Office of the City Manager CONSENT CALENDAR May 8, 2007 To: Honorable Mayor and Members of the City Council From: Phil Kamlarz, City Manager Submitted by: Claudette R. Ford, Director Public Works Subject: Contract: CCTV Services for Sewer and Storm Drain Condition Assessments RECOMMENDATION: Adopt a Resolution authorizing the City Manager to execute a contract and any amendments with E2 Consulting Engineers, Inc. in the amount not to exceed $450,000, to provide on-call closed circuit television inspection services for a three-year period from July 1, 2007 through June 30, 2010. FISCAL IMPACTS OF RECOMMENDATION Funding is available in an allocation of $150,000 from the FY 2008 Sewer Capital Program and Clean Storm Fund budgets. The remaining $300,000 ($150,000/year) will be allocated from the FY 2009 and FY 2010 Sewer Capital and Clean Storm Fund budgets. No other funding is required and no other projects will be delayed due to this expenditure. FY 2008/2009/2010 Budgets: 830-5213-432.30-38-07SR42 (Sanitary Sewer CCTV)...........................$300,000 ($100,000/year) 831-5207-410.30-38-07SD12 (Storm Drain CCTV).................................$150,000 ($50,000/year) TOTAL...............................................................................................................................$450,000 Contract Management System number is CXNJ2. CURRENT SITUATION AND ITS EFFECTS CCTV inspections of the City's sanitary sewer and storm drain lines on public right-of-ways and on private property easements are required to assess pipeline conditions. These inspections will serve as design aids for the Public Works Engineering Division and assist in response to public calls about flooding, stoppage, or leakage. Although Public Works has existing CCTV capability with its maintenance crews, it is mainly limited to small diameter pipes and can only support maintenance activities. This in-house capability is not able to support the production mode that is needed for the engineering design of the complex numerous projects of the Capital Improvement Program. 2180 Milvia Street, Berkeley, CA 94704 Tel: (510) 981-7000 TDD: (510) 981-6903 Fax: (510) 981-7099 E-mail: firstname.lastname@example.org Contract: CCTV Services CONSENT CALENDAR May 8, 2007 BACKGROUND: CCTV inspection services are used to assess the condition of the sewer system, to investigate sewer overflows, maintenance problems and sewer complaints, to identify infiltration and inflow problems; and to provide information to prioritize both storm drain and sanitary sewer projects for replacement and maintenance. CCTV inspections are also used to monitor the long term performance and structural condition of both the sanitary sewer and storm drain systems. A condition assessment by CCTV is now a requirement for City’s Sewer System Maintenance Plan (SSMP) under the City’s discharge permit for its sanitary sewer system. Early detection of defects can prevent catastrophic failures, reduce the number of costly emergency repairs, and reduce the number of unbudgeted expenditures. CCTV inspections are an ongoing program for both the sanitary sewer and storm drain systems. It is desirable to inspect the sewer and storm lines at least once every 10 years. The contracts will also provide standby CCTV inspection services that may be needed in responding and investigating unforeseen sewer problems and emergencies that may arise. There is also a need for the following sewer assessment and support services under this contract: 1) location and depth determination of underground utilities with the use of electromagnetic or radar technology; 2) access structure inspections; 3) dye testing; and 4) smoke testing. Obtaining underground utility information in the design phase of capital improvement projects is required to minimize field adjustments and unforeseen field conditions. Inspection of existing access structures are necessary to determine whether they need to be replaced or rehabilitated. Dye and smoke testing are methods to identify active laterals, non-conforming connections and other points of entry into the sewer and storm drain systems. Summary of Evaluation of Proposals. A Request for Proposals (RFP) was issued and advertised on February 21, 2007. Three proposals were received on March 22, 2007. The proposals were reviewed for completeness and responsiveness to the RFP by a selection committee consisting of engineering staff with experience in CCTV technology, condition assessment, and sewer and storm design. The selection criteria used for ranking the proposals included: completeness of proposal, submittal of required City disclosure forms, qualification; capability, and resources available in providing all services requested in the RFP. Qualification and depth of experience of the project manager/project team included: state of the art CCTV equipment, quality of CCTV work, available heavy sewer cleaning equipment, GIS capabilities, quality and performance of similar type work, and reasonable cost for services. It is recommended that a consultant contract be awarded to the top-ranked firm, E2 Consulting Engineers, for these on-call services. The award of this contract will provide the necessary resources to conduct pipe assessment information for the design of construction projects and for investigating emergency sewer and drainage problems that may arise. 2 Contract: CCTV Services CONSENT CALENDAR May 8, 2007 RATIONALE FOR RECOMMENDATION This on-call contract will give Public Works the ability to provide timely resources to perform CCTV inspections, condition assessments and subsurface investigations to the various capital programs and to other departments as the need arises. ALTERNATIVE ACTIONS CONSIDERED The only possible alternative would be to perform the work in-house. However, the City has neither the labor nor equipment to perform the needed level of CCTV inspections, condition assessments and subsurface investigations for the sanitary sewer and storm drain systems. CONTACT PERSON: Jeffrey Egeberg, Manager of Engineering ......................................................................... 981-6406 Adadu Yemane, Associate Civil Engineer......................................................................... 981-6413 Attachments: 1: Resolution 3 ATTACHMENT 1 RESOLUTION NO. ##,###-N.S. CONTRACT: E2 CONSULTING ENGINEERS, INC., ON-CALL CLOSED CIRCUIT TELEVISION SERVICES FOR SEWER AND STORM DRAIN CONDITION ASSESSMENT SERVICES WHEREAS, closed circuit television (CCTV) inspection and condition assessment services are required to investigate emergency overflows, maintenance problems, identify infiltration and inflow problems and flooding issues and to provide information to prioritize projects for sanitary sewer and storm drain replacements; and WHEREAS, a Request for Proposals for CCTV, condition assessments and other subsurface investigations was duly advertised, and E2 Consulting Engineers was determined to be the most qualified and responsive bidder; and WHEREAS, the City has a need for standby CCTV inspection services in responding to and investigating emergency sewer and storm problems that may arise; and WHEREAS, the City has neither the labor nor resources to perform CCTV inspections, condition assessments and subsurface investigations for the sanitary sewer and storm drain systems; and WHEREAS, funds are available in annual budgets in FY 2008, FY 2009 and FY 2010 in the Sanitary Sewer Fund 830-5213-432.3038-07SR42 ($100,000/year) and Clean Storm Water Fund 831-5207-410-3038-07SD12 $50,000/year); the CMS number is CXNJ2. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Berkeley authorizes the City Manager to execute a contract and any amendments with E2 Consulting Engineers, Inc., in an amount not to exceed $450,000 to provide on-call closed circuit television inspection services for a three-year period, from July 1, 2007 through June 30, 2010. A record signature copy of said agreement and any amendments to be on file in the Office of the City Clerk.
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