REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Pipe and Plant Solutions, Inc. for Sanitary Sewer Main Assessment Phase II
Report
BACKGROUND
The City of Santa Clara’s Water and Sewer Utilities operates and maintains the City’s sewer collection system. This system serves the City’s customers and is an integral part of the basic services provided by the City. The March 21, 2013 settlement agreement between the City of Santa Clara and Northern California River Watch (NCRW) required the City to perform and complete a full condition assessment of all gravity sanitary sewer lines using the Pipeline Assessment Certification Program (PACP) administered by the National Association of Sewer Service Companies (NASSCO).
The NCRW settlement agreement has several components with multiple deadlines. A top priority was to complete the condition assessment of sewer mains within 150’ of waterways by the March 31, 2018 deadline. The assessment was completed before the deadline. Based on this assessment, the repair and replacement of all sewer mains with significant defects shall be repaired within three years of the determination that the sewer main is significantly defective, or by March 21, 2021, whichever comes first.
The final component of the agreement is to perform full condition assessment of all gravity sewer mains by March 21, 2021. This portion of the work is divided into five phases and this RFP is Phase II for the full assessment of the entire City gravity sewer mains. Staff is scheduled to complete the full condition assessment before the NCRW agreement deadline.
The scope of work under this contract consists of cleaning, assessing and grading approximately 42,600 feet of sanitary sewer mains throughout the City using the PACP rating system.
DISCUSSION
A formal Request for Proposal (RFP) selection process was utilized to solicit proposals from contractors to provide the required professional services. Two (2) proposals were received on May 4, 2018. The proposals were reviewed by an evaluation team consisting of Water and Sewer Utilities engineering, operations, and maintenance staff. The proposals were evaluated based on the firm’s relevant experience; understanding and approach to the project; project schedule; and overall quality, responsiveness and completeness of the proposal. Following the evaluation process, Pipe and Plant Solutions, Inc. (PPSI) was the higher ranked proposer.
The proposed agreement attached to this report includes a refined scope of services based upon negotiations with PPSI and the understanding of the work to be performed within the proposed fees. The scope of work generally includes: cleaning of all identified sanitary sewer mains, removal and disposal of solids and other debris from the sanitary sewer main lines and manholes, and performing a visual inspection to assess the condition of the sewer mains using PACP rating system.
Staff recommends entering into an Agreement for Services with Pipe and Plant Solutions, Inc. for the Sanitary Sewer Main Assessment Phase II project. This project aims to assist in prioritization of infrastructure rehabilitation/replacement by providing data regarding overall reliability of the wastewater collection system and satisfy the terms in the NCRW settlement agreement.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The proposed agreement is for an amount not to exceed $650,000. This amount includes $533,281 for Basic Services, a not to exceed amount of $66,300 for Additional Cleaning and Disposal, and a contingency of $50,419 for Additional Services. This project is currently budgeted in the existing Water and Sewer Utilities Capital project, Sanitary Sewer System Condition Assessment (594-1911).
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute the Agreement for Services with Pipe and Plant Solutions, Inc. for the Sanitary Sewer Main Assessment Phase II project for an amount not to exceed $650,000; and
2. Authorize the City Manager to make minor, non-substantive modifications if needed.
Staff
Reviewed by: Gary Welling, Director, Water and Sewer Utilities
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with Pipe and Plant Solutions, Inc. for Sanitary Sewer Main Assessment Phase II