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CC - CONSENT ITEM: (1) Award of Contract in the Amount of $956,800 to Pipe Tech, Inc., as the Lowest Responsive and Responsible Bidder, for the Citywide Sewer Main CCTV and Condition Assessment (Phase I) Project, PZ-230; and (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $239,200.
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Meeting Date: November 11, 2024
Contact Person/Dept.: Hong Wang, Public Works Department/Engineering Division
Phone Number: (310) 253-5604
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (11/07/2024)
Department Approval: Yanni Demitri, Public Works Director / City Engineer (10/28/2024)
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RECOMMENDATION
Staff recommends the City Council (1) award a contract in the amount of $956,800 to Pipe Tech, Inc., as the lowest responsive and responsible bidder, for the Citywide Sewer Main CCTV and Condition Assessment (Phase I) Project, PZ-230; and (2) authorize the Public Works Director/City Engineer to approve change orders in an amount not-to-exceed $239,200.
BACKGROUND
As the City’s sanitary sewer collection system ages, the risk of potential failure increases. Issues of concern include collapse, tree root blockage, overflow, and other potential service interruptions. Closed circuit television (CCTV) inspection services are used to assess the condition of the sewer pipe systems and to identify and prioritize rehabilitation and maintenance projects. Sewer system condition assessment by CCTV is required by the City’s Sewer System Maintenance Plan (SSMP).
The City maintains 89 miles of sanitary sewers. Under this proposed work, about 50 miles of City sewer mains and about 1,200 manholes will be inspected and rated on their condition using industry established standards. The remaining sewer mains will be inspected in the upcoming years. The specifications for the project have been prepared by the Engineering Division staff.
The citywide sewer system was last inspected by video in 2010-2012. As a result of the inspection efforts, the City rehabilitated approximately 35 miles of sewer mains in subsequent years, especially those located in backyard easements. This has greatly reduced required maintenance and the occurrence of sewage overflow.
On May 28, 2024, the City Council approved the project plans and specifications and authorized staff to publish a Notice Inviting Bids.
DISCUSSION
A Notice Inviting Bids was published on Culver City PlanetBids website on September 19, 2024. Bid opening date was on October 17, 2024. Three contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1. Pipe Tech, Inc. $ 956,860
2. National Plant Services $2,097,001
3. Pipe and Plant Solutions, Inc. $3,375,400
Staff reviewed the bid documents and determined Pipe Tech, Inc. submitted the lowest responsive total base bid. The Engineer’s estimate for the project is $750,000. Staff reviewed the bid proposal from Pipe Tech, 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. Pipe Tech, Inc. has completed similar projects for the City of Los Angeles and other southern California cities with satisfactory performance.
A proposed construction contingency amount of $239,200 (25%) is requested for unforeseen conditions and to allow for additional sewer main inspection as identified by the City. The management of the project will be conducted by the Public Works Department / Engineering Division.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes funding for the City Sewer Main CCTV and Condition Assessment (Phase I) Project in the amount of $1,196,000 including contingency funds in the amount of $239,200 in CIP Project PZ-230 (Sewer Enterprise Fund - Sewer Local & Emergency Repair), which can be found in the Capital Improvements section of the budget in Fund 204 (Sewer Enterprise Fund) on page 477 of the budget book.
Project Budget
PZ-230 (Fund 204) $1,209,300
Estimated Project Expenses
Citywide Sewer Main CCTV Phase I, PZ-230 $ 956,860
Contingency (25%) $ 239,200
Total estimated expense: $1,196,060
ATTACHMENTS
None
MOTIONS
That the City Council:
1) Award a contract to Pipe Tech, Inc., as the lowest responsive and responsible bidder, for the Sewer Main CCTV and Condition Assessment (Phase I) Project, PZ-230, in the amount of $956,800;
2) Authorize the Public Works Director/City Engineer to approve change orders in the amount not-to-exceed $239,200,
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.