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RESOLUTION NO. 2014-054 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AN AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND PROFESSIONAL PIPE SERVICES FOR PROVIDING SEWER MANHOLE INSPECTION AND EVALUATION SERVICES IN THE AMOUNT OF $300,000, WAIVING CITY COUNCIL POLICY 574-01 AND AUTHORIZING THE EXPENDITURE OF ALL AVAILABLE CONTINGENCY FUNDS IN AN AMOUNT NOT TO EXCEED $80,000
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
City staff would like to hire a contractor to inspect and evaluate the sewer manholes in the City in order to prioritize the Sewer Manhole Rehabilitation Capital Improvement Program. The proposed action will allow the City to enter into an agreement with Professional Pipe Services (PPS) to provide sewer manhole inspection and evaluation services, and will authorize the expenditure of available funds for providing such 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 sewer 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 has over 12,000 sewer manholes. Over time, these sewer manholes have been exposed to wastewater environment and some of these manholes might have sustained severe deterioration. In addition, some of the sewer manholes in the older section of the City have exceeded their expected service life and need to be inspected to evaluate their conditions. All data generated from this contract will be incorporated into the City GIS system and will play a vital role in the Wastewater Asset Management Program.
On February 5, 2014, staff issued a Request for Proposals for Sewer Manhole Inspection and Evaluation. Subsequently, by February 19, 2014, the Director of Public Works had received only the following two (2) proposals for this project:
|
Contractor Name |
Cost for Traffic Control /Sub consultant |
Cost for Inspecting Each Manhole |
Number of Manhole to be Inspected based on $300,000 contract |
|
Empire Cleaning Equipment , Inc. |
Additional Cost for Enhanced Traffic Control |
$152.50 |
1,967 |
|
Professional Pipe Services |
Included in the cost per manhole |
$100.00 |
3,000 |
During the consultant selection interview, Empire Cleaning Equipment, Inc. (ECEI) informed staff that they presently do not have the equipment to perform the required services. They intend to purchase the equipment upon the City awarding them the contract. In addition, ECEI requested to exclude from the City’s manhole list all manholes that require enhanced traffic control, and therefore requested that these manholes be inspected under a future and separate contract. Thus, ECEI was asking for additional costs for providing enhanced traffic control for certain areas.
The proposal from PPS was $100 per manhole, approximately 33% less than that proposed by ECEI. Moreover, unlike ECEI, PPS did not want to charge an additional fee for or exclude those manholes that required enhanced traffic control. In addition, during the interview, PPS was able to demonstrate their expertise in manhole inspection and evaluation services. This consultant warrants that it is well equipped, experienced, and staffed in a manner such that it can deliver the required services in accordance with the timeframes and the terms and conditions of this Agreement.
The contract amount for this project is $300,000 for Fiscal Year 2014. Upon further negotiating, Staff was able to negotiate with PPS a reduced price of $90 per manhole. By selecting PPS with a price of $90 per manhole, this contract will include inspection of 3,333 manholes for $300,000.
Council's approval will allow the City Engineer to enter into an agreement with PPS for sewer manhole inspection and evaluation services for an amount of $300,000 for Fiscal Year 2014.
The proposed resolution would also authorize the Director of Public Works to approve change orders over and above existing policy limits. Under City Council Policy No. 574-01, if an individual change order causes the cumulative increase in change orders to exceed the Director’s authority (“Maximum Aggregate Increase in Change Orders”), then City Council approval is required. The corresponding maximum aggregate contract increase for this contract that may be approved by the Director of Public Works under Policy No. 574-01 is $24,000. Approval of this resolution would increase the Director of Public Works’ authority to approve change orders, as necessary, up to the contingency amount of $80,000, an increase of $56,000 over Policy No. 574-01. Increasing the contingency funds will grant staff the option to authorize the Contractor to inspect additional manholes at a cost of $90.00 per manhole (beyond the 3,333 contracted number of manholes), and to continue the project without delay should unforeseen circumstances resulting in increased project costs arise during the course of the inspection. If the contingency funds are not used, then they will be returned to the project fund balance.
This year’s contract will help staff better understand the manhole inspection process. Staff will request Council’s approval for additional sewer funds continuing with next year’s Capital Improvement Program in order to systematically complete the inspection of all 12,000 sewer manholes.
Consultant Selection Process
On February 7, 2014, the City Manager approved the formation of the Selection Committee for this project in accordance with Section 2.57 of the Chula Vista Municipal Code. Consequently, the Selection Committee for this project was formed with the following City staff:
Dave McRoberts, Wastewater Collection Manager
Jamal Naji, Associate Civil Engineer
Tim Weinman, Engineering Technician II
Upon reviewing the written proposals, City staff invited all contractors for an interview to compete in the selection process. After calling all references, and interviewing all contractors, on February 26, 2014, staff determined that PPS met the qualifications required to provide Manhole Inspection and Evaluation Services based on the following criteria:
1. Company references;
2. Company staff experience;
3. Capacity to perform work;
4. Responsiveness to scope of work.
PPS proposes to use a 100% digital camera system for the inspection. The inspection camera system has two independently controlled or simultaneously controlled digital cameras. Each camera has a minimum of 185 degree field of view. Their inspection camera system illuminates the interior of the manhole using a xenon strobe light which will be positioned 360 degrees around the camera lens to distribute the light evenly onto the structure walls. A review of their inspection system shows that images are crisp and clear.
PPS will review the collected data, perform coding observations, and complete a full Manhole Assessment & Certification Program (MACP) evaluation of each inspected manhole. The digital film files are capable of producing a three dimensional representation of the manhole structure. This data will be used to perform geometric measurements. Their digital files will also include a distortion-free virtual pan and tilt allowing the review of the manhole structure from any angle and from any depth. The virtual pan and tilt feature allows the inspection to be 360 degrees in any direction. The virtual pan and tilt will consist of views from the top and bottom camera.
DECISION-MAKER CONFLICT
Pursuant to California Code of Regulations Section 18704.2 (b) (2), there is no material effect on any economic interests in real property as the “decision solely concerns repairs, replacement, or maintenance of existing streets, water, sewer, storm drainage or similar facilities.”
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 seeks to preserve and restore City infrastructure through the Asset Management Program (initiative 4.1.1) by establishing a baseline condition of the sewer system asset (sewer manholes). From said baseline condition, replacement and rehabilitation of the sewer manholes will be budgeted and scheduled.
CURRENT YEAR FISCAL IMPACT
There is no additional impact to the Sewer Facility Replacement Fund as sufficient funding is available in CIP SW281 to cover the costs associated with this project.
ONGOING FISCAL IMPACT
Additional Sewer Facility Replacement Funds will be requested as part of the annual Capital Improvement Program budget process for inspecting and evaluating the remaining sewer manholes in FY2015 and FY2016. No other fiscal impact is anticipated.
ATTACHMENTS
A. Approval of Selection Committee
B. Agreement between City of Chula Vista and PPS for providing sewer manhole inspection and evaluation services.