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City Council Agenda Packet 08-18-2008 Special4 . PUBLIC NOTICE Pursuant to the provisions of Minnesota Statutes 13D.04, and in accordance with the Monticello City Code of Ordinances, Title 1, Chapter 5, Section 1-5-1 (B), a special meeting of the Monticello City Council is hereby called for the following time, date, and place: TIME: 7 a.m. DATE: Monday, August 18,2008 PLACE: Academy Room SUBJECT: 1) Purchase of GPS unit for Public Works Department 2) Closed session to discuss TDS litigation. DATED: August 12, 2008 ~. Signature Mayor Title Signature Title CERTIFICATION On this 12th day of August , 20 08 , I hereby acknowledge receipt of the above duly executed call for a special meeting of the Council of the City of Monticello, Minnesota. y ~~ Cites , istrator Special Council Meeting - 08/18/2008 • Consideration of purchase of one (1) Trimble Geo XH 2008 Standalone System (Sub-Foot Capable) GPS Locator. (J.S.) 1. BACKGROUND INFORMATION: For a few years now the City has been recording the location of various portions of our new and some old infrastructure through the use of a GPS locator. This work has been performed for us by WSB. The coordinates are then entered into the record drawings and used to actually determine the placement for record drawings. Last year during the Core City Project in 2007 we had WSB record the locations of our water shut-off valves, manholes and other structures. There is no better way to prepare accurate as-builts than to have the coordinates through the use of GPS equipment to make those drawings. In preparation for the 2008 Budget we placed enough money in the budget to purchase two (2) units for the City of Monticello. We, ultimately, would like to obtain both of the units. It is also possible, however, that we may obtain the second unit through the installation of the fiber optic system. If we have the equipment on hand now we could be recording data from existing utility locates and new utility installation inspections as we go. We could also do spot checking and recording information on other utilities as they are installed on our City easements and right of ways. We have been working with John Mackiewicz of WSB to determine the proper equipment for the City of Monticello and he has recommended the Trimble Geo XH 2008 Standalone System which can be purchased through the Minnesota State Contract Pricing. The cost of the complete system including the options necessary for the City and training amounts to $13,633.07 (excluding the cost of shipping). Enclosed is a quote from Frontier Precision for the base unit along with each applicable option. a. Budget Impact: The necessary funds are available in the Enterprise Sewer Fund and Enterprise Water Fund for the purchase of two (2) of these units. b. Staff Workload Impact: There will be some impact to staff workload to get up to speed for operation and care of the piece of equipment. There will also be some impact on staff time for use of the equipment in the field gathering the GPS way points. However, this impact would be off-set by not field measuring by hand with tape measures and such, and the ability to find these points easily in the future. 2. ALTERNATIVES: A. The first alternative is to approve the purchase of the Trimble Geo XH 2008 Standalone System with options as outlined in the attached proposal for the amount of $13,633.07 from Frontier Precision, Inc. through the Minnesota State Contract Pricing. B. The second alternative would be not to purchase the equipment at this time but to contract to have this work performed by a third party. Special Council Meeting - 08/18/2008 . 3. STAFF RECOMMENDATION: It is a staff recommendation that the City Council consider the purchase of the first of the GPS locating equipment as outlined above in Alternative A. 4. SUPPORTING DATA: Copy of proposal for the equipment and brochures on the equipment. • • SUPPORTING DATA • ~. ~ftcs zei. r.M.e- N~.rh an3v zam Ave s OU©TE NU F RTIER ----._.__~.._._. St Ctoud. MN 56343. Trlmb/e Goa XH - Blaamngton, MN 5saz5 M~1-07240$ $00.944.8557 MNStateContrattPrfting err~aso:~ 3Z0.65~.6520 FAX 9sz.~?s ?oeo Fax CUST Ml:R INFURMA7ION quorE IssueD oN: --- 24-7u1 COMPANY .. ;.. I City OE MOnHC8II0 _.. ~T._ _ - ACCEPTED BV: _.-._.._... ._.___._..._ CQN7ACT - _ _.._...,._...,. _-......_. .__ _. -.,~_,.....~i _ - .ADDRESS - ._ ___.._....„~...._ _.. SIGNATURE; _...~_„_~__ ._.. e+wlL ___ _..___.__ ~ _ uTY Montlteila _._.__--- PHONE STATE MN fA _ ZSP ...PR O ~ `SEitVtE OESC. ` Tif A T ..2008 Modei s, f `i'rlmbie Geo XH 2O08.Standatone System (Sub-Foot Capable) T90tf0-00 iT~Liia.YLTt - ~- 1 3S 125.00 ~ _,_ 5 125. w~~,~-~ ArcPad{iCopy) 51034 1 . ! ~,m_,_ X396.00 , ._ 396'. GPStorrect Extension far ESRI ArcPad Software 46837-05 _ _____ _ _ _ 1 _ . _ _... ~~ ~ -- -- - 5' GPS Analyst Extension for ESRi ArtGiS Software. ttonal`items Geo 208 Model Ot 52726-04 -- .;- _ _. _ _ __ _ 1 _ , ,- _...._;51.795.00; 1745. p Zephyr Antenna Kit (5ubfoot Processing) g5g07-Op z 1 - 1,975:001 975. -_~...._r .~.__ Carbon Fiber Range Pote - 2m w/ Bipod ._~.--~- .~ > ---.~~ f 58329: : 1 5445.00 ~ - . .445• GeoExplorerRangePOleBradcet _ __.._ ~._ `_.-._~_ -..._..5331 _.~~_- _ _ _ .1 ___ _ _ ~ ~____~2.~` 121. Case - Roach for Ceti phone (VRS) 85325 1 $27.00 27. _ Note: Q~stomerls ns~Onsible far cell phone anEiuRf~n~f .. ___....__ . ~ ~b Plan (tethering} I __ _~ ~_ 'Backpack Kit 44312-25. _--. _. __ _ #265.00: Extemat Pab~ Antenna (5 m) ~ 56337-07 _~_._~ :_. - .____. .:.._ _.___~-~~6a.~~;--___ _ ._. _.. ~ GeoBeacon Receiver ..._ _. .M... __ ,.... 55700-00 -_ _ __ _-___ _.~.~_.__ 1345.OOr-----_ ____.__ .. _.._---- - ___.____-_-__..___ Hard Carry Cage .~__. ._ _____.._ _. - - ,. ~. _, . _ -55239 _~___,-. _ ._ _n ._~...~ __.___._.:._~265•~.______ ._.--- ~ ~ _ GeoExptorer 2008 Series Power/Serial CI€p (ttequ~ed Far Vehicle Rower) E 70950-00 .._ _ ~- --~-585.00`, _:,~ _., GeoExplorer 2008 Seder Vehicle Power Supply, i2-24Y Input ~ _ 70934-00 ~ __.~~_ . . r , ~ , I ~. ~ ~ 545,00 FroMter Precision TenaSync & PFd }:nstaliation t# Training FPI-INSTAEL ___w~___ .H... . _ . . _~_v_._ __._~00:Q0: .. ._~, _._ __ (Sioo per hour, 4 hour average) _~_~ ,. . __.,. .._~ ~ . ~ Note: The abnc~ prk/ng does trx~t frtdude freighte~atges ORfSC;R ~ : fHFORHA~YI ~H: ~ suBTOTAL _ _ _ $M PPING / FPETGHT ~ c.sov~ 10 324.. ~ -~ 7T.3 I. ~ T ~_ i 00 . QUOTE .w,r...yvee vo.n 'vunum ,nnv~ru ~ca ~en narc rsawc.epcr aK FST~uNEe'.afUORm S~eOi tTEM TOTAL BASE UNIT PLUS ALL LISTED OPTIONS AND 4 HOURS OF TRAINING COMES TO $13,633.07 (INCLUDING TAX) 'NOTE: SHIPPING/FREIGHT COST NOT INCLUDED • Trimble -GeoXH Handheld ~ (~ ® /®~ ~ 1 . r ~It~ w Poptdar Searches. i ~~._ PRODUCTS ~ SOLUTIONS SUPPORT .Ji TRAINING A80UT TRlMt3LE INVESTORS NEWS ROOM GeoXH Handheld Trimtr[e HOm@ > MGI$ Home > GeoXH Handheld Product Info Oatasheets FAOs Whtte Papers Product Comparison Registretlon Support Training Screensaver Wallpaper Multlmedla Presentations Related Products GeoBeacon Zephyr Antenna GPS Analyst for ArcGIS GPS Pathfinder Office OPS Pathfinder Tools GPScorrect for ArcPad TerraSync Utilltfes Field Solutions Trimble VRS Now H-Star More Info H-Star Technology Explained H-Star Basa Station Maps Find the closest Trimble Reference Station GPS Tutorial Mapping Systems General Reference Wireless Carriers /Cellular Phones Your ultimate solution for high-accuracy asset management For high-accuracy GIS data collection and asset relocation, the Trimble® GeoXHr"^ handheld from the GeoExplorer® 2008 series is the ultimate integrated solution. Engineered with Trimble H-Starr"' technology, the GeoXH handheld delivers the accuracy you need when you need it. It is ideal for electric and gas utilities, water and wastewater services, land reform projects, and other applications where on-the-spot positioning is crucial. The GeoXH handheld provides real-time subfoot (<30 cm) accuracy with the internal antenna, and decimeter (10 cm) accuracy with an optional ZephyrTM' external antenna. Because high accuracy positions are available in real-time, you can track down buried and hidden assets with ease, and excavate cables and pipes without wasted effort or risk of damage to nearby assets. Back-office data processing is eliminated, streamlining asset inventories and as-built mapping jobs. With a powerful 520 MHz processor, 128 MB RAM, and 1 GB of onboard storage, the GeoXH handheld is a high performance device designed to work as hard as you do. The handheld gives you all the power you need to work with maps and large data sets in the field, and its high resolution VGA display allows for crisp and clear viewing of your data. With the GeoXH handheld you have the flexibility to work exactly the way you want to. The handheld is powered by the industry-standard Windows Mobile® version 6 operating system, so you can choose a software solution designed for your field requirements, whether off-the-shelf or purpose-built. And you can use the built-in wireless LAN connection to access your organization's secure network and get the most up-to-date information. With Bluetooth® wireless technology, the GeoXH handheld offers wireless connection to aBluetooth-enabled cellular phone for access to the Internet to receive real-time corrections from a VRSr"' (Virtual Reference Station) network and background map data. You can also wirelessly connect to other devices such as Bluetooth-enabled laser rangefinders and barcode scanners for convenient cable-free solutions that keep you productive in the field. Rugged design and powerful functionality are the hallmarks of the GeoExplorer series. When accuracy is critical, the GeoXH handheld delivers-with unprecedented efficiency and reliability, when and where you need it. Key Features: Real-time H-Star technology for decimeter to subfoot accuracy in the field High-resolution VGA display for crisp and clear map viewing Bluetooth and wireless LAN connectivity options . 1 GB onboard storage plus SD slot for removable storage cards Windows Mobile version 6 operating system Rugged handheld with all-day battery SITE MAP CAREERS CONTACTS PRIVACY STATEMENT TERMS OF USE ©COPYRIGHT 2008, TRIMBLE NAVIGATION LIMITED • http://www.trimble.com/geoxh.shtml 8/14/2008