REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
DATE: 10/05/2022
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
SUBJECT:
Title
Maintenance/General Services Agreement for Closed Circuit Television Sewer System Video Inspection Services with Houston and Harris PCS, Inc.
End
EXECUTIVE SUMMARY:
This staff report asks the City Council to approve an Agreement for Sewer System Video Inspection Services in an amount not to exceed $250,000. The City of Corona Utilities Department owns, maintains, and operates approximately 460 miles of sewer mains and three water reclamation treatment facilities. Closed Circuit Television inspections of sewer mains will aid in providing uninterrupted treatment services, protecting public health and the environment, and complying with all federal, state, and local regulatory requirements and permits.
RECOMMENDED ACTION:
Recommended action
That the:
a. City Council award Notice Inviting Bids 22-058RH for Closed Circuit Television Sewer System Video Inspection Services to Houston & Harris PCS, Inc., the lowest responsive, responsible bidder, for the total not to exceed bid amount of $250,000 and waive any and all minor irregularities in the bidding document as submitted by said bidder.
b. City Council authorize the City Manager, or his designee, to execute the Maintenance/General Services Agreement with Houston & Harris PCS, Inc. in the amount of $250,000 per fiscal year and authorize the extension of the agreement with two (2) additional two (2) option year renewal periods.
c. City Council authorize the City Manager, or his designee, to negotiate and execute non-substantive extensions, change orders and amendments up to 10% of total contract cost or $25,000 as authorized by Corona Municipal Code Section 3.08.060(J).
d. City Council authorize the Purchasing Manager to issue a purchase order to Houston & Harris PCS, Inc. in the amount of $250,000.
e. Corona Utility Authority review, ratify, and to the extent necessary, direct the City Council to take the above actions.
Body
BACKGROUND & HISTORY:
Unpermitted discharge of wastewater from a sewer system to the waters of the United States is illegal under the Federal Clean Water Act. The City of Corona’s sewer system is regulated under the State Water Resources Control Board’s Waste Discharge Requirements (WDR) for Sanitary Sewer Systems. Sanitary sewer systems experience periodic failures resulting in sanitary sewer overflows (SSO’s) that may affect the State's waters. The WDR requires enrollees to take a proactive approach to ensure system-wide operation, maintenance, and an approved management plan is in place to reduce the number and frequency of SSO’s within the state.
In compliance with the WDR, the City Council adopted Resolution No. 2017-010, approving a Sewer System Management Plan (SSMP) developed by the Utilities Department. The Utilities Department takes an aggressive and proactive approach to sewer cleaning maintenance to reduce SSOs in the system and at wastewater treatment facilities. Sewer cleaning maintenance is followed by the Closed Circuit Television (CCTV) video, which assists in determining the effectiveness of the cleaning service and will help in the evaluation of the condition of the sewer infrastructure. Performing CCTV video inspections is a proactive approach to provide preventative maintenance of the sewer system and minimize disruption of overall sewer service to customers.
ANALYSIS:
Notice Inviting Bids (NIB) 22-058RH was advertised in the Sentinel Weekly pursuant to Corona Municipal Code (CMC) Section 3.08.110 on May 4, 2022. The City received four (4) responsive and responsible bids by the submission date of June 8, 2022.
The scope of work consists of furnishing all materials, transportation, labor, equipment, and any and all services and materials necessary to facilitate and complete the comprehensive scope of work, including emergency response as needed. The contractor will perform work on a per linear foot price basis as described in the bid documents. All work will be performed in the City right-of-way or within Utilities Department easements.
Video inspection will occur during the City’s regular business hours. The contractor will record all work in a daily log of cleaning operations. A monthly report will be prepared from the daily log and submitted to the City Representative.
The bid schedule consisted of pricing per linear foot for four (4) size ranges of sewer pipes ranging from 6 inches to 42 inches, plus one (1) hour of emergency services. Each contractor provided a firm fixed bid price to furnish all supervision, labor, materials, supplies, equipment, tools, transportation, services, traffic control and any other incidental or additional costs necessary to discharge all duties and obligations required to perform and complete the project. The contractor’s compensation will be based on actual quantities of work completed.
|
Vendor |
City |
Bid Amount (per linear foot) |
|
Houston & Harris PCS, Inc. |
Grand Terrace, CA |
$272.08 |
|
Pipe Tec, Inc. |
Baldwin Park, CA |
$287.95 |
|
National Plant Services |
Long Beach, CA |
$332.25 |
|
Pro-Pipe Inc. |
Irvine, CA |
$470.20 |
The frequency of videoing the sewer system is determined by the Utilities Department Infrastructure Sewer Division’s maintenance schedule. The award of the bid was based on a summation of all tasks listed in the bid schedule.
Staff recommends that the City Council award the bid and agreement in the amount of $250,000 to Houston & Harris PCS, Inc., as the lowest responsive, responsible bidder for the CCTV Sewer Video Inspection Services Citywide. All licenses and references for Houston & Harris PCS, Inc. have been reviewed and verified by City staff.
FINANCIAL IMPACT:
Funding for the recommended action is included in the Fiscal Year 2023 Utilities Department Operating Budget within the Sewer Utility Fund 572. Funding for future fiscal years’ service will be recommended through the annual budget process.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15301 of the Guidelines for the California Environmental Quality Act (CEQA), which states that operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination, and is therefore exempt from CEQA. This action involves video inspections of sewer lines. Therefore, no environmental analysis is required.
PREPARED BY: AFTAB HUSSAIN, MAINTENANCE MANAGER
REVIEWED BY: TOM MOODY, DIRECTOR OF UTILITIES
Attachments:
1. Exhibit 1 - NIB 22-058RH
2. Exhibit 2 - Bid Summary
3. Exhibit 3 - Maintenance/General Services Agreement