"AWARD STORM DRAIN VIDEO INSPECTION AND CLEANING SERVICES"
CITY OF MEMORANDUM TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS FROM: JIM BELL, DIRECTOR OF PUBLIC K DATE: JUNE 17,2008 SUBJECT: AWARD STORM DRAIN VIDEO INSPECTION AND CLEANING SERVICES REVIEWED: CAROLYN LEHR, CITY MANAGER 09- Project Manager: Ron Dragoo, Senior Enginee~ RECOMMENDATIONS 1. Award a three-year contract for Storm Drain Video Inspection and Cleaning services to Performance Pipeline Technologies, in an amount not to exceed $152,400. 2. Authorize the Mayor and City Clerk to execute a contract with Performance Pipeline Technologies. 3. Authorize the expenditure of up to $152,400 for Fiscal Year 2008-2009. BACKGROUND The Master Plan of Drainage has identified a number of deficiencies with the City's storm drain system. One of the deficiencies identified was that some pipes have deteriorated to such a degree that their ability to convey drainage has been reduced, and pipe collapse is possible. Corrugated metal pipes (CMP) are most likely to deteriorate. CMP lines have a life expectancy of around 30 years. Nearly all of the CMP storm drain lines in place today were installed before Rancho Palos Verdes was incorporated in 1973. Accordingly, many of the pipes need attention. Determining which CMP's need to be repaired is accomplished by visual inspection. A video camera mounted to a remote operated electric cart is sent through the pipe and the interior condition of the pipe is observed/recorded. Deficiencies are easily identified through this process. 6-1 To correct these deficiencies, the City is in the process of lining CMP's with cured in place polyethylene pipe liners. These liners posses the structural integrity to withstand the forces a CMP experiences when buried underground which allows the liner to take the place of the CMP (CMP's will continue to deteriorate over time). Prior to lining a CMP, the pipe must be carefully cleaned and video inspected to determine the condition of the pipe along with its length and diameter. Cleaning is required to allow the video camera to pass through the pipe so problem areas can be identified and the length of the pipe to be lined established. Cleaning CMP's must be conducted in a very careful manner to avoid destroying what is often a fragile rotting shell of a pipe. More often than not, CMP's require repairs after the cleaning is complete and prior to the lining process. Many of these repairs can be completed within the pipe provided a specialized contractor is available to complete the repairs. In August 2005 voters approved the Storm Drain User Fee to fund repairs that are needed to the City's aging storm drain system. These funds are available and budgeted to perform storm drain video inspection, cleaning and repair services. ANALYSIS The project was advertised and sealed bids were received and opened at 10:00 a.m. on May 29, 2008. One proposal was received and accordingly this was the lowest bid received. Staff contacted contractors to determine why others had not submitted proposals. All contractors contacted indicated they wanted to focus on video inspection or cleaning services, the contractors did not perform repairs within pipes following cleaning, which is required through our contract. Additionally, most indicated they were very busy and did not have the capacity to accommodate additional work at this time. Staff has worked with Performance Pipeline Technologies, the low bidder, in the past and is satisfied with work previously preformed. They have the skills required to perform the difficult cleaning that is often required and they have completed repairs within pipes as required through our contract. The unit prices quoted appear usual and reasonable for the work requested. The Base Bid includes storm drain line cleaning using a vactor truck to vacuum debris from within the storm drain lines and disposal of the debris collected, grouting sections of storm drain lines and repairing inverts that need pre-lining patches, completing point repairs to pipes that can not be repaired internally, and providing complete video inspections of pipes. Due to budgetary constraints, the work scoped through the specifications will be requested one location at a time. Using this method to accomplish the work, staff will be able to control the amount of pipe that is cleaned and ready to be lined. This will enable staff to more closely match our lining bUdget to the pipes that are ready to be linned, minimizing the risk of cleaning and repairing pipes that can not be lined due to lack of funds. The bid summary follows: CONTRACTOR BASE BID AMOUNT Performance Pipeline Technologies $152,400 Engineer's Estimate $145,000 6-2 The bid was reviewed for consistency with bid requirements. Performance Pipeline Technologies has worked in Rancho Palos Verdes and in neighboring cities on similar projects in the past. References provided were contacted and all reported satisfactory performance. The bid documents are in order and their contractor's license is current. CONCLUSIONS Adopting Staff's recommendations will award a contract to Performance Pipeline Technologies for storm drain video inspection and cleaning services. FISCAL IMPACT The recommended action will result in the expenditure of up to $152,400. Funds are available and budgeted for this work through the Water Quality and Flood Protection Program (WQFP). 6-3 CITY OF RANCHO PALOS VERDES CONTRACT FOR: STORM DRAIN VIDEO INSPECTION AND CLEANING SREVICES THIS AGREEMENT is made and entered this day of , 200_, by and between the CITY OF RANCHO PALOS VERDES, hereinafter referred to as "City", and Performance Pipeline Technologies, hereinafter referred to as "Contractor." WITNESSETH: WHEREAS, Contractor and Contractor's Surety are providing the bonds attached hereto and incorporated by this reference; and WHEREAS, City desires to contract with Contractor to perform the services detailed in this Agreement, including Contractor's Proposal, which is attached; and WHEREAS, Contractor has represented that it is fully qualified to assume and discharge such responsibility; NOW, THEREFORE, the parties agree as follows: 1. Scope of Services. City hereby engages Contractor to perform the work and provide the services and materials for the project identified as: STORM DRAIN VIDEO INSPECTION AND CLEANING SERVICES, as described in the Specifications attached hereto and incorporated by this reference, including miscellaneous appurtenant work. Such work shall be performed in a good and workmanlike manner, under the terms as stated herein and in the attached Specifications, and in accordance with the latest edition of the document titled "Standard Specifications" published by the Joint Cooperative Committee, Southern California Chapters of the American Public Works Association and the Associated General Contractors of America. In the event of any conflict between the terms of this Agreement and any of the above-referenced documents, the terms of this Agreement shall be controlling. 2. Compensation. In consideration of the services rendered hereunder, Contractor shall be paid according to the prices as submitted on the Bid Sheet ofthe attached Proposal, and in accordance with the Special Provisions. 3. Independent Contractor. It is understood and agreed by the parties that Contractor is, for the purposes of this Agreement, an independent contractor and not an employee of the City. Accordingly, Contractor shall not be deemed the City's employee for any purpose. Contractor shall not incur or have the power to incur any debt, obligation, or liability on behalf of the City. 4. Assignment. This Agreement may not be assigned by Contractor, in whole or in part, without the prior written consent of City. 5. Termination. This Agreement may be canceled by City at any time without penalty upon 30-days' written notice. In the event oftermination without fault of Contractor, City shall pay Contractor for all services rendered prior to date oftermination, and such payment shall be in full compensation for all services rendered hereunder. C -1 6-4 6. Workers' Compensation Insurance. California Labor Code Sections 1860 and 3700 provide that every contractor will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, the Contractor certifies as follows: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self- insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract." 7. General Rate ofPer Diem Wages. Pursuant to the Labor Code ofthe State ofCalifornia, the Director ofIndustrial Relations has determined the general prevailing rate ofwages and employer payments for health and welfare, vacation, pension and similar purposes applicable to the work to be done. This rate and scale are on file with the Director of Public Works, and copies will be made available to any interested party on request. The Contractor to whom the contract is awarded, and its subcontractors, must pay not less than these rates for this area to all workers employed in the execution of this Agreement. This Agreement is subject to the provision ofArticle 1.5 (commencing at Section 20104) ofDivision 2, Part 3 ofthe California Public Contract Code regarding the resolution ofpublic works claims ofless than $375,000. Article 1.5 mandates certain procedures for the filing of claims and supporting documentation by the Contractor, for the response to such claims by the contracting public agency, for a mandatory meet and confer conference upon the request of the Contractor, for mandatory non- binding mediation in the event litigation is commenced, and for mandatory judicial arbitration upon the failure to resolve the dispute through mediation. This Agreement incorporates the provisions of Article 1.5 as though fully set forth herein. 8. Suit; Recovery of Attorney Fees and Costs. Should either party bring any action to protect or enforce its rights hereunder, the prevailing party in such action shall be entitled to recover, in addition to all other relief, its reasonable attorney's fees and court costs. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. CITY OF RANCHO PALOS VERDES By: _ Mayor ATTEST: By: _ City Clerk CONTRACTOR: By: _ Printed Name Date C-2 6-5