HomeMy WebLinkAbout04 SURVEY STORM DRN 04-04-94AGE N DA
NO. 4
4-4-94
DATE:
APRIL 4, 1994
........ t'er-C o m
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
SUBJEC~ APPROVAL OF REQUEST FOR BERFICES FOR RECONNAISSANCE BURVEY OF
STORM DRAIN SYSTEM (P.W. FILE NO. 1101)
RECOMMENDATION
It is recommended that the City Council approve the attached
Request for Services for the reconnaissance surveying of the pipes
thirty-nine inches (39") or larger in the City' s storm drain
'system.
FISCAL IMPACT
The City Council appropriated approximately $78,000 in the 1993-94
budget for this project. This amount was anticipated to cover one
half the cost of the required surveying of the storm drain system,
phasing the project over a two-year period (1993-94 and 1994-95).
It is anticipated that additional funds will be required and a
supplemental budget request will be needed for the 1994-95 fiscal
year.
BACKGROUND AND DISCUSSION
On April 17, 1990, the City Council authorized the City to be a co-
permittee on the Orange County application for a National Pollutant
Discharge Elimination System permit, as required by the Clean Water
Act.
The Stormwater Permit Implementation Agreement executed on December
18, 1990, governs the administration of the NPDES municipal
stormwater permits. The Agreement identifies the County of Orange,
the incorporated Cities, other government entities and the Orange
County Flood Control District as co-permittees. The County of
Orange acts as the Lead Agency.
As part of the overall compliance with the NPDES program the
Drainage Area Management Plan (DAMP) was developed containing all
the required programs that must be completed by each co-permittee.
Included in the DAMP are items such as the stenciling of all catch
basins to read "DO NOT DUMP - DRAINS TO OCEAN" (this project is
currently in progress) and the reconnaissance survey, as well as
programs already in existence such as street sweeping and
recycling.
The purpose of the reconnaissance survey is to identify illegal
connections to the storm drain system. At this time, we are o~ly .......
required to survey those pipes thirty-nine inches (39") or larger;-''
although it is anticipated that the surveying requirements will
eventually include smaller pipes as well. The survey can either be
done through the use of video equipment (referred to as
"televising" or "T.V.-ing") or through the use of manpower,
physically sending a qualified person into the pipe to conduct a
visual inspection~ The Request for Services presented for City
Council approval has been drafted to allow for either type of
inspection.
CONCLUSION
The City has a total' of 112,866 lineal feet of storm drain
facilities thirty-nine inches (39") or larger. The cost of the
inspection may be as much as $1.25/L.F., for a total program cost
of up to $141,083.00. As stated earlier, it was the City's intent
to phase this project over a two-year period in order to minimize
the impact on any one budget year. Pursuant to the requirements of
the DAMP, as a co-permittee the City must complete the surveying
program by June 30, 1995.
Robert S. Ledendecker
Director of Public Works/
City Engineer
Administrative Assistant II
RSL:KP:klb:ap~m
AIx~hm~t
April
, 1994
Attention:
Mr. John Doe
Re: Re~aest for Services - Inspection of Underground Storm Drain
System (P.W. File No. 1101)
Dear Mr. Doe:
This letter represents a Request for Services for
consultant/contractor services relating to the inspection with
report of underground storm drains in the City of Tustin as part of
a pollution prevention plan for compliance with the National
Pollutant Drainage Elimination System (NPDES) program.
The service to be provided will include the reconnaissance
surveying of all storm drains thirty-nine inches (39") in diameter
and larger in the City. A report of all findings will also be
required. A map outlining the storm drain locations and sizes, as
well as a complete inventory of all storm drains in the City, is
included for your reference. Your firm has been selected as one of
those being considered to provide this service.
Selection of a firm to provide this service will be based upon
demonstrated competence; professional qualifications necessary for
the satisfactory performance of the services required; and
familiarity and prior experience with providing this type of
service. Upon our selection of the most highly qualified firm to
provide the required services, we will negotiate the price for the
work to be done. If we can reach a price we deem fair and
reasonable, the contact will be awarded. If we are not able to
negotiate a price we deem to be fair and reasonable to the City of
Tustin, we will thank you for your proposal, and we will proceed to
the next most highly qualified firm to provide the requested
service and will seek to reach a negotiated price with that
company, and so on.
The City may reject any or all proposals submitted in response to
this Request for Services. The City shall not be liable for any
cost incurred in connection with the preparation and submittal of
any proposal.
It is required that at a minimum, the following be submitted with
your proposal:
A brief list of similar types of projects which.-your firm
has previously' performed, including scope' engineering
cost, construction cost, the agency for whom the project
was completed, and agency individual in charge of the
project with current telephone numbers.
·
Identification, resumes, and titles of individuals who
will supervise and perform the service; including any
sub-consulting firms to be utilized as well.
·
A project time schedule indicating stages of work and
time frames.
·
A brief review of your procedure to complete the work,
containing any suggestions you might have to expedite the
work or special concerns that the City of Tustin should
be made aware of.
·
A fee schedule containing a summary listing the key items
of cost, and the total cost (not to exceed) for the work.
This fee schedule shall be detailed based upon work
hours, hourly rates and other associated costs. The
proposed cost to complete each task shall include the
costs of all administration and overhead, project site
visits, any attendance at meetings, and all reproduction
costs.
The Scope of Work to be done by the consultant/contractor to the
satisfaction of the City shall consist of the following:
I. PROJECT DESCRIPTION
The scope of this work may include the television inspection and
videotaping, by means of a closed circuit color television camera
mounted on a City approved camera transporter, all storm drain
lines, exceeding 39" but not larger than 120" in diameter, as
identified by the City of Tustin staff. Physical walking of the
drains will also be acceptable. This project includes the
completion of an approved inspection, with all pertinent
documentation, storm drain main lines and laterals. The principle
purpose of the inspection is to identify illegal connections and
suspected pollutant discharges. The City has 112,866 lineal feet
to be inspected under this proposal.
It is the intention of the City of Tustin that the work shall be
completed within sixty (60) working days from the date specified in
the Notice to Proceed.
II. DESCRIPTION OF SERVICES
A. The consultant/contractor shall visually inspect, videotape
(VHS format), and provide a written log of all inspected storm
drains. Consultant/contractors proposed log format shall be
approved by the City of Tustin prior to commencement of work.
The consultant/contractor shall use equipment specially
designed and constructed for storm drain inspection. If a
televised inspection is conducted, the camera must have light
sources of suitable illumination output to provide a clear
picture of the entir~?~ip~~e=y of pipe ranging in size from
39" to 120". The camera mUst be able to be raised or lowered
to a position that will assure that the total periphery of the
drain 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 and resulting videotapes shall be demonstrated to
the City of Tustin if so requested, prior to award of
contract. Cost of such demonstration shall be borne by the
proposer.
C. A cable footage counter, accurate to within two (2) feet +/-
1000 feet, shall be used, and shall indicate on the monitor
and be recorded on the videotape if a televised inspection is
conducted. The date of inspection, access manhole reference,
and continuous forward and reverse readout of camera distance
from referenced access manhole shall be displayed on the
monitor and recorded on the videotape, also.
D. Any videotapes supplied to the City of Tustin shall be new,
NTSC color, high quality on VHS format. All tapes shall be
recorded at the SP speed.
E. Ail tapes shall become the property of the City of Tustin.
F. The inspection, monitoring and recording shall be performed by
technicians with proven experience in this type of project,
and the consultant/contractor shall, if requested, furnish
qualification details for each technician.
G. If televised, the television camera shall be moved through the
storm drain in a. downstream direction, unless otherwise
approved or directed by the City Engineer or his
representative. Maximum rate of travel shall be not to exceed
the following table:
PIPE DIAMETER
MAXIMUM FEET PER MINUTE
39" - 48" 30
49" - 60" 45
61" - UP 60
H. During inspection, the technician, in addition to any
videotape with audio record of conditions, shall log in
writing the location of all laterals all indicated
infiltrations, cracks, deflected joints, collapsed sections,
unusual debris (carts, tires, etc.), exfiltrations,
misalignments, deposits, and other conditions or data
pertinent to the physical condition of the storm drain.
Conditions and defects shall be located by footage counter and
video clock reference, if appropriate.
I. The consultant/contractor shall submit videotapes and written
reports summarizing all defects and conditions specified above
to the City Engineer within fifteen (15) days of inspection.
J. Att--.videOtap~s Shall' be 'labeled (on the cassette and also on
the cassette storage carton) with the following information:
1. Tape number.
2. Date of inspection.
3. Name of consultant/contractor
4. Pipe size and material.
5. Number and street name or intersection location of
upstream/downstream access hole.
6. Location in feet from upstream/downstream manhole.
7. Name of storm drain facility and project number.
K. Written reports shall contain as a minimum the following
information:
1. Date and time of inspection.
2. Name of consultant/contractor.
3. Names of operating, technical/inspector.
4. Pipe size, material, and total length.
5. Number and street name or intersection location of
upstream/downstream access hole.
6. Location in feet from upstream/downstream manhole.
7. Direction of inspection (N-S-E-W).
8. Videotape number.
9. Observation, comments, recommendations, laterals not
shown on plans referenced to footage counter and
videotape clock (tape counter).
10. Name of storm drain facility.
11. Corresponding tape number (if any).
12. Preparation of budget estimates, by a registered civil
engineer, for debris removal and/or repair of defects
identified during inspection.
L. At all points within the storm drain showing defects and
lateral connections, the consultant/contractor shall stop the
camera, rotate (up to 360 degrees) and/or tilt the camera lens
to ensure adequate video coverage.
M. The camera shall be stopped and/or backed up to view and
analyze conditions that appear unusual or uncommon to a storm
drain in good condition. There shall be no loss of video
quality at any time.
N. As the videotape is produced, the technician shall provide and
record an audio narration of the inspection (on the videotape)
to include identification of the storm drain location,
identification of starting and terminating access manholes,
inspection direction (upstream/downstream N-S-E-W), and
complete descriptions of the line conditions as they are
encountered. The audio portion of the videotape shall be free
from electrical interference, feedback, hum, and background
noise. Audio dubbing after the inspection is not permitted.
O. If the camera cannot pass the entire storm drain 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 ~.~e and location of the blockage.
The consultant/cont~~~lI notify the City Engineer
immediately within thirty (30) minutes of any such obstruction
so that it may be verified and/or repaired.
Videotapes showing debris, condensation, poor or out of focus
images, poor audio, or otherwise poor image quality shall be
cause for rejection and may necessitate re-televising at the
consultant/contractor's expense. The City of Tustin reserves
the right to reject any videotape which in its sole judgement
is not of acceptable quality.
III. SAFETy
The consultant/contractor, and all personnel under his
responsibility, shall at all times follow the applicable safety
codes of the State of California, OSHA, City of Tustin and other
applicable authorities. The consultant/contractor shall supply an
affidavit stating that he/she understands this provision and will
fully comply with it.
No personnel shall enter a manhole, or storm drain without proper
safety equipment, training, and supervision. Cables used within
the manholes, access holes and storm drains shall not exceed a
voltage that would be considered dangerous for a short circuit
condition when operated in a water flowing storm drain environment
100 VDC, 55VAC.
The consultant/contractor shall submit a traffic control plan
prepared, stamped, and signed by a California Registered Traffic
Engineer to the City Engineer for review and approval at least
fourteen (14) days .prior to commencing any work in the public
right-of-way. Said plan shall indicated the locations of all
signing, barricades, flashing arrow signs, delineators, lane
closures, temporary lane lines, etc., required to control traffic
and detours during the inspection. All such devices shall be
removed from the view of traffic when not required.
IV. REPRESENTATIONS
A. The proposer is responsible for making all necessary
investigations and examinations of documents, operations, and
demised premises affecting performance. Failure to do so will
not act to relieve any condition of the above documents. It
is mutually agreed that the submission of a proposal shall be
considered conclusive evidence that the proposer has made such
investigations and examinations.
B. Any reasonable inquiry to determine the responsibility of a
proposer may be conducted. The submission of a proposal shall
constitute permission by the proposer for the City to verify
all information contained therein. If the City deems it
necessary, additional information may be requested from the
proposer. The unreasonable failure of a proposer to promptly
supply information in connection with such inquiry, including
but not limited to information regarding Past performance and
ability to perform on schedule, may be grounds for a
determination of non-responsibility of a proposer, and
disqualification from further consideration. '~
The proposer may withdraw its proposal at any time prior to
the date and time which is set forth herein as the deadline
for acceptance of proposals, upon written request for same.
D. Ail proposals shall be firm offers and may not be withdrawn
for a period of ninety (90) days following the date set to
receive proposals.
E. The City reserves the right to consider a late proposal.
However, should that happen, all timely, responsive
respondents shall also be given an additional period of time
equivalent to the late submittal within which to supplement
and/or modify the proposals which were submitted on time.
SUBMISSION OF PROPOSALS
A. The proposal must be printed on 8 1/2" x 11" white paper and
bound in a secure manner. The response should be as brief as
possible. It should not include elaborate or unnecessary
promotional material. Resumes of all professional staff must
be included. Subconsultant/subcontractor professional staff
must also be included.
B. The original proposal and four (4) original copies must be
submitted in a sealed envelope, plainly marked with the name,
address, and the telephone number of the proposer, and bearing
the words: "Proposal for a Professional Agreement For
Conducting Television Video Tape Inspection of Underground
Storm Drains For the City of Tustin".
C. It is the sole responsibility of the proposer to see that the
proposal is received before the submission deadline. A
proposer shall bear all risks associated with delays in the
U.S. Mail.
The City of Tustin will be responsible for providing all available
existing date, information, reports, records and maps available in
City files necessary for the successful completion of this project.
Attached for your information and use is a sample "Certification of
Insurance" and a sample "Professions Services Agreement" utilized
by the City of Tustin for such work. The consultant/contractor
should also be advised that if selected, a minimum of one million
dollars of general liability coverage is required.
Also attached is a map outlining the storm drain system in the City
of Tustin, as well as a detailed inventory of the facilities.
If your firm is interested in submitting a proposal for this work,
it must be received by 5:00 p.m., Thursday, , 1994,
at the City of Tustin Public Works Department/Engineering Division,
300 Centennial Way, Tustin, CA 92680. Please note that five (5)
copies of your proposal are required to be submitted.
Should you require any additional information or have any questions
regarding this project, please do not hesitate to contact Katie
Pitcher, of my staff, at (714) 573-3173.
Very truly yours,- , . ............
Robert S. Ledendecker
Director of Public Works/City Engineer
RSL: ccg: npdesvid
Attachment
0-'
CITY OF TUSTIN
CERTIFICATE OF INSURANCE AND DESIGNATION OF NAMED ADDITIONAL INSURED
NO MODIFICATIONS OR ADDITIONS MAY BE MADE TO THIS FORM
CITY OF TUSTIN
P.O. Box 3539
Tustin, CA 92681-3539
NAME AND ADDRESS OF INSURED CONTRACTOR:
NAME AND ADDRESS OF INSURANCE AGENCY:
PROJECT:
',
RECONNAISSANCE SURVEYING OF UNDERGROUND
~T~RH ~ATN
COMPANIES AFFORDING COVERAGE
Company Letter
Company Letter
Company Letter
Company Letter D ·
Company Letter E
Company Letter F
This i~ to certify that the policies of insurance listed below have been i~aued to the insured name above, are in force at this time, that the City of
Tustin i~ a named additional insured thereon as respects claims arising in contraction with the hereinabove named Project and that auch insurance
shall be primary with respect to any other insurance in force )rocured by the City of Tustin.
Type of Insurance
GENERAL LIABILITY
[ ] Commercial General
Liability
[ ] Claims Made [ ] OtC.
[ ] Owner's & Contractors'
Protective
ii
[]
AUTOMOBILE LIABILITY
[ ] Any Auto
[ ] All Owned Autos
[ ] Scheduled Auto~
[ ] Hired Autos
[ ] Non-Owned Autos
[ ] Garage Liability
[]
EXCESS LIABILITY
[ ] Umbrella Form
[ ~ Other Than Umbrella Form
WORKERS COMPENSATION
AND EMPLOYER'S lIABILITY
OTHER
Policy Number
Policy
Effective Date
Policy
Expiration Date
· All Limits in Thousands
General Aggregate
..
Prods-Comp/
Ops Agg.
..
Peru. & Advg. Injury
Each Occurrence
Fire Damage
{Any One Fire)
Medical Expense
(Any One Person)
CSL
Bodily Injury
IPer Person)
Bodily Injury
{Per Occurrence}
Property
EACH OCCURRENCE
$
AGGREGATE
STATUTORY
$ Each Accident
$ Disease-Policy Limit
$ Disease-Each Employee
~scription of Operations/Locations/Vehicles Special Items
=ertified that a waiver of subrogation is hereby issued to the City of Tustin as pertains to the terms of all Workers Compensation insurance. The issuing
~any will give thirty [30} days written notice to the City of Tustin prior to modification or cancellation.
-- ISSUED:
Authorized Representative of the above-named insurance company(ies)
~ AOREEMEI~
THIS AGREEMENT, made and entgre~ :,into this_ day of
19__, by and between CITY OF TUSTIN, a municipal corporation (hereinafter
referred to as "City") and
(hereinafter
referred to as "Consultant/Contractor,,).
~ITNESSETH:
WHEREAS, City desires to employ Consultant/Contractor to furnish the
necessary services for conducting an inspection of underground storm drains
hereinafter referred to as "Project,,; and
WHEREAS, Consultant/Contractor is qualified to provide the necessary
services in connection with said Project and has agreed to provide the
necessary services; and
WHEREAS, Consultant/Contractor has submitted to City a proposal dated
, a copy of which is attached hereto, marked as Exhibit "A"
and is by this reference incorporated herein as though set forth in full
herein (the "Proposal,,) .
NOW, THEREFORE, City agrees to employ and does hereby employ
Consultant/Contractor to provide the professional services for the Project,
and City and Consultant/Contractor, for the consideration hereinafter set
forth, agree as follows:
Section 1__.'
Scope o__f Oonsultant's/Contractor,~ Services.
Consultant/Contractor agrees to furnish to City consulting services for the
Project. These services shall include all of the services solicited in
City,s Request for Services dated , a copy of which is
attached hereto, marked Exhibit "B", and all the services included within the
Consultants/Contractors proposal.
Section 2__~.: Time fo__~r Oompletion. It is hereby understood and mutually
agreed that the time for completion of the work to be performed by
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Consultant/Contractor is an essential condition of this agreement.
Consultant/Contractor agrees that it shall prosecute regularly and diligentl-
the work of this agreement accordingly to reasonable schedules established by
City for the various items described and as outlined within
Consultant's/Contractor,s proposal. Consultant/Contractor shall not be
accountable for delays in the progress of its work caused by any condition
beyond its control and without the fault or negligence of
Consultant/Contractor. Any delays shall not entitle Consultant/Contractor to
any additional compensation, regardless of the party responsible for the
delay.
Section .3.: ~ompensation. The compensation to be paid under this
agreement shall be as set forth in the Consultant's/Contractor,s proposal
with a not to exceed total cost of $ · Progress payments
for work completed will be paid as the work progresses, within thirty (30)
days of the date of Consultant's/Contractor,s invoice. These payments will
be based upon submittal of detailed invoices and based upon the actual work
performed for each individual task not exceeding that provided in the
Consultant's/Contractors proposal.
Section 4: Statement of Costs. Pursuant to the provisions of
California Government Code Section 7550, the total amount expended by
City relating to the preparation of the report and documents prescribed
herein shall be set forth within the final edition thereof, in a
separate section, in a statement substantially as follows: "Pursuant to
California Government Code Section 7550, the City of Tustin expended the
total amount of $ for the preparation of this report and/or
documents."
Section ~; Job Site Conditions. The City agrees that in accordance
with generally accepted construction practices, the construction
contractor will be required to assume sole and complete responsibility for
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job site conditions during the course of construction of this project,
.~n...c..!.~ding safety of all persons.and.~r~perty and-that this requirement
shall' be made to apply continuously and not be limited to normal working
hours.
~ $---' ~iscellaneou_. Proves;Ions.
A. City and Consultant/Contractor further agree to the following
conditions-
·
(1) City, by notifying Consultant/Contractor in writing, shall have
the right to terminate any or all of the services covered by this agreement
at any time. In the event of such termination, Consultant/Contractor shall
be paid for services rendered to the effective date of the termination.
(2) Consultant/Contractor agrees that it shall proceed immediately
and diligently to perform the services provided for in this Agreement upon
_ receipt of notice from City to proceed therewith.
(3) The terms and provisions of this agreement shall extend to
and be binding upon and inure to the benefit of heirs, executors,
administrators, successors and assigns of the respective parties thereto.
(4) Consultant/Contractor shall perform the services hereunder as an
independent contractor and under no circumstances or conditions shall
Consultant/contractor or any of its agents, servants and employees, be
considered as an employee or agent of the City.
(5) Consultant/Contractor shall perform all services required under
this agreement using that degree of care and skill ordinarily exercised under
similar conditions in similar localities, and shall be responsible for all
errors and omissions for services performed by Consultant/Contractor under
the terms of this Agreement. Consultant/Contractor agrees to indemnify,
-4efend and hold City, its agents, employees, successors and assigns harmless
from any loss, damage, injury, sickness, death, or other claim made by other
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persons and from all costs, expenses and charges, including attorney's fees,
arising from Consultant's/Contractor's. negligent performance of thi~
.. :
agreement. Consultant/Contractor shall maintain in full force and effect
during the term of this agreement policies of comprehensive general
liability, personal injury and liability insurance with limits of at least
$1,000,000 combined single limit coverage per occurrence, and professional
liability insurance coverage with limits of at least $250,000 combined single
limit coverage per occurrence for which certificates of insurance in a form
satisfactory to the City have heretofore been delivered to City.
(6) Consultant/Contractor shall carry and pay for such compensation
insurance as is necessary to fully protect Consultant/Contractor and its
employees under California Worker's Compensation Insurance and Safety Laws,
to relieve City from all responsibility under said laws in connection with
the performance of this agreement, and upon execution of this agreement,
to file with City a certificate certifying to said protection.
(7) Consultant/Contractor certifies that there shall be no
discrimination against any employee who is employed in the work covered by
this agreement, or against any application for such employment, because of
race, religion, color, sex or national origin including, but not limited to,
the following:
a. Employment, upgrading, demotion or transfer,
recruitment, or recruitment advertising, lay-off
or termination, rates of pay or other forms of
compensation, and selection for training, including
apprenticeship.
(8) Consultant/Contractor shall provide City monthly with a
detailed itemization of all work performed, and the fees accrued thereon, in
complete and sufficient detail to fully apprise City thereof.
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(9) Upon termination of this Agreement or completion of the
Project, all documents relating to the Project shall become the sole property
of City. Should City terminate this Agreement pursuant to subparagraph (1)
of this Section, Consultant/Contractor shall, within ten (10) business days
of receipt of notice of termination, provide City with all documents within
Consultant's/Contractor,s possession relating to this Agreement and the
Project, including but not limited to all completed documents and all'drafts
of uncompleted documents.
IN WITNESS WHEREOF, this Agreement was executed by the parties on
the day and year first above written.
CITY OF TUSTIN, a Municipal Corporation
BY
Mayor
BY
(Firm Name)
( S 1 gna tu~---~r e )
(Name Printed/Title)
ATTEST:
Cit~--~rk
APPROVED AS TO FORM:
City Attorney
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