Agenda 10/25/2016 Item #16E 6 16.E.6
10/25/2016
EXECUTIVE SUMMARY
Recommendation to waive competition and authorize single-source purchases for closed circuit
television pipeline inspection vehicles, software, supplies and parts in accordance with the Board's
prior approval to standardize these purchases with Community Utilities Environmental Services,
Inc. (CUES).
OBJECTIVE: To efficiently procure and maintain specialized County closed-circuit television pipeline inspection
vehicles,software,supplies,parts,and pipeline inspection parts from a standardized,single-source vendor.
CONSIDERATIONS: On May 24, 2011, the Board of County Commissioners (Agenda Item 16C1) approved
the Wastewater Division's standardization of closed circuit television (CCTV) pipeline inspection vehicles and
pipeline inspection parts from those manufactured or distributed by CUES, Inc. These vehicles assist in the
regulatory compliance and maintenance of the County's sewer system.
The Fleet Management and Wastewater Divisions purchase parts and supplies to maintain the operational readiness
of three CUES equipped pipeline viewing trucks currently in service.During the FY17 budget cycle,the Wastewater
Division identified a Freightliner sewage pumper truck requiring replacement. As level of service needs were
discussed, it was determined that replacing the sewage pumper truck with a CCTV pipeline inspection vehicle was
more critical to the sewer system preventative maintenance program. The purchase of the CUES vehicle will not
add to the overall operating fleet of the Wastewater Division.
The Procurement Director recommends, pursuant to Procurement Ordinance 13-69, as amended, Section Nine
Formal Competitive Threshold, B.2., for the Board to waive formal competition in the best interest of the County
and authorize a waiver for these single source commodities. Staff recommends that the Board of County
Commissioners waives formal competition and authorize single-source purchases from CUES,Inc.,and reaffirm the
standardization with CUES products for up to five(5)additional years.
FISCAL IMPACT: The vehicle purchase, a CUES TV/LAMP2 camera truck, for approximately $320,000 is
budgeted within the Sewer Motor Pool Capital Fund 409. Funds for repair parts and maintenance services are
budgeted in the Fleet Management Administration operating Fund 521. Funds are budgeted and approved by the
Board within each Division's operating cost centers. Separate Purchase Orders will be issued directly to CUES,Inc.
for both the CCTV vehicle and any subsequent parts and supplies on an as-needed basis. Historically, expenditures
for items sourced from CUES,Inc.have exceeded$50,000 annually.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this executive
summary.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires majority vote for
approval.-CMG
RECOMMENDATION: That the Board of County Commissioners reaffirms the standardization and utilization of
CUES, Inc., for purchases of closed circuit television pipeline inspection vehicles, software, supplies, parts, and
pipeline inspection parts; waives the competitive bidding process in accordance with the Board's Procurement
Ordinance 2013-69, as amended, Section 9 Formal Competitive Threshold; approves the issuance of a County
Purchase Order for the procurement of a CUES equipped truck and all future purchases; and authorizes future
purchases as single source for which funds are approved in operating budgets for the period of FY2017 thru FY2021.
Prepared by: Mario Menendez,Senior Operations Analyst-Fleet Management
ATTACHMENT(S)
1. 11-5744-WV CUES ES (PDF)
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10/25/2016
2. Waiver Request 9 -CUES (PDF)
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10/25/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.6
Item Summary: Recommendation to waive competition and authorize single-source purchases for
closed circuit television pipeline inspection vehicles, software, supplies and parts in accordance with the
Board's prior approval to standardize these purchases with Community Utilities Environmental Services,
Inc. (CUES).
Meeting Date: 10/25/2016
Prepared by:
Title: Operations Analyst, Senior—Fleet Management
Name: Mario Menendez
09/13/2016 5:29 PM
Submitted by:
Title:Division Director-Fleet Management—Fleet Management
Name: Dan Croft
09/13/2016 5:29 PM
Approved By:
Review:
Fleet Management Dan Croft Level 1 Add Division Reviewer Completed 10/14/2016 10:25 AM
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 10/14/2016 10:29 AM
Procurement Services Sandra Herrera Level 1 Purchasing Reviewer 1-4 Completed 10/14/2016 10:32 AM
Administrative Services Department Pat Pochopin Level 1 Division Reviewer Completed 10/14/2016 11:14 AM
Procurement Services Pat Pochopin Level 1 Purchasing Reviewer 1-4 Skipped 10/14/2016 11:39 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 10/14/2016 3:07 PM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 10/17/2016 8:41 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/17/2016 8:44 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 10/17/2016 9:11 AM
County Attorney's Office Jeffrey A.Klatzkow Level 3 County Attorney's Office Review Completed 10/17/2016 10:02 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 10/19/2016 11:32 AM
Board of County Commissioners MaryJo Brock Meeting Pending 10/25/2016 9:00 AM
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EXECUTIVE SUMMARY
Recommendation to waive competition and authorize sole-source purchases of
closed circuit television pipeline inspection vehicles and pipeline inspection
parts from Community Utilities Environmental Services, Inc., and approve the
purchase of a replacement pipeline inspection vehicle in the amount of$199,920.
OBJECTIVE: To standardize the purchase of all future closed circuit television (CCTV)
pipeline inspection vehicles and pipeline inspection parts used by the Wastewater
Department, and approve the replacement of a 1999 COW pipeline inspection vehicle.
CONSIDERATIONS: To maintain regulatory permit, sustained compliance, the
Wastewater Department has a preventative maintenance program for the gravity sewer o
system. This program requires county staff to use CCTV vehicles to view a total of six
hundred eighty one (681) miles of gravity sewer mains, service connections and
manholes in a ten (10) year cycle. To meet this objective it is a necessity that the
Wastewater Collections Department maintains three (3) CCTV pipeline inspection E
vehicles with cameras that can view large and small diameter pipe. To insure prompt cn
service to our 54,000 sewer customer accounts, the CCTV vehicle is needed for
emergency repairs. The CCTV camera truck allows staff to quickly view and pinpoint the
exact location of the problem on blocked, overflowing, and reduced capacity pipes. This
technology reduces the need to excavate large areas during repairs, minimizing the w
impact to the environment. ti
The estimated fiscal savings associated with the standardization of CUES is $ 15,000
in inventory and spare parts and $ 1,500 for staff training on new technology. w
Wastewater Collection's 1999 CCTV pipeline inspection vehicle was recommended for
replacement by Fleet Management in FY09 and again in FY10 due to the condition of
the vehicle engine and suspension system. This vehicle has 89,073 miles; however the
vehicle requires extensive idling due to the nature of its operations. With idling
considered, the equivalent mileage on the engine is estimated to exceed 250,000 miles.
To date the maintenance and repair of the vehicle exceeds $42,000. In order to prevent
impact to operations due to repair down time, Fleet recommends purchasing a new
turn-key solution (chassis with viewing equipment). This provides a single point of E
responsibility for specification, delivery, and warranty purposes.
CUES is the only turn-key vehicle manufacturer of CUES pipeline viewing equipment in
Florida (the company is located in Orlando). This in-state location provides for more
immediate and less expensive response in the event of warranty work or emergency
repairs. The original cost of this vehicle was $230,000; the vendor has provided a
discount of approximately 13.5% (or a reduction of$31,000) to purchase this vehicle.
Section V (A) (4) of the Collier County Purchasing Policy authorizes the Board to waive
formal competition if it is in the best interest of the county and Section V (C) authorizes
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16.E.6.a
a waiver for single source commodities. Staff recommends that the Board of County
Commissioners waive formal competition and authorize sole-source purchases of
closed circuit television pipeline inspection vehicles and pipeline inspection parts from
CUES, and standardize on the CUES product.
FISCAL IMPACT: This vehicle replacement was approved in the Wastewater
Department FY2011 budget by the Board of County Commissioners on September 24,
2010. Funds in the amount of $ 199,920 are available for the vehicles and operational
funding is also available for spare parts in the amount of $50,000 for FY2011. The
source of funding is Wastewater User Fees Fund 408. The fiscal impact of future Li
purchases will vary based on vehicle replacement models and types and required spare
parts. LLI
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact a
associated with this Executive Summary.
LEGAL CONSIDERATIONS: Section V (A) (4) of the Collier County Purchasing Policy
authorizes the Board to waive formal competition if it is in the best interest of the county vs
to do so. Section V (C) authorizes a waiver for single source commodities. This item is
legally sufficient for Board action and requires a majority vote. JBW
RECOMMENDATION: Waive competition and authorize the sole-source purchases of
closed circuit television pipeline inspection vehicles and pipeline inspection parts from
Community Utilities Environmental Services, Inc., and approve the standardized
purchase of a replacement pipeline inspection vehicle in the amount of$199,920.
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Prepared by: Irene Johnson, Wastewater Technical Support Manager
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C.torier County ;
Co!Heil County
Administrative Services Department
Procurement SerVicesoivrsion Waiver Request
Instructions •
Completed waiver requests accompanied by the business case and backup documentation must be ubmitted to
the division's Procurement Strategist for any amount above$3,000.
Purchases above$3,000 require three quotes or formal competition. The division must provide justifi tion to the
Procurement Director to request consideration to waive the competitive purchasing process ' d purchase
from a single vendor. Waivers of greater than $50,000 will require approval by the Bo of County
Commissioners. To qualify for a waiver: select a waiver category, provide the research cond ,' ed and the
supporting rationale and acquire the approval signature from your director. Send the waiver request, e business
case and contract materials to your Procurement Strategist. c
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Requester Name: Mario Menendez Vendor Name:CUES, INC U
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Division:Fleet Management Item /Service:Manufacturer of Parts, Software,Authorized Sery L
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Budget Year:FY17 Anticipated Cost:$400,000.00 E
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Sole Source: E] Single Source: 0 Standardization: ❑■ cn
Emergency: Describe the public health or safety issues that requires the immediate product or servicel(i.e., The a)
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supply of vaccination was completely depleted within hours of delivery to the employee health center;the current x
vendor will not receive another shipment for 2 weeks). w
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Compatibility / Proprietary (One of a Kind or No Substitute Available): Describe the research cqmpleted to co
determine that there is only one product or service capable of meeting the County's existing condition
s' nd that no
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other vendor can provide a product, component,or replacement part that may be substituted.
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This vendor is the only manufacturer supplier of OEM (Original Equipment Manufacturer) products/parts that is N
directly compatible with our current hardware and software for underground pipe inspections. c
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Authorized Distributor: Describe the research completed to find similar features and operability, and la letter from L
the manufacturer naming the single source authorized distributor(s)in the southwest Florida region. ' L
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See attachments. >
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It is a felony to knowingly circumvent a competitive process for commodities or services by E
fraudulently specifying sole source. Florida Statute 838.22(2).
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Requested by: Mario Menendez Signature: Datei 10/11/16
Division Director: Dan Croft Signature: APPROVED Date;
By Dan Croft at 10:17 am,Oct 11,2016
Digitally signed by Matt Catoe
Procurement Strategist: Matt Catoe Signature: Matt Catoe_
Date:20,fi.,D.,,,7:20:08 Date
04'00'
allisonkearns@colli °'=,,' 9; o;1.,9o,„e, 1
Procurement Director: Allison Kearns Signature: ergov.net 09,554-09C ^e Date
9 Date:i016.101]09.565<-0q00'
Attachments: 0 Business Case, rn Sole/Single Source Letter, [' Executive Summary for Standardization
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Business Case for Standardization, Sole, or Single Source Waivers i
Provide a Business Case for each waiver you have requested, articulating the prodtict and
service it performs.
1. Provide information on why a particular product and/or vendor was chosen.
Wastewater Division standardized to CUES equipment in 2011.
2. If the product requested is one-of-a-kind item, provide background information on htl)w this
was determined and backup resources utilized.
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See attached Executive Summary.
3. What would the impact be to change to a different product (include: training, inventoryi parts,
maintenance, project (or staff time) to replace the item?
Wastewater standardized to Cues equipment in 2011 and currently owns three of thele very
sophisticated and expensive sewer camera systems. Because of high costs, operatbr and E
maintenance training, and inventory parts, changing systems would not be practical o, in the
best interests of the County. j U)
4. If unique features are required to successfully perform the required function, identify what
those features are any why they are required and cannot be substituted. (Be specific)i x
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Standardization is very important to the Wastewater Division. Substitution would iot be ti
practical. rn
5. Provide information on other models available and why they were rejected. Provide'ibrand w
name, model, vendor name, date and name of each resource contacted. To "exactly'match
existing equipment" or to "inter-member (connect) with existing equipment" is not ndrmally
an acceptable justification for sole brand. When you determine this is a justified factfr that an
should be considered; the quantity, manufacturer, brand, model, property number iof the
existing equipment, and necessity for"interfacing" must be provided.
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We have existing systems that must be maintained using proprietary parts suppled by
CUES. Standardization was previously approved by the BCC.
6. Provide product listing of sole/single sourced items you are purchasing. 1
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We have existing systems that must be maintained using proprietary parts suppled by
CUES. Standardization was previously approved by the BCC.
Prepared by: Mario Menendez Signature: ` z�/tG ate: 10/11/16
Division Director: Dan Croft Signature: Z7i4. Date: 10/11/16
**Waiver requests that exceed $50,000 require board approval must be signed by department head**
Department Head: Len Price Signature: Date:
Len Golden Price 10/25/16
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LETTER DATE:September 6, 2016
"The Standalyd of the _16.E_ 6.b
Sole Source Justification c u III
Nicol
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COLLIER COUNTY(FL)
2901 County Barn Road
Naples, FL 34112
karlanicol@colliergov.net
I wanted to provide you with some information on why Cues, Inc. is the only manufacturer thot can
provide hardware, software, and service for your existing TV equipment. j
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Let's start with the question... Why Cues?
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✓ Cues,Inc.is the leading manufacturer of CCTV video equipment in the world and has been in business for over 50 years. y
✓ 100%American Made.All of our Engineering,Sales,Services,and Support are completed in-house,in the US, . co
✓ The Cues Factory,Customer Support Center,and Stock Room are all centrally located in Orlando,FL. E
✓ We carry over$25 million in Parts and Loaner Inventory with over 98%of them shipping the same day. l
✓ Loaner Equipment is Available for the Lifetime that you own Cues Products...meaning limited downtime. w m
✓
The only manufacturer who has its own Software Support Staff and solely manufactures the Granite Softwar Platforms. >
✓ No 3rd Parties.No Dealers.We provide direct factory sales,service,and support for the lifetime of the produ t. 3
✓ Continued Equipment Support for years after purchase with over 175,000 Engineering Drawings on file. 1 x
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You already own Cues TV Inspection Equipment and we are the only manufacturer that is directly ti
compatible with your existing transporters and cameras. Other manufacture's may claim to lie able to °.'
work with our existing equipment but they generally do not express the level of modification they will
be performing on your existing equipment which will also void any Cues warranty. Ili
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We are sole manufacturer and supplier of OEM (Original Equipment Manufacturer) products*arts for a)
your existing TV Equipment. a
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Sincerely, a >_
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Chris Parker
Regional Sales Manager—Florida 2
CUES, Inc. Q
Cell:407.446.7445 I Office: 800.327.7791 x330
cparker@cuesinc.com
"The Standa of the Industr
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Cues,Inc. I 3600 Rio Vista Avenue I Orlando, Florida 32805 I 800.327.7791 I cuesinc.com 1
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LETTER DATE:September 6,2016
CUES current cameras, lightheads, Power Control Units, Footage Systems are 100%compatible with
your existing CUES TV equipment. This full circle compatibility allows older equipment to opnrate on
newer TV systems and newer equipment to operate on older systems.
• CUES, Inc. is the sole manufacturer and supplier of OEM (Original Equipment Manufacturer)
products/parts for your existing CUES TV equipment. w
• The proposed purchase of new equipment and parts is 100%compatible with your existing CUES
TV equipment.
• CUES, Inc. is the sole manufacture of the ProData, Summit System and Granite XP video/footage
capture system. CUES, Inc. has the only in-house software support team. Other products in the cin
market are 3rd party add-on programs and offer no in house support. t >
• The CUES DUC, OZII and OZIII Pan/Tilt Cameras, Ultra Shorty Tractor, Pipe Ranger are solely x
manufactured by CUES in Orlando, Florida. w
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• The CUES Mini Push 2020 and MP+ Lateral Inspection units are solely manufactured by CU ES in
Orlando, Florida. The MiniPush translator adapter allows full interconnect to your TV unit's existing
VCR, Monitor and data system.
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• CUES, Inc. maintains over$20 million dollars in parts and supplies that eliminates the nefor you N
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to have an extensive part inventory. j a)
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• The manufacturing center, customer support center and stockroom are located in Orlando, Florida.
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Other manufactures may claim to have components i.e. cameras, etc. that can be modified tt14 operate
on your existing CUES system, however this may require special one of a kind cables or modifi4ations to
the internal electronics of your camera, Power Control Unit, etc. Any modification to the s}4stem's 0
electronics voids the manufactures warranty and the life-time loaner policy.
Cues,Inc. I 3600 Rio Vista Avenue I Orlando,Florida 32805 I 800.327.7791 I cuesinc.com
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"The Standard of the I ustry"
CUES
3600 Rio Vista Avenue
Orlando,Florida 32801
(407)849-0190
(407)425-1569(Fax)
(800)327-7791
September 6, 2015E
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RE: Collier County PO Terms and Conditions,exception to#4- Shipping and Invoi�es
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To whom it may concern:
We take exception to number four(4) of the Purchase Order Terms and Conditions. Colligr
County shall be responsible for freight/shipping charges on all invoices.
Thank you,
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Chris Parker
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Regional Sales Manager
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Corporate Office:
3600 Rio Vista Avenue,Orlando, FL 32805 •Telephone(407)849-0190/(800)327-7791 • Fax(407) 425-15159
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