HomeMy WebLinkAbout12/18/1990, C-3 - INFILTRATION/INFLOW (I/I) REDUCTION PROGRAM, TV INSPECTION SYSTEM, AWARD OF CONTRACT FOR PURCHASE. MEETING DATE:
i� �i city of San IUiS QBISPQ December 18 1990
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COUNCIL AGEN®A REPORT -
FROM: William T. Hetland Prepared by: John E. Moss
Utilities Director Wastewater Division Manager
SUBJECT:
Infiltration/Inflow (I/I) Reduction Program, TV Inspection
System, Award of Contract for Purchase.
CAO RECOMMENDATION:
By motion, approve the award to, and authorize the Mayor to
execute a contract with Flexible Video Systems in the amount
of $106,250 for the purchase of One (1) Van Mounted TV
Inspection System for Wastewater Collection Systems.
DISCUSSION:
BACKGROUND
The City's wastewater collection system has long been
troubled with excessive wet weather I/I and subsequent
surcharging and overflows.. In July 1989, Council directed
staff to develop and implement a program aimed at reduction
of I/I, in lieu of installing additional relief sewers. On
June 12, 1990 an I/I reduction program was submitted to
Council as a 1990-91 budget adjustment. Council approved
this program with an estimated operating program cost of
$70 ,900 for FY 1990-91 and capital expenditures of $139, 000
for the required equipment.
The purchase of a TV (video) inspection for the collection
system was identified in the capital expenditure request
with an estimated cost of. $105, 000. The TV inspection
system is one component used to identify and prioritize
required repairs to the collection system for I/I reduction.
On October 2, 1990 Council approved a request for proposals
(RFP) for the required TV inspection system and authorized
staff to solicit proposals. Three proposals were received
and opened on November 6, 1990. The proposals have
subsequently been evaluated by staff based on their
compliance with the minimum specifications detailed in the
RFP, the proposed equipment's ability to meet both the short
and long term needs of the City, and price.
PROPOSAL SELECTION
The proposal submitted by Flexible Video Systems was
determined to best suit the needs of the City. This was the
only proposal submitted which met all of the minimum
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MMbMo COUNCIL AGENDA REPORT
Video Inspection Unit
December 18, 1990
Page 2
specifications detailed in the RFP and was also the most
complete in terms of detailed equipment specifications
provided. In terms of cost, this proposal was the second
lowest.
The proposal submitted by RS Technical Services Inc. (RST)
was the lowest cost proposal at $86, 574.28. In reviewing
the proposal, staff has identified some significant
inconsistencies with the proposed equipment versus the
equipment specified in the RFP. Staff has reevaluated the
specified equipment which was proposed by RST and
has determined that the proposed equipment will not
adequately meet the needs of the City and has therefore
determined the proposal to be not responsible.
The primary variation in RST's proposal was in the vehicle
specification. The minimum specification called for in the
RFP for Gross Vehicle Weight Rating (GVWR) was 15, 000 lbs.
RST's proposal was for a vehicle with a 10,700 lb. GVWR.
Staff has researched the validity of the 15,000 GVWR
requirement and has verified that the 15,000 GVWR vehicle is
necessary to safely and legally carry the required
equipment. In addition, other detailed specifications
requested in the RFP were not provided and some of the
required components were listed as options, thereby making
proposal and cost comparison not possible.
The third proposal was submitted by Cues Inc. . This
proposal was the high cost proposal and also did not meet
the minimum vehicle specification of 15, 000 GVWR. Their
proposal did meet all other required specifications, however
again, their proposal was the high cost proposal and is
therefore not recommended.
Based on the above evaluation staff has determined Flexible
Systems to be the lowest responsible proposer and therefore
recommends award of the contract to Flexible Systems. Staff
is also recommending the camera to be purchased be a wide
angle (120 degree) view camera in place of the radial view
camera specified. Recent correspondence with vendors and
system users has identified that some difficulty may be
encountered with using a radial view camera in 6 inch pipe,
due to the diameter of the radial view cameras. Since the
bulk of the City's system is made up of 6 inch pipe the
purchase and use of a radial view camera is not recommended.
The wide angle camera will still provide partial viewing of
lateral connections and will adequately satisfy the needs of
the City. In addition a cost savings of $15,000 will be
realized by the purchase of the wide angle in lieu of the
radial view camera.
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IftZe COUNCIL AGENOA REPORT
Video Inspection Unit
December 18, 1990
Page 3
PROPOSAL COST COMPARISON
A cost comparison of the three proposals is provided below.
It should be noted that the proposal submitted by RST has
been determined as non responsible due to their not meeting
minimum specifications and therefore this cost comparison if
for information purposes only and does not reflect a
comparison of like equipment.
PROPOSAL COST COMPARISON
Vendor FLEXIBLE CUES RST
Proposal bid amount $115, 000 $120, 518 $81, 456*
Bid amount w/ wide angle
vs. radial view camera ** $100, 000 ---- Not Available ---
Bid amount w/ standard
70 degree view camera $100, 000 $108,518 $721956*
* Proposal price for 10,700 GVWR van, RST only. (spec. 15, 000)
** Wide angle (120 degree) camera best suited to City's needs.
CONSEQUENCES OF NOT TAKING THE RECOMMENDED ACTION
Not taking the recommended action may delay or inhibit the
effectiveness of the I/I reduction program. Failure to
include the video inspection system in the I/I reduction
program will result in staff basing rehabilitation decisions
on only quantitative data, rather than qualitative and
quantitative data, and may result in not attaining the most
cost effective I/I reduction possible.
FISCAL IMPACT:
Funding for the TV inspection system was estimated at
$105, 000 and was approved by Council on June 12, 1990 as a
1990-91 Budget Adjustment Request (Page A-8 of the 1989-91
Financial Plan and Approved 1990-91 Budget) . Funding source
is the Sewer Fund. This purchase request is in accordance
with the procedures established in the City Purchasing
Control Manual, section 401-3. Supplies and Equipment
greater than $10, 000.
Prior capital expenditure related to the I/I reduction
program has been $13,200 for the purchase of the necessary
flow monitoring equipment. A cost breakdown of this
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COUNCIL AGENDA REPORT
Video Inspection System
December 18, 1990
Page 4
expenditure as well as I/I reduction program capital
expenditures is as follows:
Total Capital Approved Funding $139, 000
TV inspection system $100, 000
Sales Tax @ 6. 25% 6, 250
TOTAL (TV inspection system) $106,250
Prior Expenditures (flow monitors) $ 13,200
Remaining Required Expenditures
Portable Computer for Flow Monitors $ 61000
Service Vehicle S 24 .000
TOTAL REMAINING EXPENDITURES $ 30,000
ACTUAL VS. BUDGETED -$ 10,450
The $10, 000 shortage in required funding to complete the
required I/I related purchases is due to an error in the
original estimation of the cost of the service vehicle at
$14, 000. Additional capital improvement plan funding is
available in the sewer fund to complete the required
purchases related to the I/I program.
ALTERNATIVES:
1. Purchase lowest cost system, proposed by RS Technical
Services. This alternative is not recommended as the
system proposed by RST did not meet the minimum
specifications and would not adequately serve the needs
of the City's I/I program.
2 . Contract services may be used to complete the video
inspection work. This alternative is not recommended
as staff feels that it would not be cost effective on
the long -term basis of the I/I reduction program.
Contract video inspection services currently cost
between $750 and $1, 000 per day.
RECOMMENDATION:
By motion, approve the award to, and authorize the Mayor to
execute a contract with Flexible Video Systems in the amount
of $106,250 for the purchase of One (1) Van Mounted TV
Inspection System for Wastewater Collection Systems.
Attachments:
Agreement
GAGREEMENT
THIS AGREEMENT is made and entered into in the City of 'San Luis
Obispo on this day of , .1989, by and between the
CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter
referred to as CITY, and the Flexible Video Systems
hereinafter referred to as SUPPLIER.
WITNESSETH
WHEREAS, CITY invited proposals for the procurement of a TV
INSPECTION SYSTEM per Specification No. 90-10-02 . (Proposal Option
2)
WHEREAS, pursuant to said invitation, SUPPLIER submitted a
proposal which was accepted by CITY for said supplies, equipment,
and services
NOW THEREFORE, in consideration of their mutual promises,
obligations and covenants hereinafter contained, the parties
hereto agree as follows:
1. TERM.. The term of this Agreement shall be from
1990 through 19_.
O 2 . INCORPORATION BY REFERENCE. The Request of Proposal; the
General Proposal Terms and Conditions, the Special Proposal Terms
and Conditions, the Proposal Specifications, and the Proposal, are
hereby incorporated in and made a part of this Agreement.
3 . CITY '.S OBLIGATIONS. For furnishing services as specified in
this Agreement, City will pay and Supplier shall receive therefor
compensation of S106 ,250.00 Payment shall be made to the
Supplier within 30 days after receipt of an original invoice from
the Supplier and acceptance of the equipment, supplies and service
by City.
4 . SUPPLIER'S OBLIGATIONS. For and in consideration of the
payments and agreements hereinafter mentioned to be made and
performed by CITY. SUPPLIER agrees with CITY to furnish the
services and to do everything required by this Agreement and the
said specifications. Without limiting the generality of the
foregoing, SUPPLIER warrants on behalf of itself and all
subcontractors engaged for the performance of this Agreement that
only persons authorized to work in the United States pursuant to
the Immigration Reform and Control Act of 1986 and other
applicable laws shall be employed in the performance of the work
hereunder.
5. HOLD HARMLESS AND INDEMNIFICATION. SUPPLIER agrees to defend,
Oindemnify, and hold harmless CITY, its officials, officers,
City of San Luis Obispo Spcn. No. WW-90-10-02.
employees, representatives, and agents, from and against all
claims, lawsuits, liabilities or damages of whatsoever nature
arising out of or in connection with, or relating in any manner to
any act or omission of SUPPLIER, its agents, employees, and
subcontractors of any tier and employees thereof in connection
with the performance or non-performance of this Agreement. The
SUPPLIER shall thoroughly investigate any and all claims and
indemnify the CITY and do whatever is necessary to protect the
CITY, its officials, officers, employees, agents, and
representatives, as to any such claims, lawsuits, liabilities,
expenses, or damages.
6. AMENDMENTS. Any amendment, modification, or variation from
the terms of this Agreement shall be in writing and shall be
effective only upon approval by the Director of Finance.
7. TERMINATION. If during the term of this Agreement, CITY
determines that SUPPLIER is not faithfully abiding by any term or
condition contained herein, CITY may notify SUPPLIER in writing of
such defect or failure to perform; which notice must give SUPPLIER
a 10-day notice of time thereafterin which to perform said work
or cure the deficiency. If SUPPLIER has not performed the work or
cured the deficiency within the ten days specified in the notice,
such shall constitute a breach of this Agreement and CITY may
terminate this Agreement immediately by written notice to
supplier. Thereafter, neither party shall have any further duties,
obligations, responsibilities, or rights under this Agreement
except, however, any and all obligations of SUPPLIER'S surety
shall remain in full force and effect, and shall not be -
extinguished, reduced, or in any manner waived by the termination
hereof. In said event, SUPPLIER shall be entitled to the
reasonable value of its services performed from the beginning of
the period in which the breach occurs up to the day it received
CITY'S Notice of Termination, minus any offset from such payment
representing the. CITY'S damages from such breach. CITY reserves
the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the CITY'S
sole discretion, so as to permit a full and complete accounting of
costs. In no event, however, shall SUPPLIER be entitled to
receive in excess of the compensation quoted in its proposal.
8. COMPLETE AGREEMENT. This written Agreement, including all.
writings .specifically incorporated herein by reference, shall
constitute the complete agreement between the parties hereto. No
oral agreement, understanding, or representation not reduced to
writing and specifically incorporated herein shall be of any force
or effect, nor shall any such oral agreement, understanding, or
representation be binding upon the parties hereto.
9. ANTI-DISCRIMINATION. In the performance of the terms of this
Agreement, SUPPLIER, agrees that it will not engage in, nor permit
such subcontractors as it may employ, to engage in discrimination
City of San Luis Obispo Spcn. No. WW-90-10-02
in employment of persons because of age, race, color, sex,
C" national origin or ancestry, or religion of. such persons.
Violation of this provision may result in the imposition of
penalties referred to in Labor Code Section 1735.
10. AUDIT. CITY shall have the option of inspecting and/or
auditing all records and other written materials used by SUPPLIER
in preparing its statements to CITY as condition precedent to any
payment to SUPPLIER.
11. NOTICE. All written notices to the parties hereto shall be
sent by United States mail, postage prepaid. by registered or
certified mail addressed as follows:
CITY:
SUPPLIER: Flexible Video Systems
3224 Thatcher Avenue
Marina del Rey, CA 90292
12. AUTHORITY TO EXECUTE AGREEMENT. Both CITY and SUPPLIER do
covenant that each individual executing this agreement on behalf
of each party is a person duly authorized and empowered to execute
G Agreements for such party. IN WITNESS WHEREOF, the parties hereto
have caused this instrument to be executed the day and year first
above written.
SUPPLIER: �•�
i
By. Patrick R . Crane, Vice-President ,
- Flexible Video Systems
CITY OF SAN LUIS OBISPO, A Municipal Corporation
By:
APPROVED AS TO FORM:
tto nZO
_
APPROVED AS CONTENT:
John Du n, City Administrator William C. Statler
Director of Finance
Cg -
City of San Luis Obispo Spcn. No. WW-90-10-02
-PROPOSAL SUBMISSION FORH-
TV INSPECTION SYSTEM
The proposer, Flexible Video Systems
the City proposes to supply
of San Luis Obispo a complete TV Inspection System in
accordance with the terms and conditions provided in the City of
San' Luis Obispo Spcn. No. WW-90-10-02.
The proposed Unit price for the above mentioned equipment is:
TV INSPECTIO14 SYSTEM $ i 5_nnn AO
STATE OF CALIFORNIA SALES TAX S 7 ]A7- 5n
LICENSE AND REGISTRATION $ 0 00
TOTAL UNIT PRICE S 122,187. 50 **
The proposer has identified and proposes the following changes in
the terms and conditions as provided in the request for proposals:
L+(-` For One Standard Fixed Lens 70-Degree or 120-Degree Wide Angle Lens
Camera in addition to the multi-angle camera specified,
ADD ON $9,500.00, plus tax.
v To Substitute one standard fixed lens 70-degree or 120-degree wide angle lens
camera in lieu of the multi-angle camera specified,
DEDUCT $15,000.00 from
first line item above.
Bc� �ANGc�cK
Reel LU V1 Df v S yssm_
Detailed specifications as requested in the request for proposals
shall be attached to this page.
City of San Luis Obispo 15
Spcn. No. WW-90-10-02 i