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HomeMy WebLinkAbout2013-338 RESOLUTION NO. 2013-338 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE A 3 "REQUEST FOR PROPOSAL FOR THE CLEANING AND VIDEO INSPECTION OF 4 THE SEWER SYSTEM." RFP F-14-19. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. The Public Works Director is directed to issue "Request for Proposals 7 8 for Cleaning and Video Inspection of the Sewer System" RFP F-14-19, attached and 9 incorporated herein as Exhibit"A." 10 11 /// 12 /// 13 14 /// 15 /// 16 17 /// 18 /// 19 20 /// 21 22 /// 23 24 /// 25 /// 26 27 28 /// 2013-338 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE A 2 "REQUEST FOR PROPOSALS FOR THE CLEANING AND VIDEO INSPECTION OF THE SEWER SYSTEM." RFP F-14-19. 3 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a joint regular meeting 7 thereof, held on the 2nd day of D. ember , 2013, by the following vote, to wit: 8 9 Council Members: AYES NAYS ABSTAIN ABSENT 10 MARQUEZ x 11 JENKINS x 12 VALDIVIA x 13 SHORETT x 14 15 VACANT 16 JOHNSON x 17 MULVIHILL x 18 19 ( Georgea • Hanna, '!- y Clerk 20 a-- 21 The foregoing resolution is hereby approved this f day of December , 2013. 22 23 'atri 6 J. M orris, Ia�or 24 Ci y of San Bernardino 25 Approved as to form: GARY SAENZ, 26 City Attorney 27 By: . / A.. ‘ •C 28 Ali 2013-338 RFP F-14-19 Page 1 of 9 City of San Bernardino TECHNICAL SPECIFICATIONS RFP F-14-19 CLEANING & VIDEO INSPECTION OF THE SEWER SYSTEM NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" The Public Works Department, Operation & Maintenance Division, is responsible for cleaning and video inspection of the sewer system throughout the City. The intent of this document is to solicit proposals from qualified CONTRACTOR'S with experience in providing cleaning and video inspection of the sewer system. The City is looking for the most responsive and responsible CONTRACTOR that will be committed to provide the City of San Bernardino with cleaning and video inspection of the sewer system at a fixed flat fee per linear foot. Through a competitive qualification and bid based procurement process, the City of San Bernardino intends to enter into an agreement with a qualified CONTRACTOR for video inspection of the sewer system. Services: Bidder shall complete right-hand column indicating brief reasoning for exemptions to requirements when not applicable. State "Acceptable" if requirements are agreeable as set forth in left-hand column. Standard PACP Codes shall be used. FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID CATEGORY I ACCEPTABLE / AS SPECIFIED 1. SCOPE OF WORK Furnish all labor, materials, equipment, tools and incidentals necessary to provide for the cleaning and video inspection of the sewer mains utilizing a color closed circuit television inspection unit to determine the condition of the lines. Submit one (1) copy of a color DVD of the recorded inspections and one (1) on a hard drive to the Sewer Maintenance Supervisor or his designee. Work must take place between the hours of 7:00 a.m. and 5:00 p.m. The CONTRACTOR is responsible for all traffic control. EXHIBIT "A" RFP F-14-19 Page 2 of 9 2. CITY SUPPORT The City will provide the following: • Sewer Atlas Grid Maps • Assistance with containment and reporting of any spill. • Assistance with a location to dump debris collected from sewer main cleaning. • Water • Current GIS database • Access to pipe segments or manholes that fall into other agencies right-of-way or private property (i.e., CalTrans or the airport). 3. SEWER CLEANING All sewers shall be cleaned within 24 hours prior to video inspections except as directed otherwise by the Sewer Maintenance Supervisor. Cleaning shall include removal of grease, roots, debris and other obstructions to facilitate the video inspection. The CONTRACTOR shall use the appropriate nozzle or cutter head, (i.e., high velocity, water jet, root cutter, etc.), to accomplish the cleaning as required for that particular reach of sewer. Cleaning methods shall be employed to sufficiently clean the pipe so the camera can pass and can fully ascertain and document the structural and operational condition of the sewer pipe. Any costs associated with video work that is necessitated by the CONTRACTOR'S failure to sufficiently clean the main shall be borne entirely by the CONTRACTOR. The CONTRACTOR shall use a maintenance report from supplied by the City to record the location of the cleaning operation, the number of feet cleaned and the conditions encountered for each section of sewer main that is cleaned. The maintenance reports shall be delivered along with the DVD's, logs and other materials when a designated area of work has been completed. Any costs required to re-clean either an unreported or an insufficiently cleaned main shall be borne entirely by the CONTRACTOR. RFP F-14-19 Page 3 of 9 4. DVD'S Prior to commencement of work, the City shall approve the video formats. The CONTRACTOR shall use equipment specially designated and constructed for sewer and video inspections. The date of the inspection, continuous forward and reverse readout of camera distance from referenced access hole, the upstream and downstream manhole with an arrow indicating flow direction, the size of the pipe, the name of the street, the time of day and the project location name as supplied by the City shall be displayed continuously on the monitor and recorded on the video. A. Log Formats. Each DVD will be permanently labeled with the following: 1. Project name, street name or segment name 2. Date video inspected 3. Location and size of sanitary sewer 4. Name of CONTRACTOR 5. Date submitted 6. DVD number(s) B. DVD Quality. If the CONCTRACTOR produces a DVD of such poor quality that City staff is unable to evaluate the condition of the sanitary sewer main line or locate the sanitary sewer service lateral connections, the CONTRACTOR will be required to re-inspect the sanitary sewer main and provide a new DVD of good quality at no additional cost. C. The CONTRACTOR will be required to have all materials, a water meter, equipment and labor on job site prior to isolating the sewer manhole segment and beginning cleaning or video inspection operations. A camera with rotating/panning lens capabilities is required. D. Video Logs. Provide, with each completed DVD, a TV inspection report which is a written log of all pipe defects, sags, points of root intrusion, offset points, service connection locations and conditions recorded on a footage basis. This log will also denote the section being televised, flow and camera directions, position of taps or failures, pipe condition and weather conditions. This report will be submitted to the Sewer Maintenance Supervisor or his designee. RFP F-14-19 Page 4 of 9 5. VIDEO EQUIPMENT OPERATIONS, The CONTRACTOR will be responsible for the TV inspection equipment having an accurate footage counter, which displays on the monitor the distance of the camera from the centerline of the starting manhole. Adjust the camera height such that the camera lens is always centered (1/2 ID or higher) in the pipe being televised. In no case will the television camera be pulled or propelled through the line at a speed greater than 25 feet per minute. Technicians with a minimum of two (2) years experience shall only perform TV inspection, monitoring and recording. The CONTRACTOR shall furnish qualification details and a sample DVD for each technician so that the City, prior to the commencement of work, can approve their involvement in the project. 6. NEGOTIABILITY OF SEWERS The City of San Bernardino makes no guarantee that all of the sanitary sewer mains proposed to be video inspected are clear for the passage of a camera. No separate and/or additional payment will be made for any excavation, man entry and/or other method, which may be required to retrieve video equipment that has been hung up, destroyed, and/or lost during video inspection operations. 7. UNIT PRICING PER LINEAR FOOT Provide a pricing proposal that is a fixed fee per linear foot (LF) for cleaning and video inspections of the sewer main lines. The City intends to hire a CONTRACTOR to clean and video inspect up to or approximately 150,000 linear feet per year or 28.5 miles per year. The 150,000 linear feet quantity is an estimate only and is shown solely for the purposes of comparing proposals. Under no circumstances will the CONTRACTOR be allowed to invoke an hourly rate for cleaning without prior written approval by the City. The City reserves the right to invoke hourly compensation in lieu of unit rate compensation whenever it deems necessary. Such requests will be made prior to the commencement of work. RFP F-14-19 Page 5 of 9 8. REFERENCE LIST Provide three (3) local government agencies and/or company's previous or current contact references that support your ability to provide cleaning and video inspection of sewer main lines. 9. CONTRACT LENGTH The length of this contract shall be for one year with two (2) one- year extensions at the City's option. 10. LICENSES The CONTRACTOR represents that it has all licenses, permits, qualifications and approvals of whatever nature that are legally required to provide sewer manhole cover replacement services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. 10. CONTRACTOR NON-COMPLIANCE A. If the Public Works Department Director, or his designee, determines that there are deficiencies in the performance of this Agreement, the Public Works Director, or his designee, will provide a written notice to the CONTRACTOR stating the deficiencies and specifying a time frame to correct the specified deficiencies. This time frame shall be reasonable, as determined by the Public Works Director, or his designee, to correct the specified deficiencies. B. Should the CONTRACTOR fail to correct any deficiencies within the stated time frame, the Public Works Director, or his designee, may exercise the following measures: 1. Deduct from the CONTRACTOR'S payment the amount necessary to correct the deficiency, including City overhead costs and impose a deficiency deduction. 2. Withhold the entire or partial payment. 3. Terminate the contract and award to second bidder. RFP F-14-19 Page 6 of 9 PRICE FORM REQUEST FOR QUOTES: RFQ F-14-19 DESCRIPTION OF RFQ: CLEANING AND VIDEO INSPECTION OF THE SEWER SYSTEM COMPANY NAME: ADDRESS: PRINT NAME OF AUTHORIZED REPRESENTATIVE Provide pricing that is a Firm Fixed Fee per lineal foot for cleaning and video inspection of sewer mains, which includes: labor, materials, equipment, tools, incidentals, plus one (1) color DVD and one (1) on a hard drive. UNIT FEE Lineal Foot $ ANNUAL PURCHASE ORDER Effective on or about January 1, 2014 through June 30, 2014 with two (2) one- year renewal options, at the City's discretion for City's requirements. Option year one, if exercised, shall be effective July 1, 2014 through June 30, 2015. Option year two, if exercised, shall be effective July 1, 2015 through June 30, 2016. Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising of any given option year. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order. RFP F-14-19 Page 7 of 9 Are there any other additional or incidental costs which will be required by your firm in order to meet the requirements of the Technical Specifications? Yes / No (circle one). If you answered "Yes", please provide detail of said additional costs: Please indicate any elements of the Technical Specifications that cannot be met by your firm. Have you included in your bid all informational items and forms are requested? Yes / No (circle one). If you answered "No", please explain: This offer shall remain firm for 90 days from RFQ close date. Terms and conditions as set forth in this RFQ apply to this bid. Cash discount allowable % days; unless otherwise stated, payment terms are: Net thirty (30) days. In signing this bid, Bidder warrants that all certifications and documents requested herein are attached and properly completed and signed. From time to time, the City may issue one or more addenda to this RFQ. Below, please indicate all Addenda to this RFQ received by your firm, and the date said Addenda was/were received. Verification of Addenda Received Addenda No: Received on: Addenda No: Received on: Addenda No: Received on: AUTHORIZED SIGNATURE: PRINT SIGNER'S NAME AND TITLE: RFP F-14-19 Page 8 of 9 DATE SIGNED: COMPANY NAME & ADDRESS: PHONE: FAX: EMAIL: IF SUBMITTED A "NO BID", PLEASE STATE REASON(S) BELOW: