R-13-10-24-G5 - 10/24/2013RESOLUTION NO. R -13-10-24-G5
WHEREAS, the City of Round Rock desires to replace and upgrade its utility line
camera/tractor units; and
WHEREAS, the only camera/tractor units that will operate with the City's existing system are
RTS Cameras; and
WHEREAS, Baker Equipment Company is the only company in the area that supplies the
required RTS Cameras; and
WHEREAS, Baker Equipment Company has submitted a proposal to provide the required
RTS Cameras, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the City Council hereby finds and determines that the required RTS Cameras are available
from only one source and that the RTS Cameras are captive replacement parts or components of the
City's existing system and therefore not subject to requirement for competitive bidding; and
BE IT FURTHER RESOLVED
That the City Manager is hereby authorized and directed to issue a purchase order to Baker
Equipment Company for RTS Main Line Camera/Tractor Units, a copy of same being attached hereto
as Exhibit A.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
0112.1304; 00284674
RESOLVED this 24th day of October, 2013.
PI
ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
SARA L. WHITE, City Clerk
107tROCK, TEXAS
PUUM PASSION wp6FFAIT[
City of Round Rock
Agenda Item Summary
Agenda Number: G.5
Title: Consider a resolution authorizing the City Manager to issue a Purchase
Order to Baker Equipment Company for the purchase of RTS Main Line
Camera/Tractor Units.
Type: Resolution
Governing Body: City Council
Agenda Date: 10/24/2013
Dept Director: Michael Thane, Director of Utilities and Environmental Services
Cost: $78,000.00
Indexes: Utility Fund
Attachments: Resolution, Supporting Documentation
Text of Legislative File 13-828
The City's Utilities and Environmental Services Department Inflow and Infiltration (I & I)
Division is currently operating three camera trucks to inspect wastewater and stormwater
lines within the City. These camera trucks are using Omni Eye III cameras that have been
defined as obsolete by distributors due to technological advances. This makes it
challenging to obtain new parts for maintenance and repairs, and will ultimately lead to the
inability to meet the Texas Commission on Environmental Quality's (TCEQ) Edwards Aquifer
Protection Program wastewater collection system inspection requirements due to parts
unavailability.
This Purchase Order for $78,000 is for the purchase of an updated version, the Trans Star
Unit, of RTS Camera equipment from Baker Equipment Company for all three camera
trucks. Having the latest version of these cameras will allow the I & 1 Division to uphold City
standards and meet the TCEQ mandated requirements without the challenge of using
equipment that has unattainable parts.
Cost: $78,000.00
Source of Funds: Utility Fund
Staff recommends approval.
City of Round Rock Page 1 Printed on 10/18/2013
Justification Form
Instructions: Complete this form for all Purchases that will exceed $3,000.00, where competition has not been obtained
(or is not available) and submit the document to the Purchasing Office.
Request No.: 0000002671 Amount: $52,000.00 Date: 08/15/2013
(if available)
Goods/Services being purchased: RTS Main Line Camera/Tractor Units (2)
Proposed Vendor: Baker Equipment Company
Requested By: Malcolm Brown/ Richard Medrano
Prepared By: Malcolm Brown
Vendor No.: 0000010477
Dept.: l&I Dept. Wastewater Division phone: (512) 801-4481
Dept.: 1&I Dept. Wastewater Division
I. The requested goods/services are proprietary due to (check one):
Phone: (512) 801-4481
COMPATIBILITY - Must match existing piece or brand of equipment for compatibility, fit and function
nREPLACEMENT/MAINTENANCE - Repair or maintenance for specific brand of existing equipment
available from original equipment manufacturer or designated service dealer.
SOLE SOURCE - Available from only one vendor or source
nSOLE BRAND - Unique good/service
nCITY STANDARD (Standards list on file in Purchasing Office)
nOTHER - Explanation required
II. Provide full explanation, complete descriptions and/or List all relevant reasons to support proprietary determination.
The RST Cameras are the only cameras that work with our existing setup (mechanical/electrical connections & hardware). Any camera upgrades require
R.S. Technical Equipment Vendor only items. It would require extensive retrofitting to our Camera Van Units in order to make a competitor's camera compatible.
III. By submitting this request, I certify that the above justification is accurate and complete to the best of my knowledge
and that I have nom� financial or other interest in sele ting/ the
vendor to provide the goods or services indicated.
��GGee; � 08/15/2013
Rtstor r
Date
al/S'//3
APP • OVED - Dept. Director Date
** TO BE COMPLETED BY PURCHASING WHEN A PURCHASE ORDER IS REQUIRED **
IV. Based on the above and (any) attached document(s), I concur/ Lido not concur with this justification.
Purchaser/Buyer Effective Date
updated: 04/11
Budget Transfer Request
FY 2012-2013
Only original document is accepted. This document must be signed by the Department Director and completed in full for processing.
Email notification of completed document will be sent to requesting department. If you have any questions. contact the Budget Office.
Department: 63000 -Wastewater Line Maintenance
Requested By: Malcolm Brown
Director Approval:
Budget Office Approval:
Finance Director Approval:
(Items over $5,000)
Transfer Amount :
Date:
Date:
Date:
Date:
52,000.00
5 Aug., 2013
Please use a separate line for each toffrom
Account #
(account -fund -department)
5283-200-63000
Line
Description
JE#
(office use only)
Amount
Dr. (to)
5328-200-63000
5336-200-63000
5336-200-63146
5434-200-63146
5436-200-63146
5344-200-63146
6112-200-63146
52,000
Amount
Cr. (from)
23,000
3,000
3,000
5,500
4,000
3,500
10,000
0.00
Reason for Transfer:
Indicate if the item is Budgeted or Unbudgeted. In detail, explain why a transfer is needed.
Budgeted means that the item was included in the Budget but at an amount insufficient to meet expenses;
Unbudgeted means that the item was unforeseen and was not included in the Budget.
Budgeted []Unbudgeted
trafer to support purchase of replacement cameras
Please describe how this transfer will affect the departmental budget:
(Note: If you are covering the transfer through savings, please describe these savings)
department bottom line is OK.
Finance Department Only
Copies to: HPurchasing
Info Technology
Date Entered:
Originating Department
Entered by:
RX Date/Time 08/0112013 13:49 4053486900
02/01/2013 14:52 4053486900
Baker Equipment Company
P.O. Box 627
Edmond, OK 73083
Bill To
CITY OF ROUND ROCK
ATTN: RICHARD GUILLORY
221 E. MAIN ST.
ROUND ROCK, TX 7866,
BAKER EQUIPMENT
P.002
PAGE 02
Invoice
Date
Invoice #
8/1/2013
813-120
Ship To
CITY OF ROUND ROCK
ATTN: RICHARD GUILLORY
910 LUTHER PETERSON PL.
ROUND ROCK, TX 78664
P.O. Number
Terms
Rep
Ship
Via
F.O.B.
Project
Net 30
8/1/2013
Quantity
Item Code
Description
Price Each
Amount
2
2
2
1
010-01655.20
032.02500-05
000-1
950-18039
R.S. TECHNICAL SERVICES CAMERA TRANSPORTER
COMBINATION TO INCLUDE:
TRAKSTAR PAN & TILT ZOOM CAMERA, NTSC, SINGLE
CONDUCTOR
TRANSTAR TRANSPORTER (NON STEERABLE)
TOTAL
SHIPPING & HANDLING
0.00
25,950.00
100.00
0.00
0.00
51,900.00
100.00
FREIGHT INCLUDED
Total $52,000.00
RX DatelTime 0712212013 13:04 4053486900
07/22/2013 14:07 4053486900 BAKER EQUIPMENT
Baker Equipment Company
P.O. Box 627
Edmond, OK 73083
Name Address
CITY OF ROUND ROCK
ATTN: RICHARD GUILLORY
221 E. MAIN ST.
ROUND ROCK, TX 78664
Date
7/22/2013
P.002
PAGE 02
010-01655-20
032-02500-05
000.1
R.S. TECHNICAL SERVICES CAMERA TRANSPORTER
COMBINATION TO INCLUDE:
TRAKSTAR PAN & TILT ZOOM CAMERA, NTSC, SINGLE
CONDUCTOR
TRANSTAR TRANSPORTER (NON STEERABLE)
TOTAL
FREIGHT INCLUDED
Total
$78.000.00
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