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APPROVE FINDINGS AND AUTHORIZE ADDITIONAL FUNDS FOR SOLE SOURCE AGREEMENT WITH MUNICIPAL MAINTENANCE EQUIPMENT INC FOR MUNICIPAL UTILITIES CAMERA REPAIR SERVICES AND MATERIALS (CITYWIDE)
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 which support an exception to the competitive bidding process.
2. Authorize additional funds to the existing five-year sole source agreement with Municipal Maintenance Equipment Inc. of Sacramento, CA, in an amount not to exceed $450,000 for camera repair services and materials (Exhibit 1 to the Resolution).
It is further recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The Municipal Utilities Department (MUD) Collections Division is responsible for the operation and maintenance of citywide stormwater and wastewater collection systems. MUD staff routinely use specialized camera systems to monitor and evaluate the integrity and operation of sewer and stormwater pipelines. The specialized camera systems require routine maintenance and repair to work properly.
If approved by the City Council, this action will authorize additional funds for the existing five-year sole-source agreement with Municipal Maintenance Equipment Inc., the sole source for RapidView IBAK camera equipment, parts, and repairs, in an amount not to exceed $450,000.
DISCUSSION
Background
MUD staff routinely monitor stormwater and sewer pipelines for integrity, blockages, and project evaluations. Staff uses specialized Rapidview IBAK camera systems and three camera trucks to gather highly detailed video reports in accordance with industry standards and best practices.
RapidView is a proprietary brand that requires specialized repair services and replacement of parts with authentic IBAK materials to maintain proper operation. MME is the exclusive dealer and source for RapidView camera equipment, parts, and repairs in California.
In October 2025, under the authority of the City Manager, a five-year sole-source agreement with MME was approved for $80,000 in RapidView parts, maintenance, and repair services for fiscal year 2025-26.
Present Situation
The cost of RapidView parts, maintenance, and repair services necessary to maintain the camera systems in accordance with manufacturer’s specifications are expected to exceed the $80,000 approved in 2025. Staff has determined that the estimated cost of such services through 2030 will require an additional $450,000. If approved by the City Council, this action will authorize the addition of funds to the existing five-year sole-source agreement with MME in an amount not to exceed $450,000.
Findings
Pursuant to the Stockton Municipal Code (SMC) section 3.68.070, the City Council may approve findings that support and justify an exception to the competitive bidding process. The following findings support and justify an exception:
1. Maintaining the equipment according to proprietary protocols and manufacturer specifications is essential to ensure the camera systems operate reliably and as intended to monitor stormwater and sewer pipelines.
2. Municipal Maintenance Equipment Inc. is the only authorized dealer of and provider of repair services and replacement parts for Rapidview IBAK camera systems in this region.
3. Providing adequate funding for ongoing maintenance is in the public’s best interest, as it protects prior investments and prevents the need to prematurely replace expensive equipment that is already in service.
4. The services provided during the first year of the agreement were satisfactory, demonstrating the vendor’s ability to meet performance expectations and support the continued reliability of the camera systems.
FINANCIAL SUMMARY
The estimated annual cost is $75,000. There are sufficient funds in the Wastewater Collections Division accounts 6520-000-630013-610-000-00-65-000-000 to support the repair services and materials required for FY 2026-27. Funding for subsequent years will continue to be budgeted in these account, subject to City Council approval through the annual budget process.
This action has no impact on the General Fund or any other unrestricted funds.