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EPWM:CP:AA:JM:RS:sm:SP1562 [S:\CCI562] MAR 2 6 1996
council Meeting: March 26, 1996 Santa Monica, California
TO: Mayor and City Council
FROM: City staff
SUBJECT: Recommendation to Authorize the city Manager to Negotiate
and Execute a Professional Services Contract for Video
Inspection and Cleaning of 6 Inch to 12 Inch Sewer Mains
at Various City Locations
Introduction
This report recommends that the City council authorize the City
Manager to negotiate and execute a contract for television video
inspection and cleaning of 6 inch to 12 inch sewer mains at various
city locations, to National Plant Services Inc. This report also
recommends that the City council establish a Capital Improvement
Program (eIP) account and appropriate $262,430 from the Wastewater
Fund for these services in advance of Federal Emergency Management
Agency (FEMA) reimbursement of eligible costs. A small percentage
(10%) of the video costs, for video services of undamaged sewer
mains, will not be eligible for reimbursement and will be paid
from these funds.
Background
Following the 1994 Northridge Earthquake, many of the City's 12
inch and larger sewer mains were inspected for damage. only a small
portion of the larger lines were found damaged. Recent inspections
of the smaller (6 inch to 12 inch) sewer mains uncovered
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substantial earthquake-related damage. A current estimate of
300,000 linear feet of damaged sewer mains may exist. To verify and
document damage, it is standard practice to utilize the services of
a video inspection firm.
FEMA is encouraging the city to expedite its submission of damage
documentation of sewer line damage. FEMA has provided the City two
engineers to help examine the videos and prepare DSRs promptly when
damage is sighted. video costs associated with damaged sewer mains
are eligible for reimbursement by FEMA. It is anticipated that
only 10% of the area surveyed will not show sewer main damage;
these video costs will have to be absorbed by the city. City staff
believe this is a cost-effective expense resulting in the
documentation and repair of all earthquake-damaged sewer lines.
The Request for Proposals (RFP) was sent to seven (7) consulting
firms. Three consultants submitted proposals and were interviewed
by City engineering and utility division staff on February 27,
1996. The review committee selected National Plant services Inc.
as the most cost-effective and qualified consultant that would best
meet the needs of the city. The proposal amounts were as follows:
1. National Plant Services $228,200
2. PSSI 267,600
3. Insituform Southwest 351,907
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National Plant Services, Inc. supplied the city with eleven ( ll)
references and all references reported that the Consultantls work
was excellent. This firm has performed work for the city in the
past and has consistently provided excellent services.
Budget\Financial Analysis
It is expected that all submitted sewer main DSRs will be approved.
A pro-rata share of the video costs are also submitted to FEMA and
when formally approved the Wastewater fund expenses will be offset
by revenue from FEMA. The costs of videoing areas which do not
reveal any damage, estimated at 10% of the costs, will be paid out
of the newly appropriated funds.
FUNDS REQUIRED
Contract . . . . . . . . . . $ 228,200
contingencies (10%) . . . . . 34.230
TOTAL . . $ 262,430
To cover the costs of the video services, staff requests the
creation of Wastewater CIP Account #3l-760-661-20096-8900-99335
with an appropriation of $262,430.
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Recommendation
It is recommended that the city Council:
1. Authorize the city Manager to negotiate and execute a contract
for video inspections for 6 inch to 12 inch sewer mains at
various city locations to National Plant Services, Inc. ;
2. Establish a "Sewerline Video" CIP Account #31-760-601-20096-
8900-99335 and appropriate $262,430; and
3. Authorize the City Engineer to issue any necessary change
orders to complete additional work in conformance with the
Administrative Instructions on change orders.
Prepared By: craig Perkins, Director of Environmental & Public
Works Management
Anthony Antich, P.E., City Engineer
John Mundy, utilities Manager
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