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RESOLUTION (ID# 2767) DOC ID: 2767 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Tony Frossard M/CC Meeting Date: 12/02/2013
Prepared by: Linda Dortch, (909) 384-5140
Dept: Public Works Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Directing the
Public Works Director to Issue a "Request for Proposals for the Cleaning and Video Inspection
of the Sewer System." RFP F-14-19. (#2767)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $525,900
Account No. 132-400-0094-5502
Account Description: Professional/Contractual Services
Balance as of. 11/5/13 $507,200
Balance after approval of this item: $307,200
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
The Public Works Department Operations &Maintenance Division, is responsible for
maintaining 510 miles of sewer in the City. The Sanitary Sewer Management Program (SSMP)
filed with the State of California requires that 20% of sewer line be video inspected each year.
The video inspection is required to verify that the sewer system is in good repair and locate areas
that need repair or replacement. Copies of the video inspection are kept on file in the
Department. At this time, there is a need to secure a contract with a reputable contractor to
provide this service.
In order to ensure the best possible price, staff prepared a list of vendors who provide cleaning
and video inspection of sewer systems. The RFP will also be sent to the San Bernardino Area
Chamber of Commerce and advertised on the City's website. A list of known vendors is
included with this report.
City Attorney Review:
Supporting Documents:
reso 2767 (PDF)
Ex. A-Bid Packet (DOC)
Updated: 11/20/2013 by Jolena E. Grider B Packet Pg.259
1 RESOLUTION NO.
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
7 SECTION 1. The Public Works Director is directed to issue "Request for Proposals
8 for Cleaning and Video Inspection of the Sewer System" RFP F-14-19, attached and
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9 incorporated herein as Exhibit"A."
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5.S.a
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 meeting
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8
thereof, held on the day of , 2013,by the following vote,to wit:
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9 Council Members: AYES NAYS ABSTAIN ABSENT >,
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10 MARQUEZ 3
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11 JENKINS c
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16 JOHNSON
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17 MULV IHILL
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20 Georgeann Hanna, City Clerk
21 The foregoing resolution is hereby approved this day of , 2013. a
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23 Patrick J. Morris, Mayor
24 City of San Bernardino
25 Approved as to form:
GARY SAENZ,
26 City Attorney
27 By: 6 . %Ccic-
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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 `n
with experience in providing cleaning and video inspection of the sewer system. 3
The City is looking for the most responsive and responsible CONTRACTOR that cn
will be committed to provide the City of San Bernardino with cleaning and video 0
inspection of the sewer system at a fixed flat fee per linear foot. Through a o
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. o
Services: Bidder shall complete right-hand column indicating brief reasoning >
for exemptions to requirements when not applicable. State ti
"Acceptable" if requirements are agreeable as set forth in left-hand N
column.
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Standard PACP Codes shall be used. a
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID 00
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CATEGORY I
ACCEPTABLE /
AS SPECIFIED E
1. SCOPE OF WORK
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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.
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5.S.b
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.
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• Current GIS database >%
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Access to pipe segments or manholes that fall into other
agencies right-of-way or private property (i.e., CalTrans or Cn
the airport).
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3. SEWER CLEANING
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All sewers shall be cleaned within 24 hours prior to video 0
inspections except as directed otherwise by the Sewer a
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 a
the cleaning as required for that particular reach of sewer. m
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Cleaning methods shall be employed to sufficiently clean the pipe w
so the camera can pass and can fully ascertain and document
the structural and operational condition of the sewer pipe. Any CD
costs associated with video work that is necessitated by the
CONTRACTOR'S failure to sufficiently clean the main shall be w
borne entirely by the CONTRACTOR. Q
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
i entirely by the CONTRACTOR.
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5.S.b
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
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1. Project name, street name or segment name 4-
2. Date video inspected 0°
3. Location and size of sanitary sewer
4. Name of CONTRACTOR
5. Date submitted
6. DVD number(s) o
B. DVD Quality. If the CONCTRACTOR produces a DVD of ..
such poor quality that City staff is unable to evaluate the condition o
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
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good quality at no additional cost. a
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C. The CONTRACTOR will be required to have all materials, a a
water meter, equipment and labor on job site prior to isolating the w
sewer manhole segment and beginning cleaning or video
inspection operations. A camera with rotating/panning lens E
capabilities is required.
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D. Video Logs. Provide, with each completed DVD, a TV a
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.
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S.S.b
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. N
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.
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6. NEGOTIABILITY OF SEWERS
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The City of San Bernardino makes no guarantee that all of the
sanitary sewer mains proposed to be video inspected are clear o
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 N,
operations.
7. UNIT PRICING PER LINEAR FOOT
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Provide a pricing proposal that is a fixed fee per linear foot (LF) a
for cleaning and video inspections of the sewer main lines. The w
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 E
per year.
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The 150,000 linear feet quantity is an estimate only and is shown a
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.
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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, cn
qualifications and approvals of whatever nature that are legally 3
required to provide sewer manhole cover replacement services,
including a City Business License, and that such licenses and o
approvals shall be maintained throughout the term of this r-
Contract. °
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10. CONTRACTOR NON-COMPLIANCE c
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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 Y
specified deficiencies. This time frame shall be reasonable, a
as determined by the Public Works Director, or his designee,
to correct the specified deficiencies. E
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B. Should the CONTRACTOR fail to correct any deficiencies w
within the stated time frame, the Public Works Director, or his
designee, may exercise the following measures: E
1. Deduct from the CONTRACTOR'S payment the amount Y
necessary to correct the deficiency, including City
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overhead costs and impose a deficiency deduction.
2. Withhold the entire or partial payment.
3. Terminate the contract and award to second bidder.
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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:
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PRINT 3
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NAME OF AUTHORIZED
REPRESENTATIVE _
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Provide pricing that is a Firm Fixed Fee per lineal foot for cleaning and video c
inspection of sewer mains, which includes: labor, materials, equipment, tools, 0
incidentals, plus one (1) color DVD and one (1) on a hard drive.
UNIT FEE o
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Lineal Foot $
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ANNUAL PURCHASE ORDER
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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. .2
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.
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5.S.b
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.
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Have you included in your bid all informational items and forms are requested? �
Yes / No (circle one). If you answered "No", please explain:
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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. o
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Cash discount allowable % days; unless otherwise stated, payment terms
are: Net thirty (30) days.
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In signing this bid, Bidder warrants that all certifications and documents m
requested herein are attached and properly completed and signed. a
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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. C
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Verification of Addenda Received Q
Addenda No: Received on:
Addenda No: Received on:
Addenda No: Received on:
AUTHORIZED SIGNATURE:
PRINT SIGNER'S NAME AND TITLE:
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5.S.b
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:
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