HomeMy WebLinkAboutItem 4.06 2012 Storm Drain Cleaningor
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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
June 19, 2012
Honorable Mayor and City Councilmembers
Joni Pattillo City Manager""'
CITY CLERK
File # 600 -35
SUBJECT: Award of Bid for Contract No. 12 -07 to Sanact, Inc. (Citywide Street Storm Drain
Assessment Project — CIP no. 960017)
Prepared by Mark Lander, City Engineer
EXECUTIVE SUMMARY:
The Citywide Street Storm Drain Assessment Project (CIP No. 960017) includes storm drain
cleaning, closed- circuit television inspection, analysis and ranking the system condition, and
addressing critical repairs and maintenance in areas where the system may not be functioning
as desired. The analysis completed to date has identified thirteen pipe segments which need
cleaning due to build -up of debris, roots, calcium carbonate, and other material. The City
Council will consider awarding an agreement to Sanact Inc. to complete this work.
FINANCIAL IMPACT:
The total funding allocated for the Citywide Storm Drain Assessment for Fiscal Year 2011 -12 in
the adopted Capital Improvement Program is $151,457. This project is funded by the General
Fund. At this time the project is expected to incur $65,641 for condition assessment, design,
inspection, administration and related costs, and $23,939 for improvements were completed
under a separate contract for pipe replacement on Dover Court and Holanda Court as well as
interim cleaning work on Las Palmas Way. The remaining $61,877 is available for extensive
maintenance and pipeline clearing. The low bid of $24,723.00 by Sanact, Inc. is below this
amount. Staff recommends that the City Council authorize the City Manager to approve
adjustments of up to an additional $12,361 (50 %) to provide a contingency as well as additional
contract and/ or cleaning work at additional sites identified in the assessment.
Budget For Improvements With Contingency Compared To Low Bid
Page 1 of 3 ITEM NO. 4.6
Improvement
Proposed Sanact,
Funding Source
Budget
Inc: Agreement
AVailabie"
General Fund ( #1001)
Project Funds Available
$61,877
Base Sanact, Inc. Cost
$ 24,723
Additional Scope / Contingency Allowance
$ 12,361
TOTAL:
$ 61,877
$ 37,084
Page 1 of 3 ITEM NO. 4.6
RECOMMENDATION:
Staff recommends that the City Council: 1) Adopt the Resolution awarding Contract No. 12 -07,
2011 Storm Drain Cleaning and CCTV Project, to Sanact, Inc; and 2) Authorize the City
Manager to approve additional contract work up to an additional $12,361.
c... _
. Submitted By
Public Works Director
DESCRIPTION:
Submitted By
Administrative Services
Director
Reviewed y
Assistant City Manager
The 2010 -2015 Capital Improvement Program (Fiscal Year 2011 -12 Update) allocates $151,457
to the Citywide Storm Drain Assessment. The Citywide Storm Drain was initially funded in Fiscal
Year 2007 -2008 as a five -year, five -phase program to inspect the City's storm drain system,
identify the need for cleaning or repairs, and implement repairs and cleaning as needed.
In Fiscal Year 2007 -2008, pipe cleaning, a video inspection, and completion of an assessment
report were completed for Phase 1, covering the central portion of the City. Field work (pipe
cleaning and video inspection) for Phase 2, covering the northwest corner of the City, was
completed in Fiscal Year 2008 -2009. Due to budget constraints, completion of the Phase 2
Assessment Report was deferred.
In Fiscal Year 2010 -2011, portions of repair and replacement work identified in the Phase I
Assessment Report were undertaken, allowing a number of structural repairs in pipes to be
completed.
The Fiscal Year 2011 -2012 budget provides funding for completion of the Phase 2 Assessment
Report as well as funds for ongoing priority replacement and repairs for the work identified in the
Phase 1 and 2 Assessment Reports.
The Phase 2 Assessment Report has been completed by Harris and Associates, an engineering
firm retained to review the Phase 2 video inspection. In addition, replacement of two pipe
segments on Dover Court and Holanda Court identified in the Phase 1 report have been
completed, as well as interim cleaning of calcium carbonate deposits in pipes on Las Palmas
Way and Las Palmas Court to address flooding problems during the 2011 -2012 winter.
The Phase 2 assessment report recommends that priority be given to cleaning thirteen pipe
segments due to blockages caused by roots, debris, calcium carbonate deposits, and other
materials. The work includes full cleaning of the Las Palmas Way and Las Palmas Court pipes,
as well as pipes on Bloomington Way, Brittany Drive, Champagne Court, Fenwick Way, Rolling
Hills Drive, Solana Drive, and Tamarack Drive. The pipes on Las Palmas Way and Las Palmas
Court are actually in the future Phase 3 portion of the City; this location was included given top
priority due to the history of flooding at this location.
Staff has included a map showing the location of the proposed work (Attachment 1).
A total of four (4) bids were received on May 30, 2012. Bid results are as follows:
Page 2 of 3
Bidder
Bid
Sanact, Inc.
$ 24,723.00
Subtronic Corporation
$ 33,670.00
Presidio Systems
$ 34,198.00
Nor -Cal Pipeline
$ 65,263.75
Engineer's Estimate
$ 46,651.00
The low bid of $24,723.00 was submitted by Sanact, Inc. Staff has checked references and
necessary licenses, and recommends that the City Council adopt the Resolution (Attachment 2)
awarding Contract No. 12 -07, 2012 Storm Drain Cleaning and CCTV Project (CIP No. 960017)
to Sanact, Inc. as the lowest responsive bidder. Staff recommends that a 50% contingency also
be approved, to provide for unforeseen work at the thirteen locations included in the project and/
or work at additional locations identified in the Second Year Assessment as needing work. The
City Manager would be authorized to approve changes in the contract up to an additional
$12,361 based on additional work performed. The total cost remains below the funds available.
Staff expects the project to begin mid -July and be completed by early September.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
1) The City will mail notices to residents and businesses affected by the upcoming
improvements following award of the construction contract.
2) As required by the specifications, the Contractor will notify all affected residents and
businesses one week in advance of the improvements.
ATTACHMENTS: 1. Location Map
2. Resolution Awarding Contract 12 -07, 2012 Storm Drain Cleaning
and CCTV Project (CIP No. 960017) to Sanact, Inc.
Page 3 of 3
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RESOLUTION NO. - 12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING CONTRACT NO. 12 -07,
2012 STORM DRAIN CLEANING AND CCTV PROJECT TO SANACT, INC.
WHEREAS, the City of Dublin did, on May 30, 2012, publicly open, examine, and
declare all sealed bids for doing the work described in the approved Plans, Specifications, and
Modifications for Contract No. 12 -07, 2012 Storm Drain Cleaning and CCTV Project, which
Plans, Specifications, and Modifications are hereby expressly referred to for a description of
said work and for all particulars relative to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to the Public Works Director, who has
recommended that the bid hereinafter is the lowest and best responsive bid for doing said work;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award Contract No. 12 -07, 2012 Storm Drain Cleaning and CCTV Project Plan, to the
lowest responsible bidder therefore, to wit, Sanact, Inc., at a bid of Twenty -four Thousand,
Seven Hundred and Twenty -Three Dollars and Zero Cents ($24,723.00), the particulars of
which bid are on file in the Office of the Public Works Director.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
Agreement.
PASSED, APPROVED AND ADOPTED this 19th day of June, 2012, by the following
vote:
AYES-
NOES-
ABSENT-
ABSTAIN-
ATTEST-
City Clerk
G: \CIP \Storm Drain Assessment \2011 -2012 Repairs - \Resolution of Award 6- 19- 12.doc
Mayor