HomeMy WebLinkAboutItem 6i Authorize Sewer Fund Budget Adjustment for Utilities Closed Circuit Television Van Retrofit Item 6i
Department: Utilities
Cost Center: 6002
For Agenda of: 9/2/2025
Placement: Consent
Estimated Time: NA
FROM: Aaron Floyd, Utilities Director
Prepared By: Chris Lehman, Deputy Director - Wastewater
SUBJECT: AUTHORIZE SEWER FUND BUDGET ADJUSTMENT FOR UTILITIES
CLOSED CIRCUIT TELEVISION (CCTV) VAN RETROFIT
RECOMMENDATION
1. Adopt a Resolution entitled “A Resolution of the City Council of the City of San Luis
Obispo Approving a Budget Adjustment to Allocate $25,675 From the Sewer Fund
Undesignated Balance”. (Attachment A)
2. Find the project categorically exempt from the California Environmental Quality Act.
POLICY CONTEXT
Infrastructure and Sustainable Transportation and Open Space, Climate Action, and
Resilience were adopted by the City Council as a Major City Goals within the 2025-27
Financial Plan. Replacing the Closed-Circuit Television (CCTV) van camera system will
help ensure staff have the tools required to maintain sewer infrastructure and prevent
sewer spills, helping to ensure that utilities support future growth and development
pursuant to the City’s General Plan. The project would also facilitate the strengthening of
community resilience and the protection of natural resources.
Sewer spill investigations and pipe assessment, which are outlined in the city’s 2025
Sanitary Sewer Management Plan, are also required by the State Water Resources
Control Board General Order (2022-0103-DWQ).
On September 20, 2022, through Resolution 11360, Council delegated fleet purchasing
authority for Tier 4 Fleet and Transit purchases made through cooperative purchasing
agreements and within the council-approved budget to staff (Public Works Director and
Finance Purchasing Division). In alignment with Municipal Code 3.24.060(E), the City
participates in the Sourcewell Cooperative Purchasing Agreement Program , which staff
will utilize to upgrade the CCTV van asset.
DISCUSSION
Background
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Item 6i
The City's current Ford Transit CCTV inspection van, acquired in 2016, is equipped wit h
an Envirosight standard-definition camera system. This vehicle plays a critical role in the
Wastewater Collection (WWC) program’s daily operations, primarily supporting:
Sewer mainline condition assessments and
Acceptance inspections as part of the Capital Improvement Program (CIP) to verify
the condition and compliance of newly installed or rehabilitated sewer mains.
Current CCTV Equipment
The existing CCTV system and van
(Figure 1), acquired in 2016, includes a
standard-definition camera, 1,000 feet of
camera cable, and a six-wheel-drive
pan/tilt/zoom (PTZ) crawler. A PTZ
crawler is a remote-controlled, motorized
vehicle designed for inspecting and
navigating various environments,
particularly within pipelines and other
confined spaces.
While this equipment has served the city
well, it is now over nine years old, and the
system has deteriorated. This has led to
extended equipment downtime due to
needed repairs, as well as increased
maintenance costs.
Proposed CCTV Equipment Replacement
As presented in the adopted 2025-27
Financial Plan, staff are proposing to defer
replacement of the 2016 Transit van to
2030, and in the meantime, upgrade the
existing standard-definition inspection
equipment with a modern high-definition
(HD) camera system that includes a 1,000-
foot cable and a six-wheel-drive
pan/tilt/zoom crawler. In addition, as part of the strategy to defer replacement of the
vehicle itself, minor vehicle repairs will be completed, such as replacement of the van’s
alternator and emergency strobe and beacon systems, to ensure reliability and safety of
City staff during operations on public roadways.
One advantage of this approach is that the new inspection equipment will be transferable
to a future replacement van or vehicle, which will reduce overall costs. This phased
replacement strategy has been successfully adopted by other municipalities, such as the
Figure 1: Existing CCTV Van With Camera Equipment
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Item 6i
City of Carpinteria, which recently upgraded its CCTV system while retaining its existing
vehicle. This proposal represents a cost-effective solution that extends the service life of
existing City assets while improving the reliability of City infrastructure and the
effectiveness of sewer inspection operations.
Over the past three years, accumulated maintenance costs associated with the CCTV
system have exceeded $40,000 and resulted in ten months of out-of-service time, which
has prevented staff from utilizing this critical risk-mitigating tool that helps direct capital
improvement projects, evaluate sewer infrastructure, and prevent sewer spills.
While $200,000 has been appropriated for this project, which covers the replacement of
the CCTV van camera system, additional funding of $25,675 is required for vehicle repairs
that will help extend the vehicle lifecycle to 2030 and ensure safe operations for staff.
Previous Council or Advisory Body Action
This project is included in the City Council-adopted 25-27 Financial Plan.
Public Engagement
Public comment on the item can be provided to the City Council through written
correspondence before the meeting and through public testimony at the meeting.
CONCURRENCE
The Public Works (Fleet) and Finance Departments concur with the approach presented
in this report.
ENVIRONMENTAL REVIEW
The proposed project is categorically exempt from environmental review, pursuant the
State CEQA Guidelines Section 15301 (Existing Facilities), because the project would
result in the upgrading and replacement of existing equipment within an existing City
vehicle, which would serve the same function and purpose, and would not result in an
expansion of the existing use.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
Fleet $200,000 $200,000 $0 $0
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Item 6i
Replacement:
Utilities
(2000521-2.1)
Sewer Fund –
Unreserved
Working
Capital
$10,559,771 $25,675 $10,534,096 $0
Total $10,759,771 $225,675 $10,534,096 $0
This project is included in the adopted 25-27 Financial Plan (2000521, Fleet
Replacement: Utilities, Camera Replacement in Wastewater Collection Van ). The
Financial Plan identifies $200,000 for this project in fiscal year 2025-26. The cost of the
project is $225,675, which includes the proposed cost, $220,675 (Attachment A), and a
$5,000 contingency.
Staff requests Council authorization to allocate an additional $25,675 from the Sewer
Fund’s undesignated capital, for a total of $225,675 to fund the CCTV Van Retrofit Project
(Attachment B, Draft Resolution). This ensures that the retrofit is fully funded without
negatively impacting operating budgets or deferring other planned capital expenditures.
Procurement through Sourcewell’s cooperative purchasing agreement allows the City to
meet competitive purchasing requirements while maintaining equipment compatibility.
Investing in this equipment now also supports long-term asset management goals and
reduces the likelihood of emergency repairs.
ALTERNATIVES
Council may direct staff to defer the additional repairs to the CCTV Van. If staff were
directed to proceed with this alternative, the camera system upgrade would proceed, but
vehicle repairs would be deferred. Impacts of this alternative include increased
maintenance costs and system downtime, as well as potential impacts to staff safety.
Overall impacts would consist of increased lifecycle costs associated with this asset,
potential rescheduling of overall asset replacement (which has been deferred with the
approach recommended by staff), and a significant reduction in asset availability moving
forward.
ATTACHMENTS
A – Draft Resolution entitled “A Resolution of the City Council of the City of San Luis
Obispo Approving a Budget Adjustment to Allocate $25,675 From the Sewer Fund
Undesignated Balance.”
B - Sourcewell Proposal (Haaker Municipal)
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R ______
RESOLUTION NO. _____ (2025 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, APPROVING A BUDGET ADJUSTMENT TO
ALLOCATE $25,675 FROM THE SEWER FUND UNDESIGNATED
BALANCE FOR CCTV VAN RETROFIT UPGRADES
WHEREAS, the Utilities Department Wastewater Collections Division operates a
critical Closed-Circuit Television (CCTV) inspection van used to assess the condition of
sewer infrastructure and support capital project acceptance inspections; and
WHEREAS, the existing camera equipment, installed in 2016, is outdated and
experiencing extended downtime and increased maintenance costs; and
WHEREAS, staff recommend replacing the camera system with a new high -
definition unit and completing minor repairs to the existing vehicle in order to extend its
service life to 2030, at which time staff will recommend replacement of the vehicle; and
WHEREAS, $200,000 is identified in the adopted 2025–27 Financial Plan
(2000521 – Fleet Replacement: Utilities, Camera Replacement in Wastewater Collection
Van); and
WHEREAS, an additional $25,675 is needed to complete all necessary vehicle
repairs and ensure safe and reliable operation; and
WHEREAS, the Sewer Fund Undesignated Balance currently includes sufficient
unallocated capital to support this expenditure without negatively affecting operating
budgets or other capital projects;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo as follows:
1. The proposed project is categorically exempt from environmental review, pursuant
the State CEQA Guidelines Section 15301 (Existing Facilities), because the project
would result in the upgrading and replacement of existing equipment within an
existing City vehicle, which would serve the same function and purpose, and would
not result in an expansion of the existing use.
2. The City Council hereby authorizes a budget adjustment in the amount of
$25,675 from the Sewer Fund Undesignated Balance to supplement the CCTV
Van Retrofit Project (CIP 20000521-2.1).
3. The City Manager or their designee is authorized to take any necessary actions
to implement this resolution.
Page 335 of 357
Resolution No. _____ (2025 Series) Page 2
R ______
Upon motion of Council Member ___________, seconded by Council Member
___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _______________ 20 25.
___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on ______________________.
___________________________
Teresa Purrington
City Clerk
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SINCE 1972
2070 North White Avenue, La Verne, California 91750
(909) 598-2706 ~ FAX (909) 598-1427 ~ haaker.com
July 21, 2025
City of San Luis Obispo
25 Prado Rd.
San Luis Obispo, CA 93401
PROPOSAL
Sourcewell Contract Number: 022014-EVS
RE: Proposal for One (1) Envirosight Rovver X System and Chassis Retrofit
Description Price:
CCTV Van Retrofit $13,765.00
Equipment will be installed in San Luis Obispo’s existing CCTV Van. All components
will remain and be reused with new equipment.
New flooring in rear Equipment Area of the van. All existing components removed,
new marine grade plywood and new flooring installed, existing components
reinstalled.
New 21.5” HD monitors installed, one rear facing in the Equipment Area, and one
mounted in the Office Area.
New Light Package: (2) Traffic Advisors one front facing one rear facing, Corner
Strobes (4), and Roof Mounted Beacons front and rear.
New Tow Hitch Assembly
MEPS Alternator with Pulley $3,839.67
Rovver X Pro Package: $110,292.80
RCX90 HD Zoom Camera; high-resolution CCD color zoom camera with 10x optical
and 12x digital zoom, auto shutter, auto/manual focus, built-in LED lighting, +/-135-
degree tilt, endless 360-degree rotation, pressure sensor, and twin laser diodes for
measuring feature.
RVX 130 Crawler; Steerable crawler with two-high performance motors and 6-wheel
drive. Includes pressure indicator, inclination and tilt sensors, location transmitter,
integral Back-eye camera, and clutch.
VC500 Control Panel; 10” Touch screen, joystick crawler/camera control, digital
recording/jpeg, built in inspection software PACP based.
RAX300 Automatic Motorized Cable Reel; with meter/footage counter, splash-proof
rating, 1000' orange transmission cable; power supply for 115/230V; remote control
(for equipment set up); patch cable with e-stop (connecting DCX5000 to RAX300).
Pressurization Kit; Regulator, air valve, and two (2) CO2 Canisters, for replacing air
Page 337 of 357
SINCE 1972
2070 North White Avenue, La Verne, California 91750
(909) 598-2706 ~ FAX (909) 598-1427 ~ haaker.com
into camera, crawler, and accessories.
Crawler lowering tool and tool kit.
Accessories and Extra Wheel Sets:
RX95 Crawler; Steerable crawler with two-high performance motors and 6-wheel
drive. Includes pressure indicator, inclination and tilt sensors, location transmitter.
$22,205.21
PTP-50 Camera; high-resolution color camera with manual focus, built-in LED lighting,
+/-135-degree tilt, endless 360-degree rotation, pressure sensor, and twin laser diodes
for measuring feature.
$22,205.21
95 Crawler Grease Wheel for 4” line. Set of 6 $2,600.74
95 Crawler Grease Wheel for 6” line. Set of 4 $1,589.34
Super-Aggressive Medium Grease/PVC Wheel for 6" line Quick-Change. Set of 4 $2,369.00
Super-Aggressive Medium Grease/PVC Wheel for 8” line Quick-Change. Set of 4 $3,079.70
RX130 Crawler and RCX90 Camera SD to HD Conversion/Upgrade: $20,972.88
Total: $202,919.55
Sales Tax 8.75%: $17,755.46
Freight: $1,000.00
Total Price: $220,675.01
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