City of Culver City, California
Agenda Item Report
Meeting Date: 09/23/2013 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Award of a Contract to Houston and Harris PCS
Inc., as the Lowest Responsive and Responsible Bidder, for the Sewer Main CCTV
and Condition Assessment (Phase II) Project, PZ-230 and Storm Drain Pipe
Inspections, PZ-497 in an Amount Not-to-Exceed $218,400.56 (with Contingency
Authority Not-to-Exceed $22,000).
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [x] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (09/17/13); (E-Mail);
Houston &Harris, Empire Pipe Cleaning and Equipment, National Plant Services, and
Hoffman Southwest Corp dba Pro-Pipe (09/18/13)
Department Approval:
Charles D. Herbertson (09/11/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/16/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (09/17/13)
City Manager Approval:
John M. Nachbar (09/17/13)
RECOMMENDATION:
Staff recommends the City Council award a contract to Houston and Harris PCS
Inc., as the lowest responsive and responsible bidder, for the Sewer Main CCTV and
Condition Assessment (Phase II) Project, PZ-230 and Storm Drain Pipe Inspections,
PZ-497 in an amount not-to-exceed $218,400.56 (with contingency authority not-to-
exceed $22,000).
BACKGROUND:
On June 24, 2013, the City Council approved the project plans and specifications
and authorized staff to publish a Notice Inviting Bids for Sewer Main CCTV and
Condition Assessment (Phase II) Project, PZ-230 and Storm Drain Pipe Inspections,
PZ-497.
As the City’s sewer collection and storm drain systems age, the risk of potential
failure increases. Issues of concern include collapse, blockage, and root intrusion
which could cause overflow and other potential service interruptions. In storm
drains, the potential for unpermitted underground connections exist that may
contribute to storm drain, creek, and ocean pollution. In an effort to overcome these
challenges, closed circuit television (CCTV) inspection services are used to assess
the condition of the sewer and storm drain systems to identify unpermitted
connections to the storm drain system and to prioritize sanitary sewers and storm
drains for rehabilitation and maintenance. CCTV inspections are also used to
monitor the long term performance and structural condition of the sanitary sewer and
storm drain systems. Sewer system condition assessment by CCTV is required by City of Culver City, California
Agenda Item Report
the City’s Sewer System Maintenance Plan (SSMP), and storm drain CCTV
inspection is required by State storm water regulations. Early detection of defects
can prevent failures which can be costly due to emergency repairs and cleanup if
sewer overflows result.
The City maintains 90 miles of sanitary sewers and 8 miles of City-owned storm
drains. In Fiscal Year 2010/2011, approximately 35 miles of sanitary sewer mains
were cleaned and inspected. Under this proposed work, an additional 25 miles of
City sewer mains and 4 miles of City-owned storm drain lines would be cleaned,
inspected, and rated on their condition using industry established standards.
DISCUSSION:
On August 8, 2013, the City Clerk’s Office staff publicly opened bids. Four
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Houston and Harris PCS Inc. $218,400.56
2 Empire Pipe Cleaning and Equipment $235,700.82
3 National Plant Services $247,462.36
4 Hoffman Southwest Corp dba Pro-Pipe $467,990.00
Staff reviewed the four sets of contractor bid documents and determined Houston
and Harris PCS Inc. submitted the lowest responsive total base bid. Staff reviewed
the bid proposal from Houston and 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.
Houston and Harris PCS Inc. has completed one similar project for the City of Culver
City in 2011 with satisfactory performance.
The construction management of the project will be conducted by Engineering
Division staff.
Should the City Council award the contract this evening, the proposed pipe cleaning
and inspection project will begin in late 2013 and is expected to be substantially
completed in mid-2014.
Public Notification
Approximately two weeks prior to pipe cleaning and inspection activity, the adjacent
businesses and residences will be provided with written information on the project
schedule and contact information for questions and/or concerns.
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
The project is funded with Sewer Enterprise Funds (PZ-230 Sewer Main) for the
sewer pipes and General Funds (PZ-497 Storm Water Discharge Program/NPDES)
for the storm drain pipes:
Proposed Project Budget
Funding Source Amount
PZ-230 Sewer Local and Emergency
Repairs (Fund 204)
$202,000
PZ-497 Storm Water Discharge
Program/NPDES (Fund 420)
$60,000
Total = $262,000
Estimated Project Expenses
PZ-230 Sewer Main CCTV Phase II $173,490
PZ-497 Storm Drain Inspection
Services
$44,910
Subtotal for Houston and Harris’s
contract
$218,400
10% project contingency $22,000
Total Estimated Project Expenses $240,400
The balance of funds remaining in both project accounts will be budgeted for other
projects.
MOTIONS:
That the City Council:
1) Award a contract to Houston and Harris PCS Inc. as the lowest responsive and
responsible bidder, for the Sewer Main CCTV and Condition Assessment (Phase
II) Project, PZ-230 and Storm Drain Pipe Inspections, PZ-497, in the amount of
$218,400.56 (with contingency authority not-to-exceed $22,000); and,
2) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $22,000, 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.