REPORT TO THE CITY COUNCIL FROM: BROCK D. BUCHE, PE, PLS, Director Department of Public Utilities BY: CORY ASHER, Assistant Director Department of Public Utilities - Wastewater Management Division ARTURO ALVAREZ, Wastewater Manager, Certified Department of Public Utilities - Wastewater Management Division SUBJECT ..Title Award a Cooperative Purchase Agreement to Haaker Equipment Company, Inc., of La Verne, California, in the amount of $320,313.22 for the purchase of three Envirosight ROVVER X Pipeline Inspection Systems for the Department of Public Utilities - Wastewater Management Division. ..Body RECOMMENDATION Staff recommends that City Council award a cooperative purchase agreement to Haaker Equipment Company, Inc., a California corporation, in the amount of $320,313.22 for the purchase of three Envirosight ROVVER X Pipeline Inspection Systems for the Department of Public Utilities - Wastewater Management Division; and authorize the Purchasing Manager, or designee, to execute the agreement. EXECUTIVE SUMMARY The Department of Public Utilities - Wastewater Management Division (WMD) is requesting approval to purchase three Envirosight ROVVER X Pipeline Inspection Systems to replace three inspection systems that have reached the end of their service life. The new units will be used by the WMD's Collection System Maintenance (CSM) Section for the closed-circuit television (CCTV) inspection of City-owned sewer mains. The new ROVVER X systems will be purchased through a competitively solicited cooperative procurement process administered by Sourcewell. BACKGROUND WMD's CSM Section is responsible for the inspection, maintenance, repair, and replacement of the City's sewer collection system, which includes 19 lift stations, approximately 26,000 manholes, and over 1,600 miles of sewer mains. CCTV inspections and maintenance on these assets are done on a routine, proactive basis. The equipment these three ROVVER X systems are replacing is installed on CSM First Responder Vehicles. These vehicles are used by staff around the clock to respond to customer service requests for mainline assessments or locating private sewer service connections throughout the City. These systems give staff the ability to quickly diagnose whether the issue is in the City-owned sewer mainline to determine the corrective action and party responsible for performing the action. WMD's CSM Section acquired the three existing systems in September of 2017, the last year the model was produced. The systems have exceeded their useful life and are no longer supported by the manufacturer. This has resulted in parts becoming increasingly difficult to procure, which has increased downtimes for repairs. The increasing downtimes are significantly impacting CSM Section production by creating situations in which CCTV crews have to be diverted from routine, proactive sewer inspection activities to assist on customer service call-driven inspection work. This situation also makes it difficult for the CSM Section to plan for and meet the overall productivity targets included in the regulatory-required Sewer System Management Plan. The replacement equipment will be purchased utilizing a competitively solicited cooperative procurement process administered by Sourcewell. The total purchase price of the three Envirosight ROVVER X Pipeline Inspection Systems is $320,313.22, which includes the Sourcewell discount applied to City purchases, delivery costs, and 8.35% sales tax. The Purchasing Division has approved this contract and recommends City Council approval. The City Attorney has reviewed and approved to form. ENVIRONMENTAL FINDINGS By the definition of the California Environmental Quality Act (CEQA) Guidelines Section 15378, the approval of this cooperative purchase agreement is not a "Project" for the purposes of CEQA. LOCAL PREFERENCE Local preference is not applicable because this is a cooperative purchase. FISCAL IMPACT There is no impact to the General Fund for this purchase. The purchase of this replacement equipment has been factored into the Fiscal Year 2025 Wastewater Management Division's CSM Operations & Maintenance Budget. Attachments: Cooperative Purchase Agreement Proof of Publication Proposal Evaluation Comment and Review Haaker Quote