TITLE
Recommendation to adopt resolution authorizing City Manager to execute all necessary documents with Allen Instruments and Supplies for the sole source purchase of eight Trimble NetR9 Ti-1 Reference Stations with Zephyr Geodetic 2 Antennas, hardware, and related software for subsidence monitoring activity at a cost of $190,966, plus $25,000 for any equipment repair, if necessary and if funds are available, over the next five years. (Citywide)
DISCUSSION
The Long Beach Gas and Oil Department (LBGO) monitors surface elevations for oil field-related subsidence control through 13 permanent, City-owned Global Positioning System (GPS) base station receivers that collect data in real time. This information is augmented by the semi-annual mobile surveying of 240 GPS benchmarks, collected from five portable monitoring receivers. In 2009, LBGO conducted a technical evaluation of its Real-Time Network (RTN) and determined that the RTN software and equipment was in need of replacement. The existing software was incapable of being upgraded and the receivers were beyond their intended service life. As a result, it was determined that certain system hardware and software upgrades were required. These upgrades would take place in three phases.
· Phase 1: Software replacement
· Phase 2: Purchase of portable GPS receivers
· Phase 3: GPS base station receiver replacement
Phase 1 was completed on July 21, 2009, when the City Council approved Geodetic Inc., as the company to provide the GPS RTN Software. Phase 2 was completed on June 19, 2011 with the purchase of five portable Trimble R8 GNSS Receivers, hardware, and related software from Allen Instruments and Supplies. The first part of Phase 3 was completed in June 2011 with the purchase of the five permanent Trimble NetR9 receivers.
LBGO would like to commence the final portion of Phase 3 with the purchase of eight Trimble NetR9 Ti-1 Reference Stations with Zephyr Geodetic 2 Antennas and associated hardware and software from Allen Instruments and Supplies, plus $25,000 in available funds for any equipment repair needed for the next five years.
Allen Instruments and Supplies, located in Anaheim, CA, is the only authorized distributor in Southern California to sell and service the full line of Trimble Survey products and is the only local supplier of Trimble receivers that are compatible with the monitoring software.
This matter was reviewed by Deputy City Attorney Richard Anthony on October 4, 2012, and by Budget Management Officer Victoria Bell on October 10, 2012.
TIMING CONSIDERATIONS
City Council action is requested on November 20, 2012, to ensure timely replacement of the GPS base stations, prior to the next subsidence survey scheduled for April 2013.
FISCAL IMPACT
The estimated cost of the equipment purchase with Allen Instruments and Supplies is $190,966, plus an allowance of $25,000 over the next five years for any equipment repair. The funding is budgeted in the Tidelands Oil Revenue Fund (NX 420) in the Long Beach Gas and Oil Department (LBGO). The requested action will not have an impact on jobs.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH ALLEN INSTRUMENTS & SUPPLIES WITHOUT ADVERTISING FOR BIDS, FOR THE PURCHASE OF EIGHT TRIIMBLE NETR9 TI-1 REFERENCE STATIONS WITH ZEPHYR GEODETIC 2 ANTENNAS, HARDWARE, AND RELATED SOFTWARE, IN AN AMOUNT NOT TO EXCEED $190,966, PLUS $25,000 FOR EQUIPMENT REPAIR.
Respectfully Submitted,
CHRISTOPHER GARNER
DIRECTOR OF LONG EACH GAS & OIL
APPROVED:
PATRICK H. WEST
CITY MANAGER