Item 4N - MemoItem 4N
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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.
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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
CITY OF
SOUTHLAKE
Sole Source Memo
Date 10/27/2022
To: Shane Yelverton, City Manager
From: Jason Arellano, Public Works Supervisor
Subject: Sole Source Purchase Letter for Green Equipment
This memo is to obtain authorization of a Sole Source Purchase. This memo details the Sole Source
request.
This is a sole source because: (Check all that apply)
❑ One-of-a-kind —there is no competitive alternative on the market
✓ Compatibility— must match existing brand or equipment for compatibility
✓ Replacement part—for a specific brand of existing equipment
Unique design —must meet physical design or quality requirements
Other-
Describe the purpose of the purchase of goods or services and why this is a sole source:
Annual sole source letter renewal for the existing Envirosight LLC sewer camera which is exclusively sold,
serviced and warranted by Envirosight LLC. The sewer cameras are used to identify deficiencies
in the sewer main, sewer services, and to locate sewer taps.
Staff Recommendation:
The recommendation for sole source is based upon an objective review of the product/service required
and appears to be in the best inter st of the City of Southlake.
Vendor e Source L ter At ached *(Required)
This sole sou a ocureme t req st accurate and complete to the best of my knowledge and belief.
Director Approv
Based upon the above, I authorize the sole source acquisition of the goods or services specified.
Approved Date
Shana Yely on, City Manager
Vam
ENVIROSIOHT
October 17, 2022
RE: Envirosight LLC
Envirosight, LLC has worked very hard to align itself with the premier distributors in the
underground infrastructure maintenance equipment industry. To that end, we have
partnered with Green Equipment Company, in the state of Texas to provide our
customers equipment, parts, and after sale service.
Green Equipment Company is the sole contractual provider of Envirosight products and
service in this state of Texas. This includes, but is not limited to, our Rovver X and
RovverX SAT camera systems, Quickview zooming and manhole inspection system,
the Quickview AirHD inspection system, Jetscan video nozzles, Verisight push camera
systems, Cleverscan manhole inspection systems and Digisewer sidewall scanning and
evaluation technology.
Thank you and please feel free to contact me with any questions or concerns that may
arise.
Best
James Winters
Regina] Sales Manager
Envirosight, LLC
412-525-5261
I8661936-8476 WWW.ENVIROSIGHT.COM 111 CANFIELD AVE..RANDOLPH NJ 07869
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.