges that will be payed by customer. Please contact us if you need exact freight and tax charges. Pricing is valid for 10 days unless otherwise noted. All orders pre-pay, COD, credit card, or Net 10 days if qualified. We accept all major credit cards. ATTACHMENT B Authorized By:__________________________________ Sub Total $ 112,434.07 1 Miscellaneous VX-INFINITY EXPERT-1 Annual Expert Enterprise infinty Support Plan Includes Unlimited Phone, Email and Remote Internet Tech Support Unlimited Maintenance Upgrades and Version Upgrades to WinCan VX 5 Hours per year of Web Ex Training Same Day Support and Service $ 1,675.24 $ 1,675.24 1 Miscellaneous VX-EXPERT-1WinCan VX Expert License includes: Section/Lateral/Manhole, Basic Reporting, Report Generator, Data Viewer, 3D, All languages & Standards, Map Expert/ArcGIS, Photo Assistant, Drawing function, Meta DB, Data Transfer Tool, SQL database option, Multiple Inspection, Grading, MPEG 1/2/4 Recording, Software Encoding and Text Generator. NASSCO Validator, Inclination, Local deformation & Crack width with laser, HD Video Capture.Work Order Management, Statistics, and GIS Queries $ 11,979.97 $ 11,979.97 1 Miscellaneous H RACKMOUNT 01 Intel I7-9700 CPU, 16 GB DDR4, Intel UHD Graphics, 512 GB SSD, Windows 10 Pro, 4U 19" case $ 2,352.38 $ 2,352.38 1 Miscellaneous H-AVERCARD AverMedia Card for Digital Capture PCI $ 365.93 $ 365.93 1 Miscellaneous Two Day On-Site Installation and Training T-WINCANTRAINING-2 $ 3,382.50 $ 3,382.50 1 S&H Shipping $ 1,300.00 $ 1,300.00 1 Miscellaneous BuyBoard Contract #676-22 $ 0.00 $ 0.00 Qty Part Number Item & Description Unit Price Amount Terms and Conditions: Pricing may not include local or state sales tax, freight, or other shipping charges that will be payed by customer. Please contact us if you need exact freight and tax charges. Pricing is valid for 10 days unless otherwise noted. All orders pre-pay, COD, credit card, or Net 10 days if qualified. We accept all major credit cards.