City of Culver City, California
Agenda Item Report
Meeting Date: 02/22/2010 Item Number: C-8
CITY COUNCIL AGENDA ITEM: Award of a to Houston & Harris PCS, Inc. as the
Lowest Responsive and Responsible Bidder for the Sewer Main CCTV and
Condition Assessment (Phase I) Project, P-230
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [ ] Action Item: [ ] Attachments: [ ]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (2/17/10); (Telephone)
All bidders
Department Approval:
Charles D. Herbertson (02/10/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/17/10)
Chief Financial Officer Approval:
Mark Scott (by N. Kimball) (02/17/10)
City Manager Approval:
Mark Scott (02/17/10)
RECOMMENDATION:
Staff recommends that the City Council award a contract to Houston & Harris PCS,
Inc., as the lowest responsive and responsible bidder, for Sewer Main CCTV and
Condition Assessment (Phase I) Project, P-230.
BACKGROUND:
As the City’s sewer collection system ages the risk of potential failure increases.
Issues of concern include collapse, blockage, overflow, and other potential service
interruptions. In an effort to overcome these challenges, closed circuit television
(CCTV) inspection services are used to assess the condition of the sewer system
and to provide information to prioritize sanitary sewer projects for rehabilitation and
maintenance.
CCTV inspections are also used to monitor the long term performance and structural
condition of the sanitary sewer systems. A condition assessment by CCTV is now a
requirement in the City’s Sewer System Maintenance Plan (SSMP) under the City’s
discharge permit for its sanitary sewer system. Early detection of defects can
prevent failures that can be costly due to emergency repairs and clean up costs if
sewer overflows result. CCTV inspections are an ongoing program for the sanitary
sewer systems.
Under this contract, approximately 29 miles out of total 89 miles of City sewer mains
are scheduled to be cleaned, inspected, and rated based on National Association of
Sewer Service Companies’ standards.
City of Culver City, California
Agenda Item Report
DISCUSSION:
On February 4, 2010, the City Clerk’s Office staff publicly opened the bids. Six
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Houston & Harris PCS, Inc. $216,497
2 Performance Pipeline Technologies $226,559
3 Advanced Sewer Technologies $311,932
4 Nor Cal Pipeline Services $353,738
5 Empire Pipe Cleaning & Equipment, Inc. $445,525
6 National Plant Services, Inc. $687,104
Staff reviewed the 6 (six) sets of contractor bid documents and determined Houston
& Harris PCS, Inc. submitted the lowest bid amount. Staff reviewed the bid proposal
from Houston & Harris PCS, Inc. and found the bid documents responsive and
complete. Its bid bond, contractor’s license, and worker’s compensation insurance
were reviewed and determined to meet City requirements. Staff contacted the
references (Coachella Valley Water District, City of Santa Ana, and City of Fontana)
for Houston & Harris PCS, Inc. and all responded favorably towards the contractor.
Staff recommends awarding the CCTV inspection contract to Houston & Harris PCS,
Inc., as the lowest responsive and responsible bidder, for the Sewer Main CCTV and
Condition Assessment (Phase I), P-230
The contract management of the project will be conducted by Engineering Division
staff.
The proposed project will begin in April 2010 and is expected to be completed by
September 2010.
Public Outreach
Approximately one week prior to sewer cleaning and CCTV activity, the adjacent
businesses and residences will be provided with written information on the project
schedule and contact information for questions and/or concerns regarding the
project. In rare occasions, nighttime work may be required in order to
inspect/assess the pipeline condition accurately under low flow conditions.
FISCAL ANALYSIS:
The project is proposed to be funded with Sewer Enterprise Funds. City of Culver City, California
Agenda Item Report
Remaining Project Budget (as of 2/17/2010)
Funding Source Amount
Waste Water Enterprise Fund (20400230) $350,342
Total = $350,342
Estimated Project Expenses
Sewer Main CCTV and Condition
Assessment (Phase I), P-230
$216,497
10% project contingency $21,000
Total Estimated Project Expenses $237,497
Therefore, there are sufficient funds to cover the proposed contract.
MOTIONS:
That the City Council:
1) Award a contract to Houston & Harris PCS, Inc., as the lowest responsible and
responsive bidder, for the Sewer Main CCTV and Condition Assessment (Phase
I) Project, P-230, in the amount of $216,497; and,
2) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not to exceed $21,000 (10% contingency), if necessary; and,
3) Authorize the City Attorney to review/prepare the necessary documents; and,
4) Authorize the City Manager to execute such documents on behalf of the City.