08-08-2016 BPU RPT 07 - Laserfiche WebLink

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I J � P U B L I C U T I L I T I E S BOARD OF PUBLIC UTILITIES RIVERSIDE PUBLIC UTILITIES Board Memorandum DATE: AUGUST 8, 2016 ITEM NO: 7 SUBJECT: APPROVAL OF A CAPITAL EXPENDITURE TO REPLACE LAND SURVEYING EQUIPMENT FOR THE BENEFIT OF THE RIVERSIDE PUBLIC UTILITIES DEPARTMENT — WORK ORDER NO. 1702584 FOR $125,000 ISSUE: The issue for Board of Public Utilities consideration is to approve a capital expenditure in the amount of $125,000 for Work Order No. 1702584 to reimburse the Public Works Department for replacement land surveying equipment that benefits the Riverside Public Utilities Department. RECOMMENDATION: That the Board of Public Utilities approve a capital expenditure of $125,000 for Work Order No. 1702584 to reimburse the Public Works Department for replacement land surveying equipment that benefits the Riverside Public Utilities Department. BACKGROUND: Riverside Public Utilities (RPU) performs in -house engineering design and construction management services for many of its capital improvement projects. These designs are based upon land surveys of the project site performed by a licensed land surveyor (surveyor). The survey provides precise locations of existing features such as trees, street lights, electrical poles and other fixed objects and assists in locating underground utilities and property lines. In addition, once the design is complete and a contractor is hired, the surveyor provides markings and other information to assist the contractor with constructing the project. For several years, RPU has obtained its surveys from the Public Works Department (PW). Originally, PW had only one survey crew and RPU had significant waiting periods before receiving the necessary data. In order to receive better service, RPU agreed to outfit a second PW survey crew that would be dedicated primarily to meeting RPU's needs. In analyzing the options, RPU found that outfitting and utilizing a PW survey crew is more cost effective than hiring outside consultants, especially considering a variety of factors, including economical rates, previous work throughout the City of Riverside and institutional knowledge. In July 2006, the Board of Public Utilities (Board) approved a capital expenditure of $135,000 to purchase land surveying equipment to support this second survey crew. The two survey crews may sometimes be interchanged depending on project schedules and workflow. Charges are appropriately accounted for on individual's timecards. On the infrequent occasion that one of the two crews is not occupied with RPU projects, the second crew can be utilized for non -RPU projects, and their expenses would be charged accordingly. DISCUSSION: The land surveying equipment is now over ten years old. Repair and replacement parts are not readily available, and the equipment software is no longer supported. The equipment has become worn and outdated and needs to be replaced. The replacement equipment will consist of industry standard high - precision land surveying equipment. PW will take the lead to procure the replacement equipment. RPU will reimburse PW for the cost of the procurement in an amount not to exceed $125,000. The purchase of replacement land surveying equipment will help ensure that RPU continues to receive accurate and expedient land surveying service and will help achieve the goals of renewing capital