Title
MOTION TO APPROVE THE PIGGY-BACK AGREEMENT WITH ENVIRONMENTAL PRODUCTS GROUP, INC. FOR THE PURCHASE OF AN ENVIROSIGHT ROVVER X 130 CRAWLER SYSTEM UTILIZING THE PRICING FROM THE CITY OF TALLAHASSEE REQUEST FOR PROPOSAL NO. 0096-15-KM-RC FOR A TOTAL AMOUNT NOT TO EXCEED $61,500 PURSUANT TO SECTIONS 35.18(C)(5) AND 35.27 OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City's Code of Ordinances is titled "PROCUREMENT PROCEDURES, PUBLIC FUNDS".
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS".
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states that, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT".
- Section 35.21(A)(1) states that, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
- Section 35.27 of the City's Code of Ordinances is titled "SURPLUS PROPERTY".
- Section 35.27(A) states that, "Disposal of surplus property. The Chief Procurement Officer may sell, trade or otherwise dispose of surplus and obsolete personal property belonging to the city either by sale, barter or exchange, by competitive sealed bid, public auction, cannibalization, trade in or any other means of disposal as may be appropriate and in the best interests of the city. Disposal of surplus or obsolete personal property in excess of $20,000 per item shall be made only after approval by the City Commission. No employee of the Procurement Department having direct control of the surplus property or handling the disposition of the property shall be entitled to purchase any such property."
SUMMARY EXPLANATION AND BACKGROUND:
1. Since 2007, the Utilities Division has owned and operated a Rovver 125 Envirosight Pipeline Video Inspection System which televises and inspects areas of concern in the City’s sewer system.
2. The Utilities Division has determined that the current sewer inspection camera, which is now over 13 years old, is damaged, has outlived its useful life and is beyond repairs.
3. Environmental Products Group, Inc. has provided the City with a letter stating, “Envirosight (the manufacturer) no longer provides parts, service, or supports the Rovver 125 systems.”
4. Environmental Products Group, Inc. has provided the City with a quote for a new Envirosight Rovver X130 Crawler System, utilizing the pricing from the City of Tallahassee’s Request for Proposal No. 0096-15-KM-RC for a total amount not to exceed $61,500, which includes a Factory Buy Back Program Discount for the current Rovver 125 system for $11,111.40.
5. The estimated life expectancy of the Rovver X camera system is approximately 5-10 plus years.
6. The new Envirosight Rovver X 130 Crawler System is capable of being controlled from a wireless remote controller, displaying and recording live footage, and can reach up to 1000 feet in length for observations throughout the City sewer line system.
7. Request City Commission to approve the Piggy-Back agreement with Environmental Products Group, Inc. for the purchase of an Envirosight Rovver X 130 Crawler System utilizing the Pricing from the City of Tallahassee’s Request for Proposal No. 0096-15-KM-RC for a total amount not to exceed $61,500, pursuant to Sections 35.18(C)(5) and 35.27 of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $61,500
b) Amount budgeted for this item in Account No: $61,500 is currently available in Account No. 471-535-6021-64400 (Other Equipment)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable