SR - AGR-6252 - SEWER LINE CLEANING VIDEO INSPECTION EMERGENCY RESPONSEAGENDA ITEM
a
August 11, 2015
l/PfTY
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto,
Interim City Manag
FROM: Joe DeFrancesco ' nV
Public Works Dir ctor
ReviewedNerified By
Interim City Manager
Finance Director
To Be Presented By: Joe DeFrancesco
X Cons Calendar
_ City Mgr Rpts
Council Reports
_ Legal Affairs
Boards /Cmtes
_ Public Hrgs
Admin Reports
Plan /Environ
1. SUBJECT
Award of Contract: Bid No. 145 -60: S -236; Sewer Line Cleaning, Video Inspection, and
Emergency Response Services Project, FY 2015 -16, 2016 -17 and 2017 -18.
2. SUMMARY
Bids for Sewer Line Cleaning, Video Inspection, and Emergency Response Project, FY 2015 -16,
2016 -17 and 2017 -18 were received, and opened on July 2, 2015. Five bidders responded to the
Notice Inviting Bids. The apparent low bidder was Hoffman Southwest Corp. dba Pro Pipe, Inc.
of Mission Viejo. However, Hoffman Southwest Corp. dba Pro Pipe, Inc. requested to withdraw
due to clerical errors, and therefore Houston & Harris PCS, Inc. of Grand Terrace is the apparent
lowest qualified bidder.
13. RECOMMENDED ACTION
1. Approve Hoffman Southwest Corp. dba Pro Pipe , Inc. of Mission Viejo to withdraw bid
request; and
2. Accept the next lowest bid, and award the contract to Houston & Harris PCS, Inc., California
in the annual amount of $143,376.00 and authorize the Mayor and City Clerk to execute the
necessary documents on behalf of the City.
4. FISCAL IMPACT
Funds are budgeted in the Capital Improvement Program and are available in the following
account:
220.5022.56510.15509 (Sewer Cleaning and Video) $ 200,000.00
ITEM x•17 1 08/11/15
C oPrinted on Recycled Paper
5. STRATEGIC PLAN GOAL(S)
lb. Provide for a safe community - Provide and maintain infrastructure necessary to ensure the
safety of the public.
4b. Provide outstanding public service - Provide facilities and services to meet customer
expectations.
6. GENERAL PLAN IMPLEMENTATION
Infrastructure Element Goal 1.0: Ensure water, sewer, and storm drain systems that meet the
needs of residents and businesses.
Policy L I : Provide sufficient levels of water, sewer, and storm drain service throughout the
community.
Policy 1.5: Investigate and carry out cost - effective methods to reduce storm water infiltration into
sewer system.
7. DISCUSSION and BACKGROUND
The City Council previously approved the advertisement for bids at the June 9, 2015 meeting.
The bid solicitation was advertised on June 10, 2015 for a period of three weeks, and bids were
opened on July 2, 2015. Five bidders submitted proposals as follows:
TOTAL BID
1) Hoffman Southwest Corp. dba Pro Pipe, Inc., Mission Viejo... $ 113,100.00
2) Houston & Harris PCS, Inc., Grand Terrace ......................... $ 143,376.00
3) Innerline Engineering, Inc., Murrieta .. ............................... $ 211,350.00
4) National Plant Services, Inc., Long Beach ........................... $ 211,520.00
5) Nor -Cal Pipeline Services, Yuba City .. ............................... $ 287,753.40
After the bid opening, Hoffman Southwest Corp. dba Pro Pipe, Inc. of Mission Viejo submitted a
written request to withdraw from the bid due to a clerical error as outlined in the California
Public Contract Code Section 5103 "Mistake of Bid " Staff reviewed the documentation
provided by Hoffman Southwest and recognized Hoffman Southwest's clerical error. The
mistake is mutually recognizable by the City and the bidder. As a result of the bid withdrawal by
Hoffman Southwest, Houston & Harris PCS, Inc. of Grand Terrace is the next lowest bidder in
the amount of $ 143,376.00.
The City's Sanitary Sewer Management Plan requires routine cleaning and video inspection of
the City's approximately 312 miles of sewer line in order to mitigate sewer spills and to maintain
compliance with the State Water Resources Control Board (SWQCB) Order No. 2006-0003 -
DWQ entitled Statewide General Waste Discharge Requirements for Sanitary Sewer Systems. In
addition, the data gathered during video inspection of the sewer lines is used to identify
infrastructure deficiencies and plan for CIP projects.
8. ATTACHMENTS
• Bid Abstract
N Vublic Works\ADM1N \WITHAM\AGENDA REPORTS\2015\AUGUST 11\Bid 145 -60 Award Sewer Line Cleaning_Drakdoc
ITEM 2 08/11/15
CITY COUNCIL MINUTES AUGUST 11, 2015
3. CONSENT CALENDAR (Continued)
APPROPRIATIONS
3.13 Families and Communities Together (FaCT) grant between the County of Orange,
Friendly Center, City of Orange, Interval House, and Western Youth Services for the
provision of services promoting safe and stable families, differential response, and
family stabilization beginning July 1, 2015, through June 30, 2020. (C2500.K)
ACTION: 1) Accepted into the City's revenue budget a $1,500 grant from the County of
Orange Social Services Agency into revenue account number 100.4011.45290.30075,
General Fund- FY 16 FaCT grant; and 2) Authorized the appropriation of $1,500 into the
following Administration Program expenditure account number 100.4011.53060.30075
(Miscellaneous Supplies).
3.14 Appropriation of Donation from the Orange Public Library Foundation (OPLF) of
$15,300.00. (C2500.I)
ACTION: 1) Accepted into the City's revenue budget a $15,300 donation into revenue
account number 100.2001.48390.19322 (Library Foundation Donations); and 2)
Authorized the appropriation of $15,300 into expenditure account number
100.2004.55131.19322 (Furniture, Machinery, Equip- OPLF).
3.15 CLAIMS (C3200.0)
The following claim(s) have been received and investigated by the City Attorney's Office
and /or the Risk Manager. After a thorough investigation with the involved departments, it
is the recommendation of the City Attorney's Office that the claim(s) be denied.
a. Mike and Jeanine Eagan
b. Celina M. Padilla
ACTION: Denied Claim(s) for damages and referred to City Attorney and Adjuster.
CONTRACTS
3.16 Award of Contract — Bid No. 145 -58; Supply One Commercial Transit Van from Ford
of Orange. (A2100.0 Agr -6251)
ACTION: 1) Authorized the purchase of one commercial /transit van from Ford of Orange,
and 2) Authorized the City Manager to surplus the replaced vehicle.
3.17 Award of Contract — Bid No. 145 -60; Sewer Line Cleaning, Video Inspection, and
Emergency Response Services Project, FY 2015 -16, 2016 -17, and 2017 -18. (A2100.0
Agr -6252)
ACTION: 1) Approved Hoffman Southwest Corp. dba Pro Pipe, Inc. of Mission Viejo to
withdraw bid request; and 2) Accepted the next lowest bid and awarded the contract to
Houston & Harris PCS, Inc., California in the annual amount of $143,376 and authorized
the Mayor and City Clerk to execute the necessary documents on behalf of the City.
PAGE 5