HomeMy WebLinkAboutSubsurface Solutions - Purchase Radio Detection Utility Locating Equipment
To: Luke Stowe, City Manager
Edgar Cano, Public Works Agency Director
From: Darrell A. King, Water Production Bureau Chief
Subject: Subsurface Utility Locating Equipment
Date: December 18, 2023
Recommended Action:
Staff recommends the City Manager approve the sole source purchase of the Radio
detection utility locating equipment from Subsurface Solutions (9819 S. 168th Suite D,
Omaha, NE 68136) in the amount of $15,304.00.
Funding Source:
Funding for this purchase is provided by the Water Fund account, 510.40.4540.65085,
which has a FY 2023 budget allocation of $83,500.00. This account has a YTD balance
of $49,918.08.
Background:
As the vast network of utility lines running underground continues to increase, it is
important to know where they are before you start digging. This will ensure the safety of
the excavation team and others around them. The Evanston Distribution and Sewer
Divisions perform an average of 6,500 utility locates each year. This new locating
equipment is essential to their workflow and is replacing a 10-year-old unit as well as
procuring an additional unit for the new utility truck.
The Radio Detection equipment is the preferred brand of staff and Subsurface Solutions
is the only authorized distributor for the State of Illinois.
APPROVED:
____________________________ ___________________
Luke Stowe Date
City Manager
Memorandum
12 / 22 / 2023
Doc ID: 0b062731a78070c71549dd57a2a90d26a2eb5711
____________________________ ___________________
Edgar Cano Date
Public Works Agency Director
12 / 22 / 2023
Doc ID: 0b062731a78070c71549dd57a2a90d26a2eb5711
Approved as to form:
Alexandra B. Ruggie
Interim Corporation Counsel
12 / 22 / 2023
Doc ID: 0b062731a78070c71549dd57a2a90d26a2eb5711
Doc ID: 0b062731a78070c71549dd57a2a90d26a2eb5711
Doc ID: 0b062731a78070c71549dd57a2a90d26a2eb5711
SOLE/ SINGLE SOURCE JUSTIFICATION
(Requester completes Section A and B)
SECTION A – SOLE/SINGLE SOURCE PURCHASE:
Complete if sole/single source purchase is $2,500 or over, AND competition is not available.
Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere.
PO No. (if applicable): Amount: | Date:
Supplies/Services Required (be specific):
Proposed Vendor Name and No:
_______________________________________
Requested by: (Name and Signature)
_________________________________________
Prepared by: (Name and Signature)
I certify that justification/ information is accurate and
c omplete to the best of my knowledge and that I have no
p ersonal interests relative to this request.
Dept. Name/ Ext:
Check One: The requested supply /service is a sole/single source procurement due to:
AVAILABILITY/ONE OF A KIND No competitive product exists or is available from another vendor.
COMPATIBILITY Must match existing piece or brand of equipment and is available from only one vendor.
REPLACEMENT/MAINTENANCE Repair or maintenance for specific brand of existing equipment and
is available from only original equipment manufacturer or designated service dealer.
O THER
Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to
support the justification:
SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above
justification/information is accurate and complete to the best of my knowledge and that I have no
personal interests relative to this request.
___________________________________________________ ______________________________
(Name and Signature of Requester) (Date)
_________________________________________________ ______________________________
(Name and Signature of Department Director) (Date)
SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER:
Based on the information provided in Section A and attached supporting documents,
I concur / do not concur (see below) with purchase to be a Sole Source.
Do not concur for the following reason(s):
(Name and Signature of Purchasing Manager or
Authorized Designee)
(Date)
$15,304.00 12/19/2023
Utility locating equipment
Subsurface Solutions
Darrell A. King Darrell A. King
Public Works/8212
x
The Radio Detection equipment is the preferred brand of staff and Subsurface Solutions is the only authorized distributor for the State of Illinois.
Darrell A. King 12/19/2023
12 / 22 / 2023
Doc ID: 0b062731a78070c71549dd57a2a90d26a2eb5711
Contract with Subsurface Solutions of Purchase of the Radio...
Utility Locating Equipment.pdf and 2 others
0b062731a78070c71549dd57a2a90d26a2eb5711
MM / DD / YYYY
Signed
12 / 21 / 2023
10:53:52 UTC-6
Sent for signature to Edgar Cano (ecano@cityofevanston.org),
Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.76
12 / 22 / 2023
09:13:02 UTC-6
Viewed by Edgar Cano (ecano@cityofevanston.org)
IP: 99.53.118.189
12 / 22 / 2023
09:13:41 UTC-6
Signed by Edgar Cano (ecano@cityofevanston.org)
IP: 99.53.118.189
12 / 22 / 2023
10:54:39 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.15.73.242
12 / 22 / 2023
10:57:15 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.15.73.242
12 / 22 / 2023
11:10:28 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.230.108.29
12 / 22 / 2023
11:10:55 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.230.108.29
The document has been completed.12 / 22 / 2023
11:10:55 UTC-6
Contract with Subsurface Solutions of Purchase of the Radio...
Utility Locating Equipment.pdf and 2 others
0b062731a78070c71549dd57a2a90d26a2eb5711
MM / DD / YYYY
Signed