Title
Report regarding a resolution authorizing the City Manager to execute a Consulting Services Agreement with Presidio Systems, Inc. of Livermore, California, for $2,389,985.80, and authorizing a total contract budget of $2,760,000.00 for the Condition Assessment of the Sanitary Sewer System (Project No. ss2001). (Jeffrey Chou, Senior Civil Engineer)
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RECOMMENDATION
Staff recommends that City Council adopt a resolution authorizing the City Manager to execute a with Presidio Systems, Inc. of Livermore, California, for $2,389,985.80, and authorizing a total contract budget of $2,760,000.00 for the Condition Assessment of the Sanitary Sewer System (Project No. ss2001).
BACKGROUND/DISCUSSION
The City’s Public Works Department is embarking on an ambitious project to assess the condition of the entire City’s sanitary sewer gravity system by performing city-wide closed-circuit television (CCTV) inspection for approximately 632,037 linear feet of sewer pipe and 2,836 sewer manholes. The inspections and condition assessments will be following the National Association of Sewer Service Companies' (NASSCO) Pipe and Manhole Assessment and Certification Programs (PACP and MACP).
Sewer lines will also be cleaned prior to inspection, and the consultant will provide full documentation of the inspection work, including both video footage and pipeline and manhole inspection reports.
CCTV sewer inspections are essential for several reasons:
• Accurate Diagnosis: They provide a clear and accurate visual of the interior condition of sewer pipes. This helps in identifying issues such as blockages, cracks, collapses, or root intrusions.
• Preventative Maintenance: Regular inspections can help detect potential problems before they become serious. Early detection can prevent major repairs and save money in the long run.
• Planning and Decision-Making: Detailed inspections help in planning maintenance and repair activities more effectively. They provide the necessary information to make informed decisions about the best course of action towards future CIP sewer rehabilitation and replacement projects.
And once the condition assessment of the sanitary system is complete, the findings play a crucial role in several areas:
• Prioritizing Critical Areas: The assessment helps identify and prioritize areas that require immediate attention. This ensures that resources are allocated efficiently to address the most critical issues first.
• Supporting the Sewer Master Plan: The data gathered from the condition assessment informs the development and updating of the sewer master plan. This strategic plan outlines long-term goals, maintenance schedules, and improvement projects for the sewer system.
• Protecting Public Health: By addressing potential issues promptly, the risk of sewer overflows and leaks is minimized, protecting public health and the environment from contamination.
CCTV inspections are also non-invasive and do not require digging up pipes. Overall, CCTV sewer inspections are a crucial tool for maintaining the integrity and functionality of sewer systems, ensuring they operate efficiently and effectively.
Request for Proposals
The Project requires a consultant with the right qualifications, experience, and expertise for this scope of work.
On April 26, 2024, Staff issued a Request for Proposals (RFP) on the City’s procurement website. And on June 7, 2024, the City received two (2) proposals from qualified consultants:
• Pipe and Plant Solutions Inc. of San Leandro, CA
• Presidio Systems, Inc. of Livermore, CA
The consultant proposal review panel consisted of members from the City’s Public Works Maintenance and Engineering Division. The proposal review panel analyzed each consultant’s proposal based on the following categories:
• Knowledge and Understanding of the Project
• Management Approach and Staffing Plan
• Qualifications of the Proposer Firm
The consultant proposal review panel determined that Presidio Systems, Inc., and its team have presented the most responsive and experienced team for the City’s project.
Per Public Contract Code (PCC §10344), selection of consultant team is not based on the lowest proposal fee, but on the firm’s expertise, experience, and references. Once Presidio Systems, Inc. was selected as the top-rated firm, staff negotiated the proposed fee to be in line with all required services.
FISCAL IMPACT
CIP Project No. ss2001 is included in the City of South San Francisco’s fiscal year (FY) 2024-25 Capital Improvements Program (CIP). There are sufficient funds in the FY 2024-25 CIP to cover the total contract cost and is funded by the Sewer Enterprise Fund.
No compensation beyond the not-to-exceed amount will be authorized without a mutually agreed-upon level of effort and corresponding contract amendment approved by the City Manager.
The proposed costs are shown below:
Presidio Systems, Inc. Fee $ 2,389,985.80
Contract Contingency (15%) $ 370,014.20
Total Estimated Contract Costs $ 2,760,000.00
RELATIONSHIP TO STRATEGIC PLAN
The City of South San Francisco promotes public health and environmental stewardship. Continuing to fund wastewater infrastructure systems improvements positively affects the quality of life for South San Francisco residents, businesses, and visitors by protecting public health and safety.
CONCLUSION
Staff recommends authorizing the City Manager to execute a Consulting Services Agreement with Presidio Systems, Inc. of Livermore, California for $2,389,985.80, and authorizing a total contract budget of $2,760,000.00 for the Condition Assessment of the Sanitary Sewer System (Project No. ss2001).
Attachments:
1. Sanitary Sewer System Map