SR 08-08-2017 3B
City Council Report
City Council Meeting: August 8, 2017
Agenda Item: 3.B
1 of 5
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Water Resources
Subject: Award Contracts for Sewer Lateral Connection Lining and Repairs
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4287 to Robotic Sewer Solutions, Inc., a California-based company;
and Southwest Pipeline and Trenchless Corporation, a California-based
company, for sewer lateral connection lining and repairs;
2. Authorize the City Manager to negotiate and execute an agreement with Robotic
Sewer Solutions, Inc., for a total amount not to exceed $300,000 over a three-
year period, with future year funding contingent on Council budget approval.
3. Authorize the City Manager to negotiate and execute an agreement with
Southwest Pipeline and Trenchless Corporation, for a total amount not to exceed
$300,000 over a three-year period including a 6% increase in year 3, with future
funding contingent on Council budget approval.
Executive Summary
To assist in maintaining Santa Monica's 152 miles of sanitary sewer system pipelines,
the City contracts out trenchless sewer pipe lining and repair services. Three bids for
providing sewer lateral connection lining and repair services were received in response
to a City request for bids issued in June 2017. To ensure responsiveness and lower
costs, staff recommends splitting the bid award between Robotic Sewer Solutions, Inc.
and Southwest Pipeline and Trenchless Corporation. Robotic Sewer Solutions, Inc.
offered the best overall pricing, but requires a minimum of 24 hours’ notice for service
calls, while Southwest Pipeline and Trenchless Corporation offered the second best
pricing with a four-hour response time. In order to minimize sewage leaks and job costs,
both contractors would be awarded contracts to perform sewer pipe lining and repair
services not to exceed $300,000 over a three-year period. Jobs would be scheduled
based on contractor availability/response time, the severity of the leak(s) and cost.
Southwest Pipeline and Trenchless Corporation would be used for urgent jobs, while
Robotic Sewer Solutions would be used for routine repairs. Both contractors would
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serve to back up the other in case of availability issues.
Background
The City's Wastewater Division is responsible for the maintenance of 152 miles of
sanitary sewer system pipeline, which conveys approximately 14 million gallons of
wastewater per day to the Moss Avenue Pump Station located at 1623 Appian Way en
route to the City of Los Angeles' Hyperion Water Reclamation Plant in El Segundo for
treatment and disposal.
The Wastewater Division conducts periodic sewer line flushing and inspections and
responds to calls from the public regarding sanitary sewer system overflows. Using a
remote-controlled sewer line camera, staff can evaluate lines for breakages and clogs
due to root intrusion, corrosion, impacts, foreign debris and other causes. If a line is
found to be leaking or broken in the area where a sewer lateral, or house connection, is
located, depending on the severity, an internal sleeve or "top hat" may be installed to
seal the leaking portion of pipeline. If the "top hat" lining is successful, pipeline
excavation and replacement along with associated construction costs, exposure to the
sewer system and traffic impacts can be avoided.
Discussion
The number of line breaks requiring top hat installations can vary from year to year
depending on the amount of inspections performed and service calls received. Since
2016, the City has installed 60 top hats at a cost of $84,000. As the system ages, costs
may be expected to increase in the near term.
The City is currently updating its Sanitary Sewer Master Plan, which will provide an
evaluation of the current sewer system and establish a 10-year Capital Improvement
Program schedule for replacement of sewer pipelines. Staff expects to present the
updated plan to Council in September 2017. Replacing pipelines under the new 10-year
schedule established with the new Sanitary Sewer Master Plan may reduce sewer line
repair costs in future years.
3 of 5
Vendor Selection
On June 1, 2017, the City published Notices Inviting Bids to provide sewer lateral
connection lining and repairs in accordance with City specifications. The bid was posted
on the City's on-line bidding site, and notices were advertised in the Santa Monica Daily
Press in accordance with City Charter and Municipal Code provisions. A total of 944
vendors were notified and 21 vendors downloaded the bid. Three bids were received
and publicly opened on June 15, 2017, per Attachment A. Bids were evaluated based
on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver,
quality of product, and compliance with City specifications.
Robotic Sewer Solutions, Inc. provided the best overall pricing on top hat installations
and hourly repair rates for as-needed sewer line repairs, but requires a minimum of 24
hours’ notice to respond to repair requests. Robotic Sewer Solutions provided top hats
and sewer system spot repairs for the City in 2016 satisfactorily at a reasonable cost.
Southwest Pipeline and Trenchless Corporation provided the second best overall
pricing but can respond to urgent City requests within four hours. Southwest Pipeline
and Trenchless Corporation has provided top hat installation and repair services for the
City from 2008 to 2011 and 2014 to present satisfactorily at a reasonable cost.
In order to ensure the best combination of contractor availability for sewer line repairs to
minimize the impacts of sewer leaks while keeping costs under control, staff
recommends awarding contracts to both Robotic Sewer Solutions, Inc. and Southwest
Pipeline and Trenchless Corporation. For more severe leaks, an immediate response is
required (less than one day), while other minor jobs can be scheduled as a group with
one or more days notice. Price breaks may be achieved by scheduling five (22%
discount) and eleven or more (40% discount) top hat installations under one work order.
Southwest Pipeline and Trenchless Corporation would be used for urgent jobs, while
Robotic Sewer Solutions would be used for routine repairs. Both contractors would
serve to back up the other in case of availability issues.
Staff verified that the contractors’ licenses for Robotic Sewer Solutions, Inc. and
4 of 5
Southwest Pipeline and Trenchless Corporation (both General Engineering Contractor -
A) are active and in good standing. Based on these criteria, Robotic Sewer Solutions,
Inc. and Southwest Pipeline and Trenchless Corporation are recommended as the best
bidders to provide sewer lateral connection lining and repair services.
Financial Impacts and Budget Actions
The contract to be awarded to Robotic Sewer Solutions, Inc. is for an amount not to
exceed $300,000. Funds of $100,000 are available in the FY 2017-18 budget in the
Public Works Department and in the FY 2017-18 Capital Improvement Program budget.
The contract will be charged to the following accounts:
31661.555010 $75,000
C310628.589000 $25,000
Future year funding is contingent on Council budget approval.
The contract to be awarded to Southwest Pipeline and Trenchless Corporation is for an
amount not to exceed $300,000. Funds of $100,000 are available in the FY 2017-18
budget in the Public Works Department and in the FY 2017-18 Capital Improvement
Program budget. The contract will be charged to the following accounts:
31661.555010 $75,000
C310628.589000 $25,000
Future year funding is contingent on Council budget approval.
Prepared By: Kevin Nagata, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Bid Results - 4287 - Sewer System Repairs
5 of 5
B. Oaks Initiative Disclosure Form - Robotic Sewer Solutions
C. Oaks Initiative Disclosure Form - Southwest Pipeline and Trenchless Corp.
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Grinding, Cleaning, Specialty Cleaning, Derooting, etc will be on T & M rate. We propose to continue with similar procedures/billings as currently performing for City on previous contract. If multiple top hats in same line Southwest may reduce price. Pricing includes work in 8" pipe.
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i
t
i
o
n
s
of
f
e
r
e
d
6% Increase
18
P
e
r
i
o
d
4 (T
h
i
r
d
An
n
u
a
l
Re
n
e
w
a
l
Op
t
i
o
n
)
Q
U
E
S
T
I
O
N
0
3%
In
c
r
e
a
s
e
N
o
re
n
e
w
a
l
op
t
i
o
n
of
f
e
r
e
d
N
o
renewal option offered
19
P
e
r
i
o
d
5 (F
o
u
r
t
h
An
n
u
a
l
Re
n
e
w
a
l
Op
t
i
o
n
)
Q
U
E
S
T
I
O
N
0
3%
In
c
r
e
a
s
e
N
o
re
n
e
w
a
l
op
t
i
o
n
of
f
e
r
e
d
N
o
renewal option offered
GE
N
E
R
A
L
QU
E
S
T
I
O
N
S
PR
I
C
I
N
G
‐
SE
W
E
R
LA
T
E
R
A
L
TO
P
HA
T
IN
S
T
A
L
L
A
T
I
O
N
S
(I
N
C
L
U
D
E
S
TI
M
E
& MA
T
E
R
I
A
L
)
PR
I
C
I
N
G
‐
MIS
C
E
L
L
A
N
E
O
U
S
RE
P
A
I
R
S
(P
R
E
V
A
I
L
I
N
G
WA
G
E
AP
P
L
I
C
A
B
L
E
)
AD
D
I
T
I
O
N
A
L
PR
I
C
I
N
G
IN
F
O
R
M
A
T
I
O
N
,
PA
Y
M
E
N
T
TE
R
M
S
AN
D
RE
N
E
W
A
L
OP
T
I
O
N
S
Ho
f
f
m
a
n
So
u
t
h
w
e
s
t
Co
r
p
.
,
db
a
Ro
t
o
‐
Ro
o
t
e
r
;
Pr
o
f
e
s
s
i
o
n
a
l
Pi
p e Se
r
v
i
c
e
s
Ro
b
o
t
i
c
Se
w
e
r
So
l
u
t
i
o
n
s
,
In
c
.
S
o
u
t
h
w
e
s
t
Pipeline and Trenchless Corp
Wa
l
n
u
t
,
CA
L
a
Ca
n
a
d
a
,
CA
T
o
r
r
a
n
c
e
,
CA
REFERENCE:
CONTRACT NOS. 10515 &
10516
(CCS)