HomeMy WebLinkAbout04.b. Review draft Position Paper to award a construction contract in the amount of $5,349,080 with National Plant Services, Inc. for as-needed District-wide Sewer Closed Circuit Television (CCTV) Inspection; and find the contract is exempt from the CaliPage 1 of 4
Item 4.b.
DCENTRALSAN
MEETING DATE: NOVEMBER 2, 2022
BOARD OF DIRECTORS
POSITION PAPER
DRAFT
SUBJECT: REVIEW DRAFT POSITION PAPER TO AWARD A CONSTRUCTION
CONTRACT IN THE AMOUNT OF $5,349,080 WITH NATIONAL PLANT
SERVICES, INC. FOR AS -NEEDED DISTRICT -WIDE SEWER CLOSED
CIRCUIT TELEVISION (CCTV) INSPECTION; AND FIND THE CONTRACT
IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT
SUBMITTED BY: INITIATING DEPARTMENT:
JASON DEGROOT, SENIOR ENGINEER OPERATIONS -COLLECTION SYSTEM -FIELD
OPERATIONS
REVIEWED BY: PAUL SEITZ, COLLECTION SYSTEM OPERATIONS DIVISION MANAGER
STEVE MCDONALD, DIRECTOR OF OPERATIONS
ISSUE
On October 13, 2022, three sealed bids were received and opened for the as -needed District -wide Sewer
Closed Circuit Television (CCTV) Inspection contract. The Board of Directors (Board) must award the
contract or reject the bids within 50 days of the bid opening. Authorization is also required for the General
Manager to execute the Contract Documents subject to submittal requirements.
BACKGROUND
Central San began the Sewer CCTV Inspection Program in 2002. The program goal is to assess the
condition of the collection system on a ten-year cycle using CCTV inspection. Approximately 150 miles of
pipe ranging from 4-inches to 102-inches are inspected each year. The video and data that is collected is
used by the Collection System Operations Division (CSOD) to identify pipes in need of urgent repair or
cleaning. I n addition, the Capital Projects Division uses the information for prioritizing sewer line
replacement projects.
Staff prepared the specifications and bid documents for the contract. The Engineer's estimate was
$1,000,000 per year with an optional extension of four additional one-year periods totaling $5,000,000.
The project was advertised on September 22 and 29, 2022. Three sealed bids ranging from $1,069,816
to $4,796,250 were received and publicly opened on October 13, 2022.
Staff reviewed the bids and determined that National Plant Services Inc. was the lowest responsive
and responsible bidder with a bid amount of $1,069,816. A summary of bids received is shown in
Attachment 1. Central San will have the option to extend the contract for four additional one-year periods.
November 2, 2022 EOPS Regular Committee Meeting Agenda Packet - Page 7 of 22
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California Environmental Quality Act (CEQA): Staff has concluded that this project is exempt from
CEQA under Central San's CEQA Guidelines, Section 15262 since it will provide information for design
of sewer improvements and will not have a legally binding effect on later activities. Approval of this project
will establish the Board's independent finding that this project is exempt from CEQA.
ALTERNATIVES/CONSIDERATIONS
1. Reject all bids and complete the work using District staff. Under the contract, three, two -person
crews are used to complete the required footage. CSOD staff evaluated the cost of hiring three
crews to complete the work in-house versus contracting with an outside vendor. A crew consists of
one maintenance crew leader, and one maintenance crew member. The estimated annual labor cost
is $340,000 per crew, or a total cost of $1,020,000 for three crews before adding the cost of the
CCTV truck. Based on this information, CSOD staff determined it would be more economical to
proceed with the proposed contract. CSOD staff will continue to monitor costs and re-evaluate
performing the work in-house in five years.
2. Reduce the number of miles of pipeline inspected. As stated above, since 2002 Central San has
had a goal to inspect all gravity sewer pipelines on a ten-year cycle, and committed to this goal in the
River Watch Settlement Agreement. Also, the completed benchmarking study demonstrated that
Central San's goal of ten -percent system inspection was within the median of California agencies
surveyed. No change is recommended at this time. However, the proposed contract is written such
that, if Central San wanted to modify the quantities stated in the contract during the five-year duration,
changes could be made within a certain range (50-percent reduction or to a 150-percent increase)
with no impact to the unit cost prices.
FINANCIAL IMPACTS
Approximately $1,069,816 per year with the option to extend for four additional one-year periods, totaling
$5,349,080 for five years.
Funds are available in the CSOD budget. Currently, the fiscal year budget is $850,000 and will be
increased to $1,100,000 next fiscal year.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this subject at the meeting on November 2, 2022,
and recommended
RECOMMENDED BOARD ACTION
Staff recommends the following Board actions:
1. Find that the contract is exempt from CEQA;
2. Award a contract in the amount of $1,069,816 for the District -wide Sewer CCTV Inspection to the
lowest responsive and responsible bidder National Plant Services, Inc.;
3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements;
and
4. Authorize the General Manager to extend the contract up to a total of five years for a total amount of
$5,349,080, and include up to a ten -percent contingency.
November 2, 2022 EOPS Regular Committee Meeting Agenda Packet - Page 8 of 22
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Strategic Plan Tie -In
GOAL TWO: Environmental Stewardship
Strategy 1 - Achieve compliance in all regulations
GOAL SIX. Infrastructure Reliability
Strategy 1 - Manage assets optimally
ATTACHMENTS:
1. Summary of Bids
November 2, 2022 EOPS Regular Committee Meeting Agenda Packet - Page 9 of 22
Page 4 of 4
ATTACHMENT 1
DISTRICT -WIDE SEWER CCTV INSPECTION PROJECT
SUMMARY OF BIDS
PROJECT NO.: N/A NO. OF ADDENDA: 0 DATE/TIME: OCTOBER 13, 2022/1:00 PM
PROJECT NAME: DISTRICT -WIDE SEWER CCTV INSPECTION PROJECT
PROJECT MANAGER: JASON DEGROOT
PROJECT LOCATION: 5019 IMHOFF PLACE. MARTINEZ. CALIFORNIA
ENGINEER'S ESTIMATE: $1.000.000/YEAR
NO.
BIDDER
BID PRICE
National Plant Services, Inc.
$1,069,816
Long Beach, CA 90813
2
Coastline Water Resources, Inc.
$1,708,140
Roseville, CA 95678
3
RedZone Robotics, Inc.
$4,796,250
Warrendale, PA 15086
BIDS OPENED BY /s/ Katie Young
DATE: 10/13/2022
November 2, 2022 EOPS Regular Committee Meeting Agenda Packet - Page 10 of 22