Title
RESOLUTION NO. 2015-178 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AWARDING A CONTRACT FOR PROVIDING SEWER MANHOLE INSPECTION AND EVALUATION SERVICES TO PROFESSIONAL PIPE SERVICES
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Recommended Action
Council adopt the resolution.
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SUMMARY
The City owns, operates, and maintains more than 12,000 sewer manholes. The assessment of approximately 3,300 sewer manholes was completed in Fiscal Year 2013-14. This contract would inspect and evaluate the remaining 8,700 sewer manholes in order to prioritize the Sewer Manhole Rehabilitation Capital Improvement Program. Staff recommends that a contract be awarded to Professional Pipe Services for providing manhole inspection and evaluation services.
ENVIRONMENTAL REVIEW
The Development Services Director has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity qualifies for a Class 6 categorical exemption pursuant to Section 15306 [Information Collection] of the State CEQA Guidelines because the activity consists of basic data collection and evaluation of potentially deteriorated manholes throughout the city. Thus, no further environmental review is required at this time. Although environmental review is not required at this time, once the scope of an individual project to be funded has been defined, environmental review will be required and the appropriate environmental determination will be made.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
The City of Chula Vista owns, operates, and maintains more than 12,000 sewer manholes. Inspection and assessment of approximately 3,300 manholes were completed in the past year. Approximately 8,700 manholes still require assessment. Some of these manholes have been in service for nearly 95 years. Over time, these manholes have been exposed to wastewater environment and might have sustained severe deterioration. In addition, several manholes in the older part of the City are in poor condition and recommended improvements are needed to extend their life cycle.
A complete assessment of all 12,000 sewer manholes is needed to establish a baseline for the Wastewater Asset Management Program. Staff recommends the reassessment of all sewer manholes every 10 to 15 years. In the case that some of these manholes are found in poor condition, situated within the proximity of pump stations, or located directly upstream of major trunk sewers, the reassessment is recommended every 5 to 7 years. All data generated from this work will be incorporated into the City’s GIS system and will play a vital role in the Wastewater Asset Management Program.
Consultant Selection Process
On March 6, 2015, the City advertised a Request for Proposals (RFP) for inspecting and evaluating the remaining manholes. Subsequently, the City received proposals from Professional Pipe Services, Inc. (PPS) and Tran Consultant Engineers. During the selection process, Tran Consultant Engineers withdrew their proposal. Staff negotiated with PPS a fixed contract price of $90 per manhole for the next four years.
PPS has extensive experience in manhole inspection and evaluation services. City staff has been satisfied with the work previously performed by PPS under a separate contract and recommends that City Council adopt the resolution awarding the contract to PPS. The initial term for this contract is from the date on which it is executed until June 30, 2016. Since the work will take up to four years to complete, the contract contains three 1-year options to extend on the same terms and conditions (including the fee of $90 per manhole), which may be exercised at the City Engineer’s discretion, to ensure that all of the work can be completed. It is anticipated that all of the work will be completed by FY 2018-19.
Disclosure Statement
Attachment 1 is a copy of the Contractor’s Disclosure Statement
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently, the 500-foot rule found in California Code of Regulations section 18705.2(a)(11), is not applicable to this decision. Staff is not independently aware, and has not been informed by any Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. This project supports the operational excellence and economic vitality goals in the City’s strategic plans. It better manages the funding for planning manhole rehabilitation Capital Improvement Program which is a key city function in supporting the City’s sewer infrastructure.
CURRENT YEAR FISCAL IMPACT
Approval of the resolution will result in no additional impact to the Sewer Facility Replacement Fund as funding for this project was approved as part of the FY 2015-16 budget process; funding was appropriated to CIP SW296.
ONGOING FISCAL IMPACT
Tonight’s action authorizes the cumulative compensation amount of up to $800,000 ($200,000 for the first year and $200,000 for each of the extensions) to complete the assessment work of all the sewer manholes citywide; funding for year one of the contract has been appropriated in CIP SW 296. Future appropriations from the Sewer Facility Replacement Fund will be requested as part of the normal budget process in Fiscal Years 2016-17, 2017-18, and 2018-19 in order to complete this project.
ATTACHMENTS
Attachment 1: Contractor’s Disclosure Statement
Prepared by: Jamal Naji, Associate Civil Engineer, Public Works-Engineering Department