Memorandum

City of Lawrence

Utilities Department

TO:	David Corliss, City Manager Cynthia Wagner, Assistant City Manager Diane Stoddard, Assistant City Manager
FROM:	Bob Brower, Utilities Field Operations Manager
CC:	Dave Wagner, Director of Utilities Mike Lawless, Assistant Director of Utilities Philip Ciesielski, Assistant Director of Utilities Mark Hegeman, Utilities Operations Superintendent Alan Landis, Purchasing Specialist
Date:	09/19/2011
RE:	September 27, 2011 Agenda Item – Set a Bid Date for Unit 284/2005 TV Inspection Van and CCTV System Replacement

Please include the following item on the City Commission Agenda for consideration at the September 27, 2011 meeting:

Set a Bid Opening Date of October 25, 2011 for Bid No. B1144 TV Inspection Van and CCTV System Replacement

Background:

One of the critical components of the Utilities Department sanitary sewer maintenance program involves using a closed circuit television system (CCTV) to inspect all sanitary sewer mains and service line connections every 10 years. This system consists of a self propelled color camera with a pan and tilt head which can turn 360 degrees in any direction transmitting a picture to a monitor, video recorder and computer located inside a van. Using this system, problems can be located and identified quickly so that proper corrective actions can be taken. A ranking system analyzes the defects found in individual sewer segments and systematically prioritizes pipe condition and defects. Along with finding sewer system deficiencies and prioritizing maintenance activities, the crew is also responsible for CCTV inspection of newly constructed sanitary sewers.

Current Status:

As of 07/27/2011, only 68,115 feet or 35% of the annual inspection workload is complete. The division is behind 46,218 feet or 23% in the program as well as not being able to complete follow-up inspections of blockages in city mains. The TV van was taken to the shop again on July 5, 2011 and was not operable the entire month of July. Central Maintenance has not calculated the cost of the current repair.

The Department purchased the current CCTV system and van in May 2005 for $148,500. The van chassis has 27,177 miles but the diesel engine in the van has 6,324 hours of operation which is equivalent to 252,960 miles. Through June 2011, the van chassis has been in the shop 328 hours for mechanical repairs at a total cost of $32,193. The van chassis is outfitted with an Aries CCTV system. The total CCTV system repair cost through July 2011 is $52,678. The total repair cost for the van chassis and CCTV system is $84,871 or more than 55% of the original purchase price.

The City of Lawrence Vehicle Replacement Model Guidelines submitted by Central Maintenance for Unit 284 has a rating of 43.30. As per the point range, Unit 284 is rated IV. This qualifies as a needs immediate consideration for replacement.

Pricing for a contractor to perform TV inspection work ranges from $3.50 per foot to $5.00 per foot. The cost depends on the amount of footage televised. In 2010, the division televised 182,116 feet of pipe. The cost for a contractor to complete this amount of work is between $637,406 and $910,580. This cost is for the use of one TV truck and one TV operator.

The Utilities Department cost to TV inspect the footage in 2010, was $234,180 or $1.29 per foot. This includes two employee’s salaries and benefits as well as the cost for the TV truck.

Funding:

The cost of a new TV truck and CCTV system is approximately $160,000 less the trade-in value. The trade-in value is unknown at this time. Funding for the purchase of a new TV van and CCTV would come from the 2011 Operations and Maintenance capital equipment budget.

The 2011 capital equipment budget includes $160,000 for a portable generator for wastewater pump stations and a sludge digester heater for the wastewater treatment plant. These items where budgeted for 2011 because at the time of the 2011 budget submittal, the generator purchase was on hold and the digester expansion project had not been approved to proceed. Subsequent to the 2011 budget submittal, the generator was purchased out of 2010 funds and the sludge digester heater was included as part of the bond funded digester expansion project, thus making 2011 funds available for the TV truck purchase.

Action Requested:

Set a Bid Opening Date of October 25, 2011 for Bid No. B1144 TV Inspection Van and CCTV System Replacement