GPS Maintenance for SW Compactors-5165-Award/Ordinance/Pricing
AGENDA INFORMATION SHEET
AGENDA DATE:
February 5, 2013Questions concerning this
acquisition may be directed
DEPARTMENT:
Materials Management to Vance Kemler at 349-8044
ACM:
Bryan Langley
SUBJECT
Consider adoption of an ordinance awarding a contract for the purchase and installation of an
excavation, construction, and landfill compaction control software with Global Positioning
System (GPS) hardware and associated equipment for one City of Denton Landfill compactor as
awarded by the State of Texas Department of Information Resources (DIR) through the Go
DIRect Program, Contract Number DIR-SDD-1797; providing for the expenditure of funds
therefor; and providing an effective date (File 5165-Purchase of Global Positioning System
Software and Hardware for Landfill Compactor awarded to GeoShack North America in the
amount of $115,872.34). The Public Utilities Board recommends approval (7-0).
FILE INFORMATION
In 2003 and 2004, several pieces of the landfill off-road heavy equipment were equipped with
Caterpillar Computer Aided Earthmoving System (CAES) GPS based hardware and software. The
installation of the CAES hardware and software enabled the Landfill Division heavy equipment
operators to more efficiently perform their daily waste placement and compaction operations.
Unfortunately, since the initial installation of the CAES hardware and software, several issues have
sufaced. Caterpillar has not upgraded its CAES hardware and software system in several years and
they have a limited service network to provide timely service response. Customer support for
hardware issues requires removing the hardware from the machine and shipping the hardware
equipment to a Canadian subcontractor for repairs and routine maintenance. Also, Caterpillar has
no local or regional software support and maintenance service provider. Software on-site
maintenance and service requires scheduling a technician to fly in from Peoria, Illinois. There is no
ability for Caterpillar to remotely access the software to resolve any issues. This CAES software is
-alone computer.
The Caterpillar CAES hardware and software system was depreciated over five years, and has
Caterpillar CAES system installed on the first machine cost $74,620 with an additional first year
annual maintenance cost of $16,024 for a total of $90,644.
Agenda Information Sheet
February 5, 2013
Page 2
FILE INFORMATION (CONTINUED)
The Technology Services and Solid Waste staff has looked at several providers of this type of
hardware, software, and GPS equipment. After reviewing and evaluating various system
capabilities and compatibility with the staff is recommending
purchasing and installing GeoShack North America (GeoShack) equipment on the front-line
compactor. GeoShack has a service support facility located in Dallas, Texas and can provide an
on-site service response within 24 hours.
ability to coordinate their work. This system also gives heavy equipment operators the ability to
maintain consistent slopes for proper drainage and to gauge the level of compaction being achieved
throughout the daily task of processing waste. This allows the operator to achieve the maximum
economical density to conserve airspace and extend the site life.
The GeoShack software also
the City to reduce the cost of ground survey control for construction and excavation work at the
landfill facility. It also allows staff to record the location of waste buried each day.
The contract with GeoShack was awarded by the State of Texas Department of Information
Resources (DIR) through the Go DIRect Program, Contract Number DIR-SDD-1797. Purchases
through a cooperative purchasing agreement satisfy state laws to seek competitive bids for the
purchase of goods (Local Government Code 271.102c). The DIR quote also reflects a discount off
e ranging from 4.5 percent to 19.5 percent by line item.
The quote is attached as Exhibit 1.
A residential vehicle fleet GPS based software procurement was approved by Council on
December 18, 2012, but this system does not have excavation, construction and landfill
compaction control programming in its software package. There is no software provider that
offers both systems in one software product.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 14, 2013, the Public Utilities Board recommended approval to forward this item to
the City Council for consideration.
RECOMMENDATION
Award to GeoShack North America in the amount of $115,872.34. This pricing includes the five
year annual maintenance and support fees.
Agenda Information Sheet
February 5, 2013
Page 3
PRINCIPAL PLACE OF BUSINESS
GeoShack North America
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
The installation of the GPS software and hardware is estimated to be complete within 30 days of
receipt of the purchase order.
FISCAL INFORMATION
This item will be funded from Capital improvement Project account 660608594.1355.30100.
Requisition# 111765 has been entered in the purchasing software system.
EXHIBITS
Exhibit 1: Quote
Exhibit 2: Public Utilities Board Draft Minutes
Respectfully submitted:
________________________
Antonio Puente, Jr., 349-7283
Assistant Director of Finance
1-AIS-File 5165
Exhibit 1
Prepared by:
Bryan Given
972-415-7942
QUOTE to:
City of Denton Landfill
1527 South Mayhill Road, Denton, Tx 76208
January 7, 2013
UNITExtended
Landfill Technology Implementation Stage 1
PRICEPrice
GPS Reference Station / Base & Rover
Unit PriceDIR CategoryDIR DiscountExt Price
1TOPCON LEGACY E-GPS BASE STATION12,000.00Topcon B19.50%9,660.00
1SPECTRA PRECISION ADL 35 WATT RADIO3,092.00Com. Peripherals B10.50%2,767.34
1GEOSHACK INSTALLATION AND CONFIGURATION1,500.00GS Services B14.50%1,282.50
$ 13,709.84
Non DIR Sub-Total$ 16,592.00DIR Sub-Total Stage 1
Landfill Technology Implementation Stage 2
Components - Compactor / Dozer
Unit PriceDIR CategoryDIR DiscountExt Price
1DENSITY MAX BASE KIT29,000.00Topcon E4.50%27,695.00
CARSLSON GRADE- LANDFILL SOFTWARE
115,000.00Com. Peripherals B10.50%13,425.00
1GEOSHACK ONE YEAR TELEPHONE AND ON-SITE SUPPORT7,500.00GS Services B14.50%6,412.50
ANNUAL CARLSON MAINTENANCE (5 YEARS)
51,500.00Com. Peripherals B10.50%6,712.50
1GEOSHACK MACHINE INSTALLATION1,500.00GS Services B14.50%1,282.50
14 YEAR SUPPORT PACKAGE (1 Machines) 40% Discount18,000.00GS Services B14.50%15,390.00
Non DIR Sub-Total $ 70,917.50
$ 78,500.00DIRSub-Total Stage 2
Non DIR Stage 1 & 2 Total $ 95,092.00 $ 84,627.34
DIR Stage 1 & 2 Total
Landfill Technology Implementation Stage 3
Office Software and Computer-Thumb Drive
Unit PriceDIR CategoryDIR DiscountExt Price
1CARLSON COMMAND CONTROL SOFTWARE W/ COMPUTER17,500.00Com. Peripherals B10.50%15,662.50
ANNUAL CARLSON MAINTENANCE (5 YEARS)
51,500.00Com. Peripherals B10.50%6,712.50
1GEOSHACK OFFICE SOFTWARE INSTALLATION & TRAINING500.00GS Services B14.50%427.50
$ 25,500.00 $ 22,802.50
Non DIR Sub-Total Stage 3DIR Sub-Total Stage 3
Non DIR Stage 1, 2 & 3 Total $ 120,592.00 $ 107,429.84
DIR Stage 1 ,2 & 3 Total
Landfill Technology Implementation Stage 4
WIRELESS Network
Unit PriceDIR CategoryDIR DiscountExt Price
1CARLSON WIFI OFFICE NETWORK SOLUTION4,000.00Com. Peripherals B10.50%3,580.00
1CARLSON WIFI MACHINE NETWORK SOLUTION4,000.00Com. Peripherals B10.50%3,580.00
1GEOSHACK INSTALLATION AND CONFIGURATION1,500.00GS Services B14.50%1,282.50
$ 9,500.00 $ 8,442.50
Non DIR Sub-Total Stage 4DIR Sub-Total Stage 4
$ 130,092.00 $ 115,872.34
Non DIR Stage 1,2,3 & 4 TotalDIR Stage 1,2,3 and 4 Total
DIR Discount Total Savings $ 14,219.66
DIR SUB-TOTAL$ 115,872.34
DIR TOTAL$ 115,872.34
Comments
GeoShack DIR information DIR Contract # DIR-SDD-1797 Vender ID: 17527179315
Net 30 Days
TERMS
Authorized Signature / Date