HomeMy WebLinkAbout25B - AGMT - CLOSED CIRCUIT TV INSPECTION OF SEWERREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 15, 2013
TITLE:
AGREEMENT WITH HOUSTON & HARRIS
PCS, INC., FOR CLOSED CIRCUIT
TELEVISION INSPECTIQN OF SANITARY
SEWER SERVICES ,
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1" Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with Houston & Harris
PCS, Inc., subject to non-substantive changes approved by the City Manager and City Attorney, to
provide closed circuit television inspection of sanitary sewer services, in an amount not to exceed
$400,000.
DISCUSSION
Santa Ana's sanitary sewer collection system is comprised of approximately 390 miles of sewer
mains, two sewer lift stations, 48,500 sewer laterals, and 8,000 sewer manholes that are used to
convey all sewer effluent from the city into the Orange County Sanitation District system. In
accordance with the City's Sewer System Management Plan and the State's waste discharge
requirements, the City must inspect, assess, and maintain the sanitary sewer system in good repair.
Closed circuit television (CCTV) technology is used to assess the condition of sewer mains and
sewer manholes, and to identify infrastructure system deficiencies. In the past, the City has used
consulting firms to provide CCTV inspection of sanitary sewer facilities. The proposed contract for
sewer CCTV inspection will provide for inspection of approximately 71 miles of pipeline (18 percent of
the system). The project budget is set at $400,000.
A Request for Proposals for CCTV inspection of sanitary sewer services was advertised and sent to
six firms. Five proposals were received and evaluated by a five-member selection committee. Three
firms scored above the minimum acceptable score of 70. The sealed fee envelopes were opened
and analyzed for all firms with a score above 70. Listed below are the responding firms and their
respective scores.
25B-1
Agreement with Houston & Harris PCS, Inc.
July 15, 2013
Page 2
Company Name Location
Houston & Harris PCS, Inc. Grand Terrace
Innerline Engineering Corona
National Plant Services, Inc. Long Beach
Tunnelworks Services, Inc. Whittier
Nor-Cal Pipeline Services Long Beach
95
90
84
64
49
Proposal Fee
$298,300.00
$298,000.00
$318,500.00
Not Open
Not Open
Houston & Harris PCS, Inc., was selected as the top-rated firm. Their proposal was complete and
includes all the work required to clean and inspect sewer mains and sewer manholes. Their work
includes traffic control, diversion of sewage flow where needed, root cutting where required, disposal
of sewage-cleaning waste, and data processing to provide and meet the City's requirements.
The bid pricing was based on cost per linear feet of sewer (300,000), and per manhole (1,000)
inspection. Based on the bids received, staff anticipates an additional 80,000 linear feet of sewer and
600 manhole inspections will be completed within the $400,000 budgeted for this project. Staff
recommends that Houston & Harris PCS, Inc., be retained for this project. This firm is well qualified
and reputable, and possesses vast experience on similar types of projects.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available in the Sanitary Sewer Service Fund (Account No. 05617640-62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
r r--
Raul Godinez II, P Francisco Gutierrez
Executive DirectorY Executive Director
Public Works Agency Finance & Management Services Agency
RG/NS
Exhibit: 1. Contract Agreement
Total Score M)
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SERVICE AGREEMENT
THIS AGREEMENT made and entered into this 15'h day of July, 2013 by and between Houston-
Harris PCS, Inc., a California corporation (hereinafter "Contractor"), and the City of Santa Ana, a charter
city and municipal corporation organized and existing under the Constitution and laws of the State of
California (hereinafter "City").
RECITALS
A. The City desires to retain a contractor having special skill and knowledge in the field of cleaning,
inspecting and video-taping sanitary sewer mains.
B. Contractor represents that it is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this Agreement
will be performed in compliance with such standards as may reasonably be expected from a
professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms
and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform those services as set forth in City's Request for Proposal # 13-020 for
Closed Circuit Television (CCTV) Inspection of Sanitary Sewers, attached hereto as Exhibit A and
Contractor's Proposal dated May 30, 2013, attached as Exhibit A-1. All Exhibits shall be incorporated to
this Agreement by this reference.
2. DELIVERY OF WORK PRODUCT - OWNERSHIP
Contractor warrants and represents that it has the absolute right to enter into and perform this
Agreement and will perform its obligations hereunder in accordance with standards and practices
prevailing in the industry. Contractor's contribution to the Project, including works to be produced by
Contractor hereunder, will not infringe or misappropriate the proprietary or personal rights of any third
person or party. Contractor shall deliver to City any work product which results from the services
provided. Said work product shall be submitted in hard copy and produced in a form compatible with
City's information systems, as agreed between the Project Manager and Contractor.
3. COMPENSATION
a. City agrees to pay and contractor agrees to accept as total payment for its services, the rates and
charges set forth in Contractor's fee schedule, attached hereto as Exhibit B and incorporated by reference.
The amount to be expended for services shall not exceed Four Hundred Thousand Dollars ($400,000.00)
annually during the term of this agreement.
b. Invoices
1. The contractor shall submit a monthly invoice by the fifteenth of the month to the City for
the services rendered in the prior month.
Exhibit 1
25B-3
2. All invoices for work performed under this contract shall be submitted in a format approved
by the City. Invoices shall include the following information at a minimum
i. Contractor's invoice number
ii. Beginning and ending dates for services
iii. City project number and/or name (if applicable)
iv. Work site address/location (if applicable)
v. Unit cost, subtotals and total for invoice
c. Payment by City shall be made within sixty (60) days following receipt of proper invoice,
subject to City accounting procedures. Payment need not be made for work which fails to meet the
standards of performance of a professional parking control enforcement services.
d. Price Adjustments
The parties may annually agree to an adjustment of charges (not to exceed 2%) commencing at
the end of the first year of the agreement, utilizing the month of December statistics and supporting
documentation. The index which will be used for determining adjustments to services charges shall be the
most recent December Consumer Price Index (CPI) for All Urban Consumers for Los Angeles-Anaheim-
Riverside CMSA, published by the United States Department of Labor Bureau of Labor Statistics or any
relevant successor for the Orange County area.
e. Extra Work
No new work of any kind shall be considered an extra unless a separate estimate is given for said
work and the estimate is approved by the City in writing before the work is commenced. The contractor
will be required to provide detailed information of such extra work. Documentation of contract
compliance may be required on some occasions. Work performed prior to obtaining written approval of
the City shall not be included within the Scope of Work and may not be paid.
4. TERM
This Agreement shall commence on the date first written above and terminate on June 30, 2014,
unless terminated earlier in accordance with Section 14, below. This Agreement may be renewed for up
to three additional one-year periods upon the written agreement of the parties. The term of this
Agreement may be extended upon a writing executed by the Executive Director of Public Works and the
City Attorney.
5. CITY OBLIGATIONS
City shall provide Contractor with all records in the possession of City which will be of assistance
to Contractor in the performance of this Agreement.
6. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent
contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to
create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise
discretion or control over the professional manner in which Contractor performs the services which are
the subject matter of this Agreement; however, the services to be provided by Contractor shall be
provided in a manner consistent with all applicable standards and regulations governing such services.
Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and
similar taxes relating to employees and shall be responsible for all applicable withholding taxes.
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7. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and
shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Contractor shall maintain commercial general
liability insurance which shall include, but not be limited to protection against claims arising from bodily
and personal injury, including death resulting therefrom and damage to property, resulting from any act or
occurrence arising out of Contractor's operations in the performance of this Agreement, including,
without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following:
single limit coverage applying to bodily and personal injury, including death resulting therefrom, and
property damage, in the total amount of $1,000,000 per occurrence, $2,000,000 in the aggregate. Such
insurance shall be endorsed to (a) name the City, its officers, employees, agents, volunteers and
representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or
self-insurance programs maintained by the City; and (c) contain standard separation of insureds
provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single limit of
not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and
non-owned automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the
Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for
worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work
under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with
limits not less than $1,000,000 per accident.
d. The following requirements apply to the insurance to be provided by Contractor pursuant to
this section:
(i) Contractor shall maintain all insurance required above in full force and effect for
the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty (30)
days prior written notice to the City.
e. If Contractor fails or refuses to produce or maintain the insurance required by this section or
fails or refuses to furnish the City with required proof that insurance has been procured and is in force and
paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such
termination shall not effect Contractor's right to be paid for its time and materials expended prior to
notification of termination. Contractor waives the right to receive compensation and agrees to indemnify
the City for any work performed prior to approval of insurance by the City.
8. INDEMNIFICATION
To the fullest extent permitted by law, Contractor shall indemnify, defend and hold harmless
City, its officers, agents and employees (collectively, the "indemnified parties") from and against any and
all claims (including, without limitation, claims for bodily injury, death or damage to property), demands,
obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs
25B-5
and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind
and nature whatsoever (individually, a claim; collectively, "claims"), which may arise from or in any
manner relate (directly or indirectly) to any work performed or services provided under this contract
(including, without limitation, defects in workmanship and/or materials) or Contractor's presence or
activities conducted performing the work (including the negligent and/or willful acts, errors and/or
omissions of Contractor, its principals, officers, agents, employees, vendors, suppliers, contractors,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be
liable for any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require
Contractor to indemnify the indemnified parties from any claim arising from the sole negligence or
willful misconduct of the indemnified parties. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation
upon the amount of indemnification to be provided by the contractor.
9. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is
reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or
disclose such information except in the performance of this Agreement, and further agrees to exercise the
same degree of care it uses to protect its own information of like importance, but in no event less than
reasonable care. "Confidential Information" shall include all nonpublic information. Confidential
information includes not only written information, but also information transferred orally, visually,
electronically, or by other means. Confidential information disclosed to either party by any subsidiary
and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and
nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources;
(b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful
possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by
operation of law; or (e) is independently developed by the Contractor without reference to information
disclosed by the City.
10. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
11. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall
be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or
certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner
provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
telefacsimile (714) 647-6956
With courtesy copies to:
Public Works Agency
4
25B-6
City of Santa Ana
220 S. Daisy Avenue, Bldg A (M-85)
Santa Ana, California 92703
telefacsimile (714) 647-3345
Attn: Water Resources Manager
and
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
To Contractor: Houston-Harris PCS, Inc.
21831 Barton Road
Grand Terrace, California 92313
Attn: Pam Houston
A party may change its address by giving notice in writing to the other party. Thereafter, any
notice shall be addressed and transmitted to the new address. If sent by mail, any notice, tender, demand,
delivery, or other communication shall be effective or deemed to have been given three (3) days after it
has been deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by facsimile, any notice, tender, demand, delivery, or other
communication shall be effective or deemed to have been given twenty-four (24) hours after the time set
forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth
above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays
shall be excluded.
12. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event
of a conflict between the terms of this Agreement and any attachments hereto, the terms of this
Agreement shall prevail. This Agreement may not be modified except by written instrument signed by
the City and by an authorized representative of Contractor. The parties agree that any terms or conditions
of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and
conditions hereof, shall not bind or obligate Contractor nor the City. Each party to this Agreement
acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have
been made by any party, or anyone acting on behalf of any party, which are not embodied herein.
13. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written
consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior
written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit
the City's ability to have any of the services which are the subject to this Agreement performed by City
personnel or by other consultants retained by City.
25B-7
14. TERMINATION
The City reserves the right to terminate the contract as follows:
a. In the event Contractor fails or refuses to timely perform any of the provisions of this
agreement in the manner required, or if Contractor violates any provision of this agreement, Contractor
shall be deemed in default. City shall provide written notice of such default to Contractor's project
manager. Contractor shall cure said default within a period of two (2) working days. If such cure is not
completed in a timely manner, City may assess liquidated damages or terminate the agreement forthwith
by giving written notice to Contractor's project manager. City may, in addition to the other remedies
provided in this agreement or authorized by law, terminate this agreement by giving written notice of
termination. Contractor shall be responsible for all costs incurred by City, including replacement costs of
equipment and labor required to provide service during Contractor's default. In the event of such
termination for cause, City shall pay Contractor that portion of compensation specified in the agreement
that is earned and unpaid prior to the effective date of termination. Contractor shall not be entitled to any
compensation for lost profits it terminated for cause.
b. This agreement may be terminated without cause by City upon thirty (30) days written notice
delivered to the Contractor either personally or by mail. Upon termination, City shall pay to Contractor
that portion of compensation specified in the agreement that is earned and unpaid prior to the effective
date of termination.
c. In addition to, or in lieu of, remedies provided in this agreement or pursuant to law, City shall
have the right to withhold all or a portion of Contractor's compensation for contract services if, in the
judgment of the City, the level of service falls below appropriate standards and/or Contractor fails to
satisfactorily perform contract services. City shall have the right to retain funds withheld until the City
determines that contract services are performed as well and as frequently as required by this agreement.
15. CONTRACTOR OPTION FOR TERMINATION
The Contractor may request termination of the contract when conditions during the contract make
it impossible to perform or when prevented from proceeding with the contract by act of God, by law or
official action of a public authority or in the event on nonpayment by the City. Such request will require
one-hundred eighty (180) days written notice prior to contract termination date requested. In the event of
nonpayment of undisputed sums by the City, Contractor shall give the City thirty (30) working days to
cure the alleged breach.
16. EMPLOYMENT OPPORTUNITIES FOR SANTA ANA RESIDENTS
Contractor shall solicit and advertise employment opportunities to Santa Ana residents. The City
shall inform the Contractor of areas to publicize recruitment opportunities, such as work centers and
community centers. Such effort and procedure will be provided to the City for review.
17. DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual
orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the
recruitment, selection, training, utilization, promotion, termination or other employment related activities.
Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal,
state and local laws and regulations.
25B-8
18. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined
and governed by the laws of the State of California. Both parties further agree that Orange County,
California, shall be the venue for any action or proceeding that may be brought or arise out of, in
connection with or by reason of this Agreement.
19. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits,
approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by
the laws and regulations of the United States, the State of California, the City of Santa Ana and all other
governmental agencies. Contractor shall notify the City immediately and in writing of her inability to
obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be
cause for termination of this Agreement.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority
and right to bind their respective parties to each of the terns of this Agreement, and shall indemnify City
fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such
authority or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the
body of this Agreement.
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25B-9
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above
written.
ATTEST:
CITY OF SANTA ANA
MARIA D. HUIZAR KEVIN O'ROURKE
Clerk of the Council Acting City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO CONTRACTOR
City Attorney
HOUSTON-HARRIS P.C.S., INC.
By:
Laura Sheedy
Assistant City Attorney
PAMELA D. HOUSTON
President
RECOMMENDED FOR APPROVAL:
RAUL GODINEZ II, P.E.
Executive Director
Public Works Agency
25B-10
A. SEWER CLEANING:
EXHIBIT A
All sewers shall be cleaned within 24 hours prior to CCTV inspection except as directed otherwise by the
Engineer. Cleaning shall include removal of grease, roots, debris and other obstructions to facilitate the
CCTV inspection. All costs associated with the cleaning of sewers and sewer manholes shall be borne by
the contractor. These borne expenses include and are not limited to water usage, and fees related to
obtaining and securing a hydrant water meter from the City. Contractor shall return water hydrant meter
to the City on an annual basis.
The contractor firm shall use the appropriate nozzle or cutter head, (i.e. high velocity, water jet, root
cutter, etc.), to accomplish the cleaning as required for that particular reach of sewer. Cleaning methods
shall be employed to sufficiently clean the pipe so the camera can pass and can fully ascertain and
document the structural and operational condition of the pipe. Any costs associated with CCTV
inspection work that is necessitated by the contractor's failure to sufficiently clean the main shall be borne
entirely by the contractor.
The contractor shall use a tablet PC with infraMAP® software, supplied by the City, to record the
location of the cleaning operation and the conditions encountered for each section of sewer main that is
cleaned. The contractor shall be trained by the City in the use of infraMAP& At the end of each day that
work was performed, the contractor shall synchronize the tablet PC with the City's databases at the City
Corporate Yard facilities. The tablet PC shall be delivered along with the digital video, logs and other
materials when a designated areaof work has been completed. The City reserves the right to use both the
comprehensiveness and completeness of the cleaning reports along with the cleanliness of the pipe as
evidenced by the supplied video to ascertain whether the pipe was cleaned sufficiently. Any costs
required to re-clean either an unreported or an insufficiently cleaned main shall be borne entirely by the
Contractor.
B. TELEVISION INSPECTION:
1. The contractor shall visually inspect, digitally encode video in WMV format (or another format if
mutually agreed upon) and provide digital logs, in PDF format, of all inspected City of Santa Ana, PWA
RFP - Closed Circuit Television (CCTV) Inspection of Sanitary Sewer Mains sewers. The log and video
formats shall be approved by the City prior to commencement of work. Only portable hard drives and
flash drives are accepted as specified on item #4.
2. The contractor shall use equipment specially designed and constructed for sewer inspection and video
recording. The camera must have light sources of suitable illumination output to provide a clear picture of
the entire periphery of pipe. The camera must be able to be rotated to a position that will assure that the
total periphery of the sewer is in focus at all times, regardless of the diameter of the pipe being inspected.
The camera, transport system, and other components of the video system shall be capable of producing a
picture adequate for the purposes of the inspection as stated herein. The adequacy of the proposed
equipment, resulting video and the assessment logs shall be demonstrated to the City, if so requested,
prior to award of contract. The cost of such demonstration shall be borne by the Contractor.
3. A cable footage counter, accurate to within one (1) foot in 1000 feet, shall be used and shall be
indicated on the monitor and recorded on the video. The date of inspection, continuous forward and
reverse readout of camera distance from referenced access hole, the upstream and downstream manhole
with an arrow indicating flow direction (or the database number, run number and direction of flow), the
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size of the pipe, the name of the street, the time of day and the project or location name as supplied by the
City shall be displayed continuously on the monitor and recorded on the video. The color of the overlay
information shall be adjusted so that it remains legible throughout the run. The footage relative to the
center of the manhole at the start of each run shall be set to accurately reflect a center of manhole starting
position of 0.00 feet regardless of where along the pipe and at what footage the run begins.
4. Digitally encoded video shall be compressed with the WMV format with settings specified by the City.
Digital video shall be supplied to the City on stand-alone, hard disk drive systems with plug-and-play
capable USB connections. Digital video files, Microsoft Access Database files, PDF report files and disk
directory naming conventions on Contractor-supplied hard disk systems shall be approved by the City
prior to the commencement of work. All disks and related components will become property of the City
and shall be included in the unit pricing for producing digital sewer video.
5. Every sewer main assessment shall begin with a view of the open manhole and shall proceed
uninterrupted in the downstream direction with the insertion of the camera into the manhole with the
subsequent sewer main assessment. Recording of video against the flow or passing through interim
manholes will only be allowed with prior approval of the City or when it can be shown that conditions
made it unfeasible to lift an interim manhole cover or to record with the flow.
6. CCTV inspection, monitoring and recording shall only be performed by technicians that are NASSCO
certified with a minimum of two years prior experience. The contractor shall furnish qualification details
and sample video for each technician so that their involvement in the project can be approved by the City
prior to the commencement of work. The use of a video technician not approved by the City will be
considered sufficient cause for the rejection of any related work and any costs associated with rc-
inspecting shall be at the Contractor's expense.
7. During inspection, the operating technician shall, along with an audio record of conditions, log a
computerized assessment of the recorded sewer. This assessment shall include the location of all laterals,
indicated infiltration, cracks, deflected joints, collapsed sections, ex-filtration, misalignment, roots,
deposits, and other conditions or data pertinent to the physical condition of the sewer.
8. The computerized format shall be provided as a separate Microsoft Access database file for each
quantity of digital video specified by the City. The contractor shall provide copies of the logs to the City
in PDF format. The Microsoft Access database shall include the following:
a) An inspection table listing each run number, the name of the operator, the inspection date,
weather conditions, City supplied (the next sequential) database number, address or
intersection of the starting manhole, direction of the inspection with respect to the flow,
sewer number as supplied by the City, material (VCP, PVC, etc.), diameter of the sewer,
length of the sewer, starting manhole ID number and the ending manhole ID number.
b) An assessment table listing the run number, starting and ending footage of every observation,
applicable assessment code, assessment code translation, additional remarks, starting and
ending clock positions of observations where applicable.
c) Tabular formats (table names, column names and data types, etc.) shall conform to
specifications approved by the City.
9. The contractor shall submit the aforementioned video, and electronic reports summarizing all defects
and conditions specified above to the City within 15 calendar days of completion of task. In addition, the
contractor shall retain copies of both the digital video and logs, for a term no less than that specified for
the agreement and shall make additional copies available to the City if the copies originally delivered to
the City are found to be either defective or incomplete. Upon acceptance of the agreement, the contractor
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acknowledges that given the quantity of video to be provided and the time it will take for the City to
review the video after delivery that the City's request for replacement data or video may not be timely
10. Databases shall be numbered in sequential order with any deliverable video recording reflecting the
same unique number differentiating each video. The starting database number will be specified by the
City at the beginning of the contract. Barring any notifications by the City to the Contractor of changes to
the sequence number, the contractor will be required to keep track of the next sequential number and use
it on the electronic database files. The City will notify the Contractor of any changes to the sequence
number prior to requesting additional work.
11. Prior to the commencement of work, the City shall provide the contractor a tablet PC equipped with
infraMAP® software. Through the use of the infraMAP® software the contractor will have access to the
complete sewer system maps and data including but not limited to: manhole ID numbers, sewer main ID
numbers, street names and sewer main attributes. The City, through the infraMAP® software, will
designate the locations that are to be inspected. Use of the infraMAP® software by the contractor is
required. The City shall train the contractor in the use of infraMAP® as it relates to the documentation of
sewer cleaning and inspection activities.
12. If the contractor encounters conditions in the field that do not correspond to those indicated on the
maps, the contractor shall promptly inform the City of the discrepancy. If manholes or terminating
cleanouts are encountered that are not shown on the maps, the contractor shall use the next available
manhole number as shown on the maps for the video assessment and indicate the location where the
manhole was found. The City will incorporate those changes into the maps. The contractor will be
required to synchronize the tablet PC daily to ensure that both the City and the contractor have the most
up to date information. When the contract is completed the contractor will be required to return the tablet
PC to the City. The use of non-standard or incorrectly numbered manholes by the contractor in either the
database or on the video overlay as shown on the digital video is cause for rejection of both the digital
video and the database in which it is referenced and any costs associated with re-videoing of the main,
modifications to the video overlay or rectification of the database that are necessitated by the Contractor's
failure to use designated naming conventions will be borne entirely by the contractor.
13. Any digital media delivered to the City shall be labeled with the following information:
a) Street name or location of sewer main and or sewer manhole if not in a City street, and limits
of inspection for the sewer reach included; (e.g., McFadden Avenue sewer between Grand
and Standard) or the task name given by the City.
b) Date of inspection.
c) Database number
14. All digital reports shall be in (pdf) format and contain as a minimum the following information:
a) Date and time of inspection
b) Name of contractor
c) Names of operating technician/inspector
d) Pipe size, material, and total length
e) Number and street or intersection location and the City designated number for the starting
manhole.
f) Number and street or intersection location and the City manhole number for the ending
manhole.
g) Direction of inspection (upstream or downstream).
h) The database number.
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i) NASSCO rating scores including as a minimum: Quick Structural Rating (QSR), Quick
Maintenance Rating (QMR), Structural Pipe Rating (SPR), Maintenance Pipe Rating (MPR)
and Overall Pipe Rating (OPR).
j) Observations, comments, recommendations, laterals referenced to footage counter and video
clock (tape counter).
IS. All digital reports for sewer manholes shall contain as a minimum the contained information on the
Level I of the MACP by NASSCO guidelines and all items listed on item 14 listed above as applied to
sewer manholes.
16. At all points within the sewer showing defects, laterals and sewer appurtenances, the Contractor shall
stop the camera, rotate (up to 360 degrees) and/or tilt the camera lens to ensure adequate video coverage.
All defects shall be rated/scored and logged in accordance with NASSCO guidelines.
17. Each database shall have runs numbered in sequential order starting with one (1). The operator shall
proceed to the next run number whenever the camera is withdrawn regardless of the reason, encounters
the next manhole, next cleanout or when a run is terminated. Digital video files (one for each run) shall
conform to the indexing system with each file being designated by concatenating the database number
with the run number (i.e.: 1179-0 LWMV would designate the first run on database number 1179). If such
naming by the contractor is found to be technically unfeasible, the contractor shall deliver the files, along
with any tabular information that would be necessary for the City to automate the file naming process.
Any file naming convention that does not conform to the aforementioned requirements is subject to prior
approval of the City.
18. Prior to the commencement of work, the contractor shall demonstrate to the City the procedures that
shall be used for the inputting of City manhole numbers, run numbers, street names, or any other data that
is encoded in the video database and how the quality and uniformity of that data will be guaranteed.
19. The camera shall be stopped and/or backed up to view and analyze conditions that appear unusual or
uncommon to a sewer main in good condition. There shall be no loss of video quality at any time.
20. As the video is produced, the technician shall provide an audio narration of the inspection to include
identification of the sewer main location, by street intersection location or street address as well as by
City manhole number, inspection direction (upstream/downstream) and complete descriptions of the line
conditions as they are encountered. The audio portion of the video recording shall be free from electrical
interference, feedback, hum, and background noise.
21. If the camera cannot pass the entire sewer reach from its point of insertion, the reach shall be
inspected from both directions. The inspection logs for the reach shall include an identification of the
nature and location of the blockage. The contractor shall notify the City immediately of any such
obstruction so that it may be repaired or mitigated by the City and/or the contractor so that work may
proceed.
22. Video runs showing condensation or submersion of the lens, poor or out-of-focus images, poor audio,
or otherwise poor image quality shall be cause for rejection and may necessitate re-inspecting at the
contractor's expense if the City determines the video run is not of acceptable quality.
23. In special cases, when directed by the City, the contractor shall be responsible for plugging manhole
outlets during CCTV inspection. The sewer lines will be in service at the time of inspection.
24. Television inspection of sewer mains with high volumes of flow (pipe running 1/3 full or more) will
be done at night between the hours of 10 p.m. and 5 a.m. unless otherwise
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directed by the City. No adjustment in cost shall be allowed for night work. Notwithstanding, the
Contractor shall always use whatever mechanical means are available, including modification or changing
of the camera wheels or treads, to insure that the image is recorded in an upright, un-rotated position. The
City reserves the right to reject any video where changes in the orientation of the camera could have been
corrected by such modifications or by performing the work during periods of low flow.
25. Traffic control for sanitary sewer inspection shall be the responsibility of the contractor and shall
conform to the work Area Traffic Control Handbook (WATCH). Flashing arrow boards shall be used on
arterial streets.
26. Within two (2) working days after being notified to inspect a particular section of sewer main, the
contractor shall begin CCTV inspection, and shall diligently pursue that work to completion.
The Contractor shall perform all sewer manhole assessment inspections services per NASSCO standards
by the Manhole Assessment Certification Program (MRCP) Level I. Level I (MACP) shall include all
information included on Level I (MACP) detailed therein in addition to the, using valid MACP defect
codes.
27. The contractor shall be an independent contractor capable of providing experienced, knowledgeable
and professional staff. The contractor shall be responsive and maintain excellent working relationships
with city residents, businesses, government officials and City staff. The contractor shall provide adequate
staffing levels at all times and adhere to established schedules.
All vehicles and or towed equipment shall carry "City of Santa Ana Authorized Contractor" magnet sign
affixed and visible. The contractor shall comply with all federal, state and local laws, rules, regulations,
ordinances, and statutes, including but not limited to these contract documents.
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EXHIBIT 1-1
CONTRACTOR'S PROPOSAL
MAY 30, 2013
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25B-16
The City of Santa Ana
Santa Ana Public Works Department
CLOSED CIRCUIT TELEVISION (CCTV)
INSPECTION OF SANITARY SEWERS
BID # 13-020
EXHIBIT "C"
CERTIFICATION AND PROPOSAL
FEE SCHEDULE
21831 Barton Road
U Grand Terrace, CA 92313
909.422.8990 P 909422-0841 F
- CAB-17
City of Santa Ana, PWA
RFP - Closed Circuit Television (CCTV) Inspection of Sanitary Sewer Mains
EXHIBIT "C"
CERTIFICATION AND PROPOSAL FEE SCHEDULE
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25B-18
City of Santa Ana, PWA
RFP - Closed Circuit Television (CCTV) Inspection of Sanitary Sewer Mains
Certification -1 certify that I have read, understand and agree to the terms and conditions of
this Request for Proposals. I have examined the Scope of Services (Exhibit A) and am familiar
with the scope of work locations. I am familiar with all the existing conditions and limitation that
may impact work requests. I understand and agree that I am responsible for reporting any
errors, omissions or discrepancies to the City for clarification prior to the submission of my
proposal.
Proposal Item Price - Pricing shall be based on an (hourly cost, time and materials basis -
see narrative) for services described in Exhibit A. Fee must be inclusive of all costs,
including but not limited to, direct and indirect costs for labor, overhead, incidental supplies,
travel, mileage, and fuel. Any special materials will be purchased by the contractor only after
discussed and authorized by the City projects manager or designee in writing.
Closed Circuit Television CCTV Inspection of Sanitary Sewer Mains
FEE SCHEDULE
TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM: Houston & Harris PCS, Inc.
REQUIREMENT:
The undersigned declares that he/she has carefully examined the request for proposal, that
he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all
material and do all the work required to complete the said work in accordance with said
Proposed Scope of Services, for the unit price(s) set forth in the following schedule:
Item # Bid Item Unit Quantity Unit Price Amount
1. Sewer Main Hydro Washing LF 300,000 $ 0.305 $ 91,500.00
(Cleaning)
2. Sewer Main CCTV Inspection LF 300,000 $ 0.395 $ 118,500.00
3. Sewer Main Data Processing LF 300,000 $ 0.11 It 33,000.00
4_ Sewer Manhole CCTV Inspection EA 1,000 $ 52.50 $ 52,500.00
5. Sewer Manhole Data Processing EA 1,000 $ 2.80 $ 2,800.00
6. Hydro-wash (Cleaning) Truck - (Per HR 1,000 $ 244.00 $ 244,000.00
section VI, J. hydro wash unit rate
multiplied by 800 $ $
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City of Santa Ana, PWA
RFP - Closed Circuit Television (CCTV) Inspection of Sanitary Sewer Mains
Item #
Bid Item
Unit Quantity
Unit Price Amount
$ 158.00 $ 158,000.00
7. CCTV (Video) Inspection Truck - HR 1,000
(Per section VI, J. CCTV Inspection
truck rate multiplied by 400
TOTAL $ 700,300.00
Houston & Harris PCS, Inc 909-422-8990 Fax: 909-422-0841
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
21831 Barton Road, Grand Terrace, CA 92313
BUSINESS ADDRESS
Pamela Houston President
PRINTED NAME OF AUTHORIZED AGENT TITLE
May 30, 2013 phouston@houstonandharris.com
SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS
46-0495452 884167
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF
APPLICABLE)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED
NONRESPONSIVE.
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