AGENDA REPORT
REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
DATE: 4/17/2019
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Department of Water and Power
SUBJECT:
Title
City Council and Corona Utility Authority consideration of a Second Amendment to the Maintenance/General Services Agreement with Innerline Engineering.
End
RECOMMENDED ACTION:
Recommended action
That the:
1. City Council approve a Second Amendment to the Maintenance/General Services Agreement with Innerline Engineering of Corona, CA, for Sanitary Sewer Line Cleaning Services in the amount of $500,000 per fiscal year and extend the agreement term period to June 30, 2023, based on the findings noted in this report.
2. City Council authorize the City Manager, or their designee, or the General Manager to execute the Second Amendment with Innerline Engineering and execute non-substantive extensions, change orders and amendments up to the amount provided by Corona Municipal Code Section 3.08.060(J) pursuant to Ordinance No. 2790.
3. City Council authorize the Purchasing Agent to issue Purchase Orders to Innerline Engineering in the amount of $500,000 per year for Fiscal Years 2018-19 through 2022-23.
4. Corona Utility Authority (CUA) review, ratify and to the extent necessary direct that the City Council take the above actions.
Body
ANALYSIS:
On January 18, 2017, the Corona City Council awarded RFP 17-024CG Sanitary Sewer Cleaning Services to Innerline Engineering in the amount of $300,000 including change orders up to 25%. In 2016, the Purchasing division conducted a formal request for proposals for sanitary sewer line cleaning services and received five submittals. At the time, the Department of Water and Power (DWP) and the Purchasing division made the decision to use a Request For Proposal (RFP) instead of a bid for the selection of the contractor to allow staff to evaluate potential contractors on additional criteria rather than low bid. The proposals were evaluated on four criteria: 1. Work Plan/Work Organization, 2. Qualifications of the Company and Personnel, 3. Approach to Safety Measures and 4. Reasonableness of Cost and Price. In an effort to continue minimizing sewer blockages and overflows, the sanitary sewer cleaning program requires a high degree of technical knowledge, competency and experience that was thoroughly evaluated by staff during the proposal evaluation process. Innerline Engineering received high scores in all four criteria during the original proposal evaluation process.
During the last two years, DWP has continued to have an aggressive proactive approach to sewer cleaning maintenance to reduce sanitary sewer overflows in the collection system and at treatment facilities. Between April 2017 and March 2019, there have been a total of 13 sanitary sewer overflows in the City’s sewer collection system.
Innerline Engineering performs all sewer main collection system cleaning services as well as monthly/quarterly “hot-spot” cleaning services to address frequent problem areas within the sewer collection system. Additionally, Innerline Engineering provides cleaning services at all sewer lift stations and treatment plants. If not maintained through a proactive maintenance program, the sewer collection system can become clogged due to fats, oils, and greases as well as other non-flushable items such as rags and wipes. These types of materials form a restriction in the pipe that can lead to an overflow. The department’s maintenance plan is to clean 100 miles of sewer main and service each of the 14 sewer lift stations 4 times during each fiscal year.
A sanitary sewer overflow has the potential to be very costly as the State Water Resources Control Board assesses minimum fines and penalties based on the volume of sewage that reaches the storm drain. However, if the City shows proof of a proactive and efficient maintenance plan - there is the potential for the City to negotiate lower or no fines. Therefore, it is in the City’s best interest to continue a sewer cleaning program to avoid potential regulatory fines and penalties.
The original contract was awarded in January 2017 for $300,000. In March 2018, the Purchasing division prepared the first amendment to exercise change order authority up to 25% increasing the purchase order to $375,000. The purchase order for $375,000 is nearly exhausted at this time and the department is requesting an increase to $500,000 to continue the sewer cleaning program through fiscal year 2022-23 when the service will be re-bid.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Not applicable.
FISCAL IMPACT:
Funding for the recommended action is included in the Department of Water and Power Fiscal Year 2018-19 Operating Budget within the Water Reclamation Fund. Staff will recommend appropriate amounts in future budget years to provide for these services as needed.
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is not a project governed by the California Environmental Quality Act.
PREPARED BY: KATIE HOCKETT, DWP OPERATIONS MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ASSISTANT CITY MANAGER
SUBMITTED BY: MITCHELL LANSDELL, ACTING CITY MANAGER AND EXECUTIVE DIRECTOR
Attachments:
- Second Amendment to the Maintenance/General Services Agreement with Innerline Engineering
- First Amendment to the Maintenance/General Services Agreement with Innerline Engineering
- Agenda Report (1/18/17) awarding RFP for Sanitary Sewer Cleaning Services