REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Master Agreements with National Plant Services, Inc., Pipe and Plant Solutions Inc., and Able Construction Group for As-Needed Sanitary Sewer Cleaning and Closed-Circuit Television Inspection Services for a Maximum Aggregate Amount Not-to-Exceed $5,000,000
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City’s sanitary sewer system consists of approximately 288 miles of sanitary sewer lines and 5,800 manholes. The Water and Sewer Utilities Department (Department) uses contractors to provide as-needed sanitary sewer cleaning and closed-circuit television (CCTV) inspection services to routinely assess the condition of the sanitary sewer lines and associated infrastructure to make informed decisions on maintenance, repairs, and potential replacement of the sanitary sewer lines.
The City’s agreements with the current service providers will expire on June 30, 2024.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal request for Request for Proposals (RFP) was conducted with the award recommendation based on “best value.”
In July 2023, staff issued the RFP for sanitary sewer cleaning and CCTV video inspection services. The RFP was published on the City’s e-procurement system, and five proposals were received from the following firms:
• Able Construction Group
• Cobabe Brothers Plumbing
• National Plant Services, Inc.
• Pipe and Plant Solutions, Inc
• Pro-Pipe
The proposals were evaluated and scored independently by a three-member evaluation team against the criteria and weights published in the RFP. Evaluation factors included company qualifications, experience, and capability to provide the services. The evaluation team determined National Plant Services, Inc., Pipe and Plant Solutions Inc., and Able Construction Group were the most qualified to provide sanitary sewer cleaning and inspection based on receiving the highest overall scores.
Staff recommends entering into a master agreement with each of the three highest rated companies. These companies will exclusively compete for work via a secondary competitive bid process, unless the nature of an emergency prevents competitive bidding. In such cases, awards will be made on a rotational basis. A work order, pursuant to the terms of the master agreement, will be issued to the lowest bid for each project.
Under the proposed agreements, the contractors will assess the internal condition of sanitary sewer lines using closed-circuit television. They will conduct CCTV video inspections in accordance with the Pipeline Assessment Certification Program (PACP) and Manhole Assessment Certification Program (MACP) administered by the National Association of Sewer Service Companies (NASSCO) to standardize the rehabilitation and assessment of underground structures. The Department will utilize the CCTV inspections to evaluate the sewer system and prioritize repair/improvement projects.
The term of the proposed master agreements is five years through June 30, 2029.
ENVIRONMENTAL REVIEW
The action being considered is categorized as a Class 1 Exemption under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(b) as it consists of maintenance of an existing publicly-owned utility with negligible or no expansion of existing or former use.
FISCAL IMPACT
Funding for the current agreement, which expires June 30, 2024, is appropriated in the Sanitary Sewer System Condition Assessment project in the Sewer Utility Capital Fund. Funding for the recommended next five-year term (July 1, 2024 through June 30, 2029) for the master agreements will be recommended as part of the FY 2024/25 and FY 2025/26 Proposed Capital Improvement Program Budget which will be brought forward for City Council approval in June 2024. The maximum aggregate amount of all work orders issued pursuant to the master agreements shall not exceed $5,000,000.
COORDINATION
This report has been coordinated with the Finance Department, the Department of Public Works, and the 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 beginning the Thursday evening before the Tuesday 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine the project to be categorically exempt from formal environmental review under CEQA pursuant to CEQA Guidelines Section 15301(b) (Class 1 - Existing Facilities);
2. Authorize the City Manager to execute master agreements with National Plant Services, Inc., Pipe and Plant Solutions Inc., and Able Construction Group to provide as needed sanitary sewer cleaning and CCTV inspection services for a five-year term starting on July 1, 2024 and ending on June 30, 2029, with a maximum aggregate amount not-to-exceed $5,000,000 for the three agreements, subject to the appropriation of funds and review and approval as to form by the City Attorney; and
3. Authorize the City Manager to take any actions as necessary to implement and administer the above agreements, including the secondary bid process outlined in the Report, and negotiate and execute amendments to such agreements to add or delete services consistent with the scope of services, subject to the appropriation of funds, the above maximum aggregate amount, and the review and approval as to form by the City Attorney.
Staff
Reviewed by: Gary Welling, Director, Water & Sewer Utilities
Approved by: Jovan Grogan, City Manager
Attachments
1. Agreement for Services - Able Construction Group, Inc.
2. Agreement for Services - National Plant Services, Inc.
3. Agreement for Services - Pipe and Plant Solutions, Inc.