ACTION:
____________________________
Clerk/Secretary
Department: Public Works Item No: C10
Prepared by: Leslie Webb-Blanco, Management Analyst Meeting Date: November 14, 2023 Approved by:
Kuna Muthusamy, Director
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: AS-NEEDED CONTRACT FOR LARGE DIAMETER SEWER LINE CLEANING AND CCTV
INSPECTION SERVICES
RECOMMENDATION: Adopt City Council Resolution No. 2023- , and Buena Sanitation District Resolution No. 2023- , approving a contract with Downstream Services, Inc. for as-needed large diameter sewer line cleaning and CCTV inspection services.
CORRELATION TO CITY COUNCIL GOALS: Routine operational item not directly corresponding to a specific City Council goal.
PRIOR ACTION: On June 11, 2019, adopted City Council Resolution No. 2019 -75, approving a contract with Downstream Services, Inc. for as-needed sewer CCTV services (Vote: 5-0).
On June 11, 2019, adopted Buena Sanitation District Resolution No. 2019-9, approving a contract with Downstream Services, Inc. for as-needed sewer CCTV services (Vote: 5-0).
STATEMENT ON THE SUBJECT: The City of Vista operates and maintains approximately 215 miles of sewer pipelines and the Buena Sanitation District operates and maintains approximately 100 miles of sewer pipelines. In 2017, the City of Vista and the Buena Sanitation District (collectively the “City”) implemented an Asset Management Plan (AMP) to leverage the City’s closed-circuit television (CCTV) inspections of sewer pipelines to better assess the structural conditions and possibilities of failure.
Public Works staff focus on inspection, cleaning, and monitoring of the sewer system along with high-risk pipelines identified by the AMP. Of these, the large diameter pipelines are the most difficult sections to inspect and clean due to significant sewer flows, and locations that require specialized equipment to access and service. Therefore, it is most cost effective for the City to contract for large diameter pipeline cleaning and inspections. To optimize operations and realize cost savings, staff recommends entering an agreement with a contractor for as-needed large diameter sewer line cleaning and CCTV inspection services which are essential to determine structural condition and minimize the possibility of sanitary sewer overflow.
On September 19, 2023, the City issued a Request for Proposals (RFP) for as-needed large diameter sewer line cleaning and CCTV inspection services. The RFP was advertised on the City’s website and online procurement portal, OpenGov. On October 17, 2023, the City received two responsive proposals from the following firms:
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted the following: 1) City Council Resolution No. 2023-193.
Vote: 5-0; 2) Buena Sanitation District Resolution No. 2023-8. Vote: 5-0.
MEETING DATE: NOVEMBER 14, 2023 PAGE 2
SUBJECT: AS-NEEDED CONTRACT FOR LARGE DIAMETER SEWER LINE CLEANING AND CCTV
INSPECTION SERVICES
Company Name Location Downstream Services, Inc. Escondido, CA Pipe-Tec, Inc. Baldwin Park, CA
Upon bid opening, staff reviewed and evaluated the proposals based on pre-determined criteria including qualifications, references, quality of proposal and cost. The bids were based on a standard quantity of pipe cleaning and CCTV inspections and were not all-inclusive. Based on the evaluation of proposals, inclusive of the proposed rate structures, staff recommends the selection of Downstream Services, Inc. (Downstream) as the most qualified, cost-effective firm. Staff proposes a 12-month initial contract term with two additional 12-month extension options for a possible maximum term of 36 months subject to consumer price index increases.
FISCAL IMPACT: The contract with Downstream will have an annual ceiling of $91,000. Funding is available in Fiscal Year 2023/24 and 2024/25 Operating Budgets in the Sewer Maintenance Professional Services account (no. 5010460.521000) and Buena Sewer District Maintenance Professional Services account (no. 5040480.521000). Funding for subsequent years will be included in the annual budget preparation.
EXHIBITS:
1. City Council Resolution No. 2023- , approving a contract with Downstream Services, Inc. for as- needed large diameter sewer line cleaning and CCTV inspection services
2. Buena Sanitation District Resolution No. 2023- , approving a contract with Downstream Services, Inc. for as-needed large diameter sewer line cleaning and CCTV inspection services
3. Contract with Downstream Services, Inc.
11/14/2023 C10 2 of 62
00029213 7
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, APPROVING A CONTRACT WITH DOWNSTREAM SERVICES, INC. FOR AS-NEEDED LARGE DIAMETER SEWER LINE
CLEANING AND CCTV INSPECTION SERVICES.
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. The City desires to enter into a contract for large diameter sewer line cleaning and CCTV inspection services.
B. Pursuant to Section 3.08.075 of the Vista Municipal Code, a request for proposals (RFP) was issued on September 19, 2023.
C. Two proposals were submitted in response to the RFP and were evaluated based upon proposal evaluation criteria.
D. Staff recommends entering a contract with Downstream Services, Inc. for as-needed large diameter sewer line cleaning and CCTV inspection services.
2. Action.
A. The contract between the City of Vista and Downstream Services, Inc. for as- needed large diameter sewer line cleaning and CCTV inspection services is approved, and the Mayor is authorized to execute the contract on behalf of the City.
B. The City Manager is authorized to execute all necessary contract documents on behalf of the City with Downstream Services, Inc.
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EXHIBIT 1
RESOLUTION NO. 2023-
CITY COUNCIL OF THE CHARTERED CITY OF VISTA
PAGE 2
00029213 7EXH1 RESO - Approving As-needed Contract with Downstream Services, Inc.docx
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on November 14, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20231103144941
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
11/14/2023 C10 4 of 62
00056393 5
RESOLUTION NO. 2023-
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE
BUENA SANITATION DISTRICT, APPROVING A CONTRACT WITH
DOWNSTREAM SERVICES, INC. FOR AS-NEEDED LARGE DIAMETER
SEWER LINE CLEANING AND CCTV INSPECTION SERVICES.
The Board of Directors of the Buena Sanitation District does resolve as follows:
1. Findings. The Board of Directors hereby finds and declares the following:
A. The District desires to enter into a contract for large diameter sewer line cleaning and CCTV inspection services.
B. Pursuant to Section 3.08.075 of the Vista Municipal Code, a request for proposals (RFP) was issued on September 19, 2023.
C. Two proposals were submitted in response to the RFP and were evaluated based upon proposal evaluation criteria.
D. Staff recommends entering a contract with Downstream Services, Inc. for as-needed large diameter sewer line cleaning and CCTV inspection services.
2. Action.
A. The contract between the Buena Sanitation District and Downstream Services, Inc. for as-needed large diameter sewer line cleaning and CCTV inspection services is approved, and the Chairperson is authorized to execute the contract on behalf of the City.
B. The City Manager is authorized to execute all necessary contract documents on behalf of the City with Downstream Services, Inc.
Adoption. PASSED AND ADOPTED at a meeting of the Board of Directors of the Buena Sanitation District held on November 14, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, DISTRICT COUNSEL
By:
APPROVED
Walter C. Chung
20231103145053
JOHN B. FRANKLIN, CHAIRPERSON
ATTEST:
KATHY VALDEZ, CLERK OF THE BOARD
By:
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EXHIBIT 2
Job Order City Services (Non-Construction) (RFP) 1 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
JOB ORDER CONTRACT FOR LARGE DIAMETER SEWER LINE CLEANING
AND CCTV INSPECTION SERVICES
THIS “CONTRACT” is entered into by and between the “Parties” as of ___________________ (“Contract Date”).
1.0 THE “PARTIES”
The “City”:
CITY OF VISTA, a chartered municipal
corporation
and
BUENA SANITATION DISTRICT, a County
Sanitation District
200 Civic Center Drive
Vista, CA 92084
Working Contact: Cirilo Mariscal
Billing Contact: Cirilo Mariscal
The “Contractor”
DOWNSTREAM SERVICES, INC., a
California corporation
2855 Progress Place
Escondido, CA 92029
Contact: Loren Roberts
2.0 BASIC TERMS
2.1 The “Services” to be performed by Contractor are set forth in City’s Request for Proposals (“Exhibit A”).
2.2 Contractor has submitted to City a Proposal to perform certain “Services” dated October 17, 2023 (“Exhibit B”).
2.3 The specific tasks for which the Services are required is described in Exhibit A.
2.4 The “Required License” for the Services is: N/A.
2.5 Contractor desires to enter into this “Contract” with City for the Services.
2.6 The “Contract Ceiling Price” is not to exceed $91,000 per year.
3.0 CONTRACT TERM
3.1 This Contract shall take effect as of the Contract Date.
3.2 This Contract shall be in effect for 12 calendar months (“Term”). The Term may be extended at the City’s option for an additional 24 months, in increments of City’s choice, for a maximum Term of 36 from the Contract Date.
3.3 City may terminate this Contract upon 30-days’ written notice to Contractor. In such event, or upon request of City, Contractor shall assemble all City documents in the Contractor's possession, put them in order for proper filing and closing, and deliver the documents to City. In the event of termination, Contractor shall be paid for work performed to 11/14/2023 C10 6 of 62
EXHIBIT 3
Job Order City Services (Non-Construction) (RFP) 2 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
the termination date. City shall make the final determination as to the portion of tasks completed and the compensation to be paid.
4.0 SCOPE
Contractor shall perform, in accordance with Exhibit A, all Services including, labor, materials, software, supplies, reports, and documents for as may be required from time to time, as may be required from time to time upon the issuance of a Work Order for the fulfillment of each specific task to be performed under the Contract (“Project”). The Services shall be complete, and all work, material and services not expressly called for in the Proposal which may be necessary to carry out the Contract in good faith, shall be performed by the Contractor at no increase in cost to City. In the event of a conflict between the provisions this Contract text and Exhibit A, this Contract text shall control.
5.0 COMPENSATION
5.1 City shall pay Contractor on a time and material rate as set forth in Exhibit A for the Services to be performed. For Contract option years, City may approve Contractor’s request to increase the Exhibit A rates by the increase in the Consumer Price Index, San Diego Area, for All Urban Customers (CPI-U) as published by the Bureau of Labor Statistics during the preceding year, or 3.0%, whichever is less.
5.2 An invoice for payment shall be submitted in a form satisfactory to City. At a minimum, the invoice shall include: the purchase order number, the work order number, a description of the work performed, and a total amount.
5.3 Changes in, additions to, or deductions from the Services, including increases or decreases in the quantity of any item or portion of the Services, shall be set forth in a written change order executed by City and by the Contractor which shall specify:
5.3.1 The changes, additions, and deductions to be made.
5.3.2 The increase or decrease in compensation due the Contractor, if any.
5.3.3 Adjustment in the time of completion, if any.
5.4 Contract Ceiling Price
5.4.1 In no event shall City be liable for paying more than the Contract Ceiling Price for Contractor's services rendered under this Contract.
5.4.2 If it becomes foreseeable that Contractor will need to perform services such that the cumulative total of costs to City will exceed the maximum permitted by this Contract, any such cost overrun will be handled pursuant to the change order procedure in Chapter 3.08. City and Contractor recognize that City lacks authority to exceed the cost ceiling without the express authorization of the City Council. If the maximum cost to City for this Contract is exceeded unexpectedly, payment shall be made as mutually agreeable and disputes shall be handled pursuant to this Contract, but work shall cease as soon as is reasonably feasible once the cost ceiling plus allowable change orders, if any, is exceeded.
5.5 Except as provided in Exhibit A, Contractor shall not be reimbursed for any expenses incurred in rendering services under this Contract. 11/14/2023 C10 7 of 62
Job Order City Services (Non-Construction) (RFP) 3 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
6.0 CONTRACT DOCUMENTS
The Contract comprises the following documents including all additions, deletions, modifications and appendices and all addenda setting forth any modifications or interpretations of any of these documents: Documents required under Exhibits A–E.
7.0 TIME FOR COMPLETION AND COMMENCEMENT OF SERVICES
All Services under the Contract must be completed by the date incorporated in the Work Order for the specific Project and within the time and response specifications in Exhibit A.
8.0 ASSISTANCE BY CITY
All information, data, records, reports, and maps as are in possession of City and necessary for the carrying out of this work shall be available to Contractor without charge. City shall make available to Contractor members of its staff for consultation with Contractor in the performance of this Contract. City does not warrant that the information data, records, reports, and maps heretofore or to be provided to Contractor are complete or accurate and Contractor should satisfy itself as to accuracy and completeness. City and Contractor agree that City shall have no liability should any information, data, records, reports, and maps be inaccurate, incomplete, or misleading. Unless provided in Exhibit A, no other assistance shall be provided by City to Contractor.
9.0 STANDARD OF PERFORMANCE
9.1 Contractor represents and warrants that it has the training, qualifications, experience, and facilities necessary to properly perform the Services required under this Contract in a thorough, competent, and professional manner. At all times Contractor shall faithfully, competently and to the best of its ability, experience, and talent, perform all services described herein. In meeting its obligations under this Contract, Contractor shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of Contractor under this Contract.
9.2 Contractor shall keep itself informed of and comply with all applicable federal, state, and local laws, statutes, codes, ordinances, regulations, and rules in effect during the Term of this Contract. Contractor shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this Contract, including any business licenses required by City. Neither City, nor any elected or appointed boards, officers, officials, employees, or agents of City, shall be liable, at law or in equity, as a result of any failure of Contractor to comply with this Section.
10.0 CONTRACTOR’S STATUS; CONTRACTOR’S EMPLOYEES
10.1 Contractor shall perform the services provided for herein in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling. Contractor is not to be considered an employee of City, nor shall any employees of Contractor be considered employees of City, for any purpose. Contractor shall be under the direction and control of City staff only as to the results to be accomplished. This Contract is not intended to create the relationship of partnership, joint venture, or association between City and Contractor.
10.2 Contractor represents and warrants that all design professional services, if any, shall be provided by a person or persons duly licensed by the State of California to provide the type of services described in Exhibit A.
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Job Order City Services (Non-Construction) (RFP) 4 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
10.3 Neither Contractor, nor any of Contractor's officers, employees, or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.
10.4 Contractor is aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all of Contractor’s officers, employees, agents and subcontractors that are included in this Contract.
10.5 The payment made to Contractor pursuant to this Contract shall be the full and complete compensation to which Contractor and Contractor’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Contract. Neither Contractor nor Contractor’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. City will not make any federal or state tax withholdings on behalf of Contractor. City shall not be required to pay any workers' compensation insurance on behalf of Contractor.
10.6 Contractor agrees to defend and indemnify City for any obligation, claim, suit or demand for tax, retirement contribution including any contribution to the Public Employees Retirement System (PERS), social security, salary or wages, overtime payment, or workers' compensation payment which City may be required to make on behalf of Contractor or any employee of Contractor, or any employee of Contractor construed to be an employee of City, for work done under this Contract. This is a continuing obligation that survives the termination of this Contract.
11.0 CIVIL RIGHTS
11.1 Contractor agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations hereinafter enacted.
11.2 Contractor shall not knowingly deny an opportunity or benefit, discriminate against, or harass, any employee or applicant for employment on account of the person’s race, color, ethnicity, national origin, ancestry, religion, creed, veteran status, physical disability, mental disability, medical condition, marital status, sex, sexual orientation, age, or other status protected from workplace discrimination by state or federal law.
11.3 Contractor shall not knowingly give preferential treatment to any applicant for employment on the basis of race, color, ethnicity, national origin, ancestry, religion, creed, physical disability, mental disability, medical condition, marital status, sex, or sexual orientation.
11.4 This section shall be interpreted in a manner that is consistent with the California and United States Constitutions and applicable state and federal statutes governing workplace discrimination. The terms used in this section shall have the same meaning as defined in state statutes governing the same subject matter.
11.5 Nothing in this section shall be interpreted as prohibiting bona fide occupational qualifications consistent with applicable state and federal law and reasonably necessary to the normal operation of Contractor. Nothing in this section shall be interpreted as prohibiting regulations and policies to prevent nepotism or conflicts of interest. 11/14/2023 C10 9 of 62
Job Order City Services (Non-Construction) (RFP) 5 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
11.6 Nothing in this Section shall be interpreted as prohibiting action taken to establish or maintain eligibility for any federal program, where ineligibility would result in a loss of federal funds to City.
11.7 To the fullest extent permitted by law and without limitation by the other provisions of this Contract relating to indemnification and insurance, Contractor shall also indemnify, defend and hold harmless City, and its directors, officers, employees and agents from and against all liability (including without limitation all claims, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including but not limited to reasonable attorneys' fees, court costs, and costs of alternative dispute resolution) resulting from any claim of discrimination or harassment, including but not limited to sexual harassment, arising from the conduct of the Contractor or any of the Contractor’s officers, employees, agents, licensees, or subcontractors. In the event of a discrimination or harassment complaint against any employee, agent, licensee or subcontractors of Contractor or its subcontractors, Contractor shall take immediate and appropriate action in response to such complaint, including, but not limited to termination or appropriate discipline of any responsible employee, agent, licensee, or subcontractors. The provisions of this Section survive completion of the services or termination of the Contract.
12.0 CONTROL OF SERVICES
Each Party shall appoint a representative who shall have the authority to represent and act for that Party (“Representative”). Any written or verbal directions or requests of City's Representative delivered to the Contractor’s Representative shall have the same force and effect as if delivered to the Contractor. The Contractor's Representative shall have the authority to sign any change order, coordinate the work of all subcontractors and make other decisions pertaining to the Contract.
13.0 ASSIGNMENT AND SUBCONTRACTING
13.1 Neither this Contract nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of the City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty-five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Contract shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City.
13.2 Contractor shall be fully responsible to the City for any acts and omissions of Contractor's subcontractor, including persons either directly or indirectly employed by subcontractor, in the event Contractor subcontracts any of the work to be performed under this Contract. Contractor's responsibility under this paragraph shall be identical to Contractor's liability for acts and omissions of Contractor and employees of the Contractor. Nothing contained in this Contract shall create any contractual relationship between City and any subcontractor of Contractor, but Contractor shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this Contract applicable to Contractor's work, unless such change, omission, or addition is approved in advance in writing by the City Manager or the City Manager’s designee. All subcontractors are subject to the prior written review and approval of the City Manager or the City Manager’s designee. 11/14/2023 C10 10 of 62
Job Order City Services (Non-Construction) (RFP) 6 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
14.0 LICENSES
If a license of any kind, which term is intended to include evidence of registration, is required of Contractor, its employees, agents, or subcontractors by federal, state, or local law, Contractor warrants that such license has been obtained, is valid and in good standing, and that any required bond has been posted in accordance with all applicable laws and regulations.
15.0 FINANCIAL RECORDS
15.1 Contractor shall maintain any and all documents, ledgers, books of account, invoices, vouchers, canceled checks, or records demonstrating or relating to Contractor’s performance of services pursuant to this Contract or evidencing or relating to expenditures and disbursements charged to City pursuant to this Contract. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by Contractor pursuant to this Contract. Any and all such documents or records shall be maintained for three years from the date of execution of this Contract and to the extent required by laws relating to audits of public agencies and their expenditures. It is expressly understood and agreed that the provisions of this Section will survive termination of this Contract.
15.2 Any and all records or documents required to be maintained pursuant to this Section shall be made available for inspection, audit and copying, at any time during regular business hours, upon request by City or its Representative. Copies of such documents or records shall be provided directly to the City for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at Contractor's address indicated for receipt of notices in this Contract or the primary location from which services are rendered, whichever is closer.
16.0 OWNERSHIP OF DOCUMENTS
16.1 Upon delivery, the work product, including without limitation, all original reports, writings, recordings, drawings, files, computer code, and detailed calculations developed under this contract, are the property of City. Contractor agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in City and hereby assigns, waives and relinquishes all claims to copyright or other intellectual property rights in favor of City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of Services and that Contractor makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of Services. If Contractor is providing copyrighted, proprietary materials in the performance of the Services, then the intellectual property provisions of Exhibit B shall prevail over the provisions of this section.
16.2 Contractor represents that it has secured all necessary licenses, consents or approvals to use the components of any intellectual property, including computer software, used in the rendering of services and the production of the work product produced under this Contract, and that City has full legal title to and the right to reproduce such materials. The Contractor covenants to defend, indemnify and hold City harmless of any loss, claim or liability in any way related to a claim that they are violating or have violated any federal, state or local laws, or any contractual provisions, relating to trade names, licenses, franchises, patents or other means of protecting interests in products or inventions. Contractor shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked materials, equipment, devices, or processes used on or incorporated in the services and materials produced under 11/14/2023 C10 11 of 62
Job Order City Services (Non-Construction) (RFP) 7 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
this Contract. In case such materials, equipment, devices, or processes are held to constitute an infringement and their use is enjoined, Contractor, at its expense, shall: (a) secure for City the right to continue using the materials by suspension of any injunction or by procuring a license or licenses for the City; or (b) modify the materials so that they become non-infringing.
17.0 CONFIDENTIALITY
17.1 Contractor shall treat all information obtained from City in the performance of this Contract as confidential and proprietary to City. Contractor shall treat all records and work product prepared or maintained by Contractor in the performance of this Contract as confidential.
17.2 Contractor agrees that it will not use any information obtained as a consequence of the performance of work for any purpose other than fulfillment of Contractor’s scope of Services. Contractor will not disclose any information prepared for City or obtained from City or obtained as a consequence of the performance of work to any person other than City, or its own employees, agents or subcontractors who have a need for the information for the performance of Services under this Contract unless such disclosure is specifically authorized in writing by City.
18.0 CONFLICT OF INTEREST REQUIREMENT
Contractor agrees that, to the extent applicable, it shall comply with and be bound by all laws and regulations deriving from the relationship of the Contractor to the City, including the Political Reform Act (Government Codes Section 87100 et seq.) Chapters 2.32 or 2.33 of the Vista Municipal Code, the Community Redevelopment Act (Health & Safety Code 33000 et seq.) and all regulations promulgated thereunder (collectively “Conflict Laws”). As a condition precedent to the formation of this Contract, Contractor warrants and covenants that it is adequately informed regarding the obligations and duties imposed by the Conflict Laws and that to the best of Contractor's knowledge and belief, there exists no conflict of interest (under the laws) that would disqualify the Contractor from participation in any decisions arising out of the performance of this Contract. Prior to commencement of any work in the performance of this Contract, Contractor shall comply with any applicable requirements of Chapter 2.32 of the Vista Municipal Code, including any requirement to file a financial disclosure statement with the City Clerk.
Contractor further agrees that no employee, agent or subcontractor for Contractor shall perform any work for the City pursuant to this Contract which will violate the Conflict Laws.
19.0 PROHIBITION OF FINANCIAL INTEREST BY CITY OFFICIAL Contractor warrants and covenants to City that no City Official has or will have any current or future financial interest in this Contract as of the date approved, nor shall Contractor promise, offer, or enter into any written, oral or implied Contract, to provide any financial interest or remuneration of any kind or manner to any City official with respect to this Contract. For purposes of this Section, the term “City Official” shall mean and include any elected or appointed officer of City, any employee of City, or any spouse or financial dependent of a City official or employee. A violation of this provision shall render this Contract null and void and Contractor shall be subject to restitution of all fees or money paid or earned under this Contract.
20.0 INDEMNIFICATION
20.1 Contractor shall defend, indemnify and hold City and its officers, officials, employees, and volunteers (collectively, “Indemnitees”) harmless against any and all liability, loss, damage, fine, penalty, expense, claim or cost (including without limitation costs and fees of 11/14/2023 C10 12 of 62
Job Order City Services (Non-Construction) (RFP) 8 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
litigation) of every nature (collectively, “Liability”) arising out of or in connection with this Contract or its performance, including defects in design, except: (1) Liability caused by Indemnitees’ sole negligence or willful misconduct; or (2) for Liability caused by Indemnitees’ active negligence, in which case the indemnity received by Indemnitees shall be reduced by the amount: (i) that Indemnitees’ active negligence contributed to the Liability on a comparative basis; or (ii) such other amount as may be required by law (“Duty of Indemnification”).
20.2 Contractor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Contractor regardless of any prior, concurrent, or subsequent active or passive negligence by the Indemnitees. In the event there is more than one person or entity named in the Agreement as a Contractor, then all obligations, liabilities, covenants and conditions under this instrument shall be joint and several.
21.0 INSURANCE AND BONDS
Contractor shall comply with the insurance provisions set forth in Exhibit C.
22.0 SERVICE OF NOTICE
22.1 Any notice, which either Party may desire to give to the other Party, must be in writing and may be given by personal delivery to the Party’s Representative or by overnight courier service to the Party’s address set forth in Section 1.0. Notice may also be given by mailing it by registered or certified mail, return receipt requested, to the other Party at the address set forth in Section 1.0. Any notice given by mail will be deemed given 48 hours after such notice is deposited in the United States mail, addressed as provided with postage fully prepaid.
22.2 A Party may change its address by giving notice as provided above, and the changed address shall thereafter be deemed to be the address set forth in Section 1.0.
23.0 LABOR LAW COMPLIANCE
California Labor Code Sections 1860 and 3700 provide that every contractor will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, Contractor hereby certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker’s compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.”
24.0 SURVIVAL OF COVENANTS
Contractor’s obligations under Sections 16, 17 and 20 shall survive the termination of this Contract.
25.0 SPECIAL PROVISIONS
This Contract is subject to, and Contractor shall comply with, the special provisions referenced in Exhibit E, if any.
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Job Order City Services (Non-Construction) (RFP) 9 of 10 DOWNSTREAM SERVICES, INC. [29867-4] {00112012 1}
26.0 EXHIBITS
All documents referenced as exhibits in this Contract, or referenced in an exhibit to this Contract, are incorporated herein.
27.0 APPLICABLE LAW, VENUE
This Contract shall be construed and enforced under the laws of the State of California. If any action is commenced by any Party to this Contract, such action shall be filed in a court of competent jurisdiction within the County of San Diego, California.
28.0 COUNTERPARTS; ELECTRONIC SIGNATURES; ELECTRONIC DELIVERY This Agreement may be executed in separate counterparts, none of which need contain the signatures of both Parties, and each of which, when so executed, shall be deemed an original and all together shall constitute and be one of the same instrument. The Parties agree that this Agreement, whether executed by electronic signature, digital signature, or constituting a scanned or electronically reproduced copy or image of this Agreement bearing the signatures of the Parties, will be deemed an original and will represent competent evidence of the execution, terms and existence of this Agreement notwithstanding the failure or inability to produce an original executed Agreement or counterpart thereof, and without the requirement that the unavailability of such original executed Agreement or counterpart thereof first be proven.
Further, the exchange of this entire executed Agreement (and/or such exhibit(s) or document(s)) that is in photostatic or portable document format (.pdf) form by electronic mail or by another electronic means shall be considered original(s) and shall constitute effective execution and delivery of the original(s).
29.0 MODIFICATIONS
This Contract contains the entire agreement, between the Parties and supersedes all prior negotiations, discussions, obligations, and rights of the Parties in respect of each other regarding the subject matter of this Contract. There is no other written or oral understanding between the Parties. No modification, amendment or alteration of this Contract shall be valid unless it is in writing and signed by all Parties.
[Continued on page 10.]
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11/14/2023 C10 15 of 62
{00112012 1} Exhibit A
EXHIBIT A
REQUEST FOR PROPOSALS
11/14/2023 C10 16 of 62
REQUEST FOR PROPOSALS (RFP)
FOR
AS-NEEDED LARGE DIAMETER SEWER LINE CLEANING
AND CCTV INSPECTION
SERVICES
Public Works Department
Submittal Deadline: TUESDAY, OCTOBER 17TH, 2023 at 2:00 P.M. 11/14/2023 C10 17 of 62
CITY OF VISTA,CALIFORNIA
Prepared in the
CITY OF VISTA,CALIFORNIA
PUBLIC WORKS DEPARTMENT
200 Civic Center Drive
Vista,CA 92084-6275
PROJECT SPECIFICATIONS
for
AS-NEEDED LARGE DIAMETER SEWER LINE
CLEANING AND CCTV INSPECTION
SERVICES
MR
Kuna Mu^husamy,P.E.
y/\$
Defte Signed
11/14/2023 C10 18 of 62
REQUEST FOR PROPOSALS FOR AS-NEEDED
SEWER LINE CLEANING AND CCTV INSPECTION SERVICES
1. INTRODUCTION
The City of Vista and Buena Sanitation District (City) is soliciting proposals in response to this Request for Proposals (RFP) from qualified professional contractors (Consultant) to provide as- needed sewer line cleaning and closed-circuit television (CCTV) inspection services as needed including but not limited to removing roots, grease, silt and debris from sewer lines through the means of vactoring and jetting, bucketing and video inspection. All proposals received by the due date will be evaluated in accordance with applicable provisions of the Vista Municipal Code (VMC) and the City will select the contractor based on the best value, not on the lowest responsible respondent.
The initial term of the contract shall be one-year (12-months) from the date of award with the possibility of two (2) optional successive one-year (12-month) renewal periods. This contract may be renewed by the City for two (2) successive one-year periods under the terms and conditions of the original contract as stated below.
In the event the City elects to extend the Agreement beyond the initial one-year term, Consultant may request an increase in the price by an amount equal to the Consumer Price Index (CPI) for the previous year, or 3%, whichever is lower. The amount of the increase shall be determined by comparing the increase in the CPI published at least one hundred twenty (120) days before the termination date of the Agreement to the comparable CPI published for the preceding year. CPI shall mean the Consumer Price Index [All Urban Consumers] for the San Diego, California CMSA (base year 1982-1984=100), published by the United States Department of Labor’s Bureau of Labor Statistics.
Price increases can only occur at the time of renewal for contract option years when requested by the Consultant. Written notice of the City’s intension to renew shall be given approximately 90 calendar days prior to the expiration date of each contract period.
This contract between City and Consultant for as-needed sewer line cleaning and CCTV inspection services shall be for an initial one-year term with a contract ceiling of $91,000. The 11/14/2023 C10 19 of 62
contract may be extended for two additional, one-year options each with a contract ceiling of $91,000. If all three years are awarded, the contract will have a not to exceed amount of $273,000.
Proposals shall be submitted in accordance with the requirements of this RFP. An electronic Rate Schedule (hourly rate) shall be uploaded separately from the Proposal, which the City shall only open after first considering and ranking the qualifications presented by each firm.
2. RESPONSE DUE DATE AND SUBMITTAL PROCESS
To receive addenda and submit a Bid, Consultants must register a free account with the City’s Electronic Bidding System, OpenGov Procurement, at
https://secure.procurenow.com/portal/cityofvista . No faxed, emailed or hard copy bids will be accepted. Once registered, Consultants must download the RFP while logged in under their own name and identification number to appear on the Electronic Prospective Bidders List as a “Prospective Bidder.” Consultants that fail to download the RFP will not appear on the Electronic Prospective Bidders List and their Proposal will be considered non-responsive. If a Consultant is unable to register or download the RFP from OpenGov Procurement, a Consultant representative may contact OpenGov Procurement to troubleshoot the problem.
All Proposal documents must be uploaded using OpenGov Procurement prior to the Proposal Submission Date as instructed in this solicitation. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point the Consultant will receive an email confirmation from OpenGov Procurement.
The City reserves the right to extend the date by which proposals are due via addendum. To be considered, Proposals shall be submitted through OpenGov Procurement no later than the Proposal Submission Date. OpenGov Procurement will determine the official time for the advertised Proposal Due Date and such determination will be final. Any Proposals not received in a timely manner on the Proposal Due Date, as described above, will not be considered.
All project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s Electronic Bidding System. Phone call questions will not be accepted. Answers to all submitted questions will be provided in an addendum through OpenGov Procurement. Questions must be submitted prior to the deadline specified in the RFP Schedule.
3. PROPOSAL REQUIREMENTS
The proposal shall be limited to fifteen (15) 8.5” x 11” pages, excluding cover letter, resumes, and appendix material. A cover letter shall summarize key elements and guarantee that key personnel will be committed to perform the required tasks throughout the duration of the contract. The cover letter shall be limited to two (2) pages and shall include a contact name, email, phone number and full address for the consultant. The cover letter shall include a statement that the consultant can meet the City’s insurance requirements and is prepared to execute the Professional Services Agreement as written. A rate schedule (as described in the following section), shall be provided in a separate electronic file uploaded to OpenGov Procurement.
Proposals shall include a discussion of the Consultant's overall approach to the on-call contract, a summary of key personnel and qualifications, an organization chart, a rate schedule, and documentation of the firm’s and any sub-consultant’s qualifications. The proposal should be 11/14/2023 C10 20 of 62
concise, well organized, and demonstrate the responders' qualifications and experience applicable to the contract. Responders will be evaluated based on the information submitted in accordance with the criteria for selection provided herein.
Proposals submitted in response to this RFP shall include:
3.1 Cover Letter - A cover letter shall summarize key elements and guarantee that key personnel will be committed to perform the required tasks throughout the duration of the contract. In cases where a team member voluntarily leaves a firm, the Consultant shall provide the City a proposal for substitute team member subject to the approval for the City.
3.1.1 The cover letter shall be limited to two (2) pages and shall include a contact name, email, phone number and full address for the Consultant.
3.1.2 The cover letter shall include a statement that the Consultant can meet the City’s insurance requirements and is prepared to execute the Standard Consulting Agreement as written and will not make any changes to the project team without authorization of the City.
3.2 Company Information
3.2.1 Identification of Responder.
3.2.2 Legal name and address of the company (partnership, corporation, joint venture, etc.).
3.2.3 Identification of the parent company (if applicable).
3.2.4 Addresses of offices located in San Diego County.
3.2.5 Number of employees in San Diego County.
3.2.6 Name, title, address and telephone number of person to contact concerning the proposal.
3.2.7 California Department of Industrial Relations (DIR) Number. If company does not have a DIR Number, state justification.
3.2.8 Secretary of State Entity Number.
3.2.9 Contractor’s License: Consultant must possess a California Class B Driver’s License and Class A or C-34 (Pipeline Contractor) or C-42 (Sanitation System Contractor) California Contractors License.
3.3 Proposed Task Order Approach – Discuss one generalized approach to time- budget management, documentation, requirements from the City, consideration for consultant’s workload at the time of the task order issuance, and quality assurance and quality control (QA/QC) program.
3.4 Project Team and Organization Chart
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3.4.1 Describe project organization, including identification and responsibilities of key personnel.
3.4.2 Indicate roles of prime and all sub-consultants.
3.4.3 Provide a discussion of the experience of the Project Manager and other key staff members that would be involved with performing on-call services for the City.
3.4.4 Provide resumes of the Project Manager and other key staff members who will work on this contract. The resume shall include relevant experience, education, licenses, and certifications. The resume for each individual shall not exceed two pages in length. Resumes may be included as an appendix to the main document.
3.4.5 Describe proposed line-of-communication between the City, prime team members, and sub-consultant.
3.5 List of officers authorized to sign on firm’s behalf.
3.6 References – The Consultant shall provide a minimum of three (3) references for similar projects for the prime firm. At a minimum, each reference shall include the client’s name and location, number of projects completed for the client, client contact name and phone number.
3.7 Experience
3.7.1 Provide a brief description of Consultant’s experience in completing similar efforts within the last 5 years.
3.7.2 Provide a detailed discussion of specialized experience in completing the scope of required services.
3.7.3 Projects currently being performed may be submitted for consideration.
3.7.4 Project information should include a brief project description, agency or client name, their telephone number(s), the year of completion, and the contract fee.
3.7.5 Identify team members proposed for this RFP and their roles on the projects.
3.7.6 Identify the size and type of equipment leased or owned and available for storm drain cleaning and CCTV inspection services.
3.7.7 Exceptions to RFP – Consultant shall certify that it takes no exceptions to the RFP including the Sample Agreement. If the Consultant does take exception(s) to any portion of the RFP, the specific portion to which exception is taken shall be identified and explained.
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3.8 The consultant shall submit as an attachment (not a part of the 15 pages), examples of the firm’s work product. These examples of work product shall consist of:
3.8.1 National Association of Sewer Service Companies (NASSCO) Pipeline Assessment and Certification Program (PACP) inspection report.
3.8.2 Past project work examples
3.9 Rate Schedule: Consultant shall complete the attached Rate Schedule template and upload it separately to OpenGov Procurement.
4. SCOPE OF SERVICES
The City of Vista is seeking qualified professionals with extensive experience in large diameter sewer pipe cleaning and CCTV inspection services. The services to be performed by the selected Consultant shall include but not be limited to the following: review GIS of the City’s sewer system for familiarity, review as-builts or record drawings provided by the City, conduct field review for access, equipment necessary, and to identify any difficulties for cleaning and CCTV inspection, cleaning of sewer pipes prior to CCTV inspection including disposal of foreign materials and debris, CCTV inspection using NASSCO methods and procedures, documentation of sewer pipe condition and defects using PACP, and preparation of inspection videos and reports for the City of Vista.
4.1 Coordination – Consultant shall accommodate City representative who will be monitoring Consultant’s activities.
4.2 Work Hours – The City’s general standard work hours shall occur between the hours of 6:30 am to 4:30 pm, Monday through Friday, unless authorized by a City representative. Night work working hours are between 4:31 pm and 6:29 am.
Night work is rare but may be requested or required for some storm drain maintenance activities. Traffic control permits and considerations may require specific work hours.
4.3 Health and Safety – All work shall be done in a safe, workmanlike manner. Work performed, methods, and equipment used shall be in conformance with the prevailing State and Federal Occupational Safety Act. Costs from delays and losses due to Consultants operations not in conformance to these acts, or stoppages by OSHA inspectors or the designated representative, as a result of non-conformance, shall be solely borne by the Consultant.
4.4 Licenses – Consultant must possess the following California licenses:
4.4.1 Class B Driver’s License
4.4.2 Class A or C-34 (Pipeline Contractor) or C-42 (Sanitation System Contractor) Contractors License
4.5 Construction Water – A permit or agreement for use of water is required. The Consultant shall be responsible to make proper arrangements for metering from 11/14/2023 C10 23 of 62
the Vista Irrigation District. Consultant shall provide all necessary piping, backflow, and appurtenances to convey water to the work site. The costs of water required including dust control shall be considered as included in the various bid items and no additional compensation will be made to the Consultant.
4.6 Cleaning – Consultant must furnish all labor, materials, and equipment necessary to remove foreign materials and debris from the sewer pipes and structures. The City will not clean or assist the Consultant in any cleaning as part of this contract.
Consultant must lease or own sewer-cleaning equipment. Selection of equipment used shall be based on the conditions of the pipes at the time the work commences. Pipeline debris is described as, but not limited to, sludge, dirt, sand, rocks, grease, roots, trash, and other solid or semisolid materials.
The following is a list of minimal cleaning equipment:
4.6.1 High-Pressure Hydraulic (Hydro-Cleaning) Equipment - All high-pressure sewer or storm drain pipeline cleaning equipment shall be constructed for ease and safety of operation. The equipment shall have a minimum working pressure of 2,000 psi at a 60-gpm rate. The unit shall also be able to provide flows as low as 35-gpm for fragile pipes. The nozzles shall be capable of producing a scouring action, in the pipes designated to be cleaned, to remove debris and sand from the flow line prior to CCTV inspection. Equipment shall also include a high-pressure hydraulic “gun” for washing and scouring manhole, inlet structures, and other storm drain facility walls and floors. The gun shall be capable of producing flows from a fine spray to a solid stream. The equipment shall carry a nominal 1,500- gallon minimum water tank, auxiliary engines, vacuum system, and hydraulically driven hose reel. The equipment shall have a minimum of 600-feet of high-pressure hose. Equipment shall have a boom that will rotate a minimum of 180-degrees and provide 179-inches of reach off the center line of the unit.
4.6.2 Mechanically Powered Equipment – The base scope of work does not include cleaning with Bbucket machines. Bucket machines shall be used if pipe is 18-inches or larger in diameter when determined necessary by the Consultant and approved by the Owner. Cost for bucket machine will be paid for on an hourly basis as noted in the Scope of Services line item detail. Bucket machines shall be belt operated or have an overload device.
Machines with direct drive that could cause damage to the pipe will not be allowed. A power eroding machine shall either be a sectional or continuous rod type capable of holding a minimum of 750-feet of rod. The rod shall be specifically heat-treated steel. To ensure safe operation, the machine shall be fully enclosed and have an automatic safety clutch or relief valve.
4.6.3 Root Removal Equipment – Hydraulic or mechanical driven cutter may be used as necessary to remove roots intruding into the pipeline. No chemicals will be allowed for use in root removal.
The City is not responsible for, and Consultant will bear all costs associated with any Consultant cleaning or CCTV video inspection equipment that becomes lodged or damaged in a storm drainpipe, structure or facility. 11/14/2023 C10 24 of 62
If cleaning cannot be completed from one manhole or structure, the equipment shall be moved and set up on the other manhole or structure and cleaning shall be reattempted. If successful cleaning still cannot be performed or the equipment fails to traverse the entire pipeline section, it shall be assumed that a major blockage exists.
4.7 Precautions and Property Damage – During cleaning operations, precautions shall be taken in the use of cleaning equipment, so as to prevent damage to the existing pipe and structures. Care must also be taken to prevent wash water and debris from running onto private property. Consultant is responsible for all costs for any property damage as a result of the Consultants actions.
4.8 Sediment and Debris Removal – All sludge, dirt, sand, rocks, roots, trash, and other solid or semi-solid material shall be removed at the downstream manhole or structure of the section being cleaned. The Consultant shall dispose of the sediment and debris in accordance with local solid waste regulations. The Consultant may dispose of liquids at the City’s decanting station at Hacienda Drive and Vista Village Drive. The Consultant may dispose of waste at a locally permitted facility.
4.9 Sewer line Final Acceptance – Consultant shall be responsible for the removal of debris from the pipeline and to expose all defects for CCTV inspection.
Acceptance of the sewer pipe cleaning shall be made upon demonstration through television inspection, that the pipe has been thoroughly cleaned.
4.10 Closed Circuit Television (CCTV) Inspection – Consultant shall furnish all labor, materials, and equipment necessary to perform CCTV inspection of the sewer pipe designated by the City. The work shall be performed to the National Association of Sewer Service Companies (NASSCO) Pipeline Assessment and Certification Program (PACP) standards. Current PACP certification of all CCTV operators will be required for all CCTV work. Copies of certificates demonstrating current certification shall be provided to the City before the work is started. The inspection shall be performed one pipeline section at a time. Consultant shall adjust camera speed and picture quality to allow adequate time to view video, accurately compile the inspection log, and note any defects observed in accordance with NASSCO.
The work shall be documented using Wincan software program that is compatible with the City Wincan CCTV management system.
4.11 CCTV Equipment – The camera used for inspection shall be one specifically designed and constructed for operation in connection with storm drain inspection.
4.11.1 The camera source image shall provide a high-resolution video with minimum of 30 frames per second producing a continuously-monitored high-quality picture, capable of discerning all major and minor operational and structural defects in the pipeline.
4.11.2 The minimum video bit rate shall be 4.7 Mega bits per second (Mbps) and minimum audio bit rate shall be 128 Kilo bits per second (Kbps).
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4.11.3 Video inspection shall be performed utilizing one of the following video cameras:
4.11.3.1 Remove-focus stationary lens cameras;
4.11.3.2 Rotating-lens cameras; or
4.11.3.3 Pan-and-tilt cameras
4.11.4 The video camera shall be mounted on a skid, floatable raft system, or transporter based on the conditions of the pipeline to be inspected and recorded. The radial view camera shall be solid-state color and have remote control of the rotational lens. The camera shall be capable of viewing the complete circumference of the pipe and junction structure e.g., manhole. Cameras using mirrors or exposed rotating heads are not acceptable.
4.11.5 The camera shall be operative in 100 percent humidity conditions.
4.11.6 Camera lens shall not be less than 140 degree viewing angle.
4.11.7 Focal distance shall be remotely adjustable through range of 6-inches to infinity.
4.11.8 The remote-reading footage counter shall be accurate to less than 1 percent error over the length of the particular section of pipeline being inspected. This distance is measured from the centerline of the junctions e.g., manhole to the centerline of the next manhole.
4.11.9 The camera height shall be adjusted such that the camera lens is always centered in the pipe being inspected. The equipment shall display on the monitor the distance of the camera from the centerline of the starting manhole or structure. Unless otherwise approved by the Engineer, footage measurements shall begin at the centerline of the upstream manhole or structure.
4.11.10 Lighting and camera quality shall produce a clear, in-focus picture for the entire periphery of the pipe for a minimum distance of 6-feet. Lighting shall be remote-controlled and adjusted to minimize reflective glare and to avoid any dark or shadowy regions appearing on the video file.
4.11.11 The video camera and monitor shall be capable or registering a minimum of 400 vertical lines and 460 horizontal lines resolution and be clear, stable image with no interference.
4.11.12 The video portion of the digital recording shall be free of electrical interference and shall produce a clear and stable image. The audio portion shall be sufficiently free of background and electrical noise providing an oral report that is clear and discernible.
4.11.13 For pipes that do not have a suitable bottom for mechanical video equipment, the Consultant shall use a portable long-range pan and tilt push camera or other extending camera device to view as much of the pipe as possible. The Consultant shall attempt to video from the other manhole or 11/14/2023 C10 26 of 62
structure when the original direction reaches an unsuitable bottom to obtain as much video as possible.
4.11.14 The Consultant shall provide a camera, capable of extending video recording lengths and operation in remotely accessed areas without direct vehicular access.
4.11.15 Display on monitor shall continuously display the date of the survey, the upstream and downstream manhole or structure numbers corresponding to the line section being surveyed, and a continuous forward and reverse, readout of the camera distance from the manhole or structure of reference.
4.12 CCTV Operation – The Consultant shall perform all CCTV inspections in accordance with NASSCO’s Pipeline Assessment Certification Program (PACP).
The camera shall be moved through the line in either direction at a uniform rate, stopping when necessary to permit proper documentation of the storm drain condition. In no case shall the television camera be pulled at a speed greater than 30 feet per minute. Self-propelled tractor units, manual winches, power winches, TV cable, and powered rewinds or other devices that do not obstruct the camera view or interfere with proper documentation of the storm drain conditions shall be used to move the camera through the storm drainpipe. A self-propelled tractor unit may be necessary for the pipes with only one entrance access or to prevent set up at high traffic intersections.
4.12.1 As the camera approaches a connection or substantial defect, the camera progress shall be halted, and the camera lens shall be panned to further view the connecting pipe or defect to thoroughly evaluate its condition.
The full perimeter or tapped connections shall be panned to determine if there are voids or serious defects with the taps that will need to be considered for rehabilitation or replacement.
4.12.2 As the camera approaches any open joint, the camera progress shall be halted, and the camera lens shall be panned to further view the full perimeter of the open joint and moved back and forth as needed to determine if there are voids or openings in the joint that will need to be considered for rehabilitation or replacement.
4.12.3 As the camera approaches any NASSCO PACP Category 4 or 5 defect, the camera progress shall be halted, and the camera lens shall be panned and moved back and forth as needed to fully view the nature and extent of damage caused by the defect to determine rehabilitation or replacement needs.
4.12.4 Failure to meet requirements of 4.12.1, 4.12.2, or 4.12.3 above will be grounds for rejection of the inspection.
4.12.5 If during the inspection operation, the television camera will not pass through the entire pipeline section as a result of offset joints, broken pipe, corroded bottom or other obstructions, the Consultant shall notify the City of the need for a reverse setup. Before proceeding with a reverse setup, 11/14/2023 C10 27 of 62
however, the Consultant shall first get the approval of the City’s designated representative. After receiving approval for a reverse setup, the consultant shall move his equipment so that the inspection can be performed from the destination manhole or structure.
4.12.6 In the event the Consultant is still unable to televise the entire line and has demonstrated to the City that every reasonable effort has been made to clean the pipe for inspection, or to reverse the camera path, then the Consultant shall move on to the next setup. The City reserves the right to perform spot repairs to the pipe and have the Consultant re-inspect the pipe. Re-inspections will be paid at the contract rate for the inspection work. Reverse taping segments shall be checked for total coverage of manhole or structure to manhole or structure runs.
4.13 Reports and Documentation – Consultant shall provide a summary and evaluation to the general condition of the section within 7 calendar days of inspection. The Consultant shall use NASSCO standard inspection introduction, abbreviations, log sheet forms, and severity codes. Documentation shall consist of color digital video files, log sheets, and a written report detailing the condition of the pipeline, connections, openings, manholes, and structures. Video files shall be provided on a thumb drive or external hard drive. The video files shall be highly compressed, resulting in an anticipated average file size of 10MB per minute of video. The compression shall be in accordance with Windows Media Video (WMV) format.
The compression shall not significantly degrade the still frame quality of the video or audio signal from the original source video, as judged in a side-by-side viewing under normal viewing conditions. The report shall note the time and date of video inspection, street name, upstream and downstream manhole or structure, direction of view, direction of flow, surface material, pipeline length, pipe section length, pipe size, pipe material, coatings, connections, evidence of repairs, video number, counter number, and a detailed logging of defects encountered in tabular form.
Each submittal shall include the following:
4.13.1 Visuals
4.13.1.1 Adequate view of the upstream and downstream manholes or structures (access points). The direction of survey upstream or downstream.
4.13.1.2 A pause at and zoom in on the connections for at least 15 seconds for identification of the condition of the connection.
4.13.1.3 A pause at and zoom in on the identified defects sufficient for identification of the type of problem.
4.13.1.4 Identified fault conditions or defects in accordance with NASSCO.
4.13.1.5 Each pipe section shall be identified using the City’s identification number.
4.13.1.6 A continuous read-out of the camera distance from the starting manhole or structure to the end point at all times.
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4.13.1.7 Pipe size.
4.13.1.8 Pipe or liner material.
4.13.2 Audio
4.13.2.1 Date of CCTV inspection.
4.13.2.2 Confirmation of each section to be CCTV inspected (i.e., narrative of manholes, structures, station numbers, or City identification number and direction upstream or downstream.
4.13.2.3 Description of pipe size lined on post and final videos, material liner type for post and final videos and pipe joint length.
4.13.2.4 Description and location of each defect.
4.13.2.5 Description and location of each connection.
4.13.2.6 Include brief but informative comments on data of significance including, but not limited to, the locations of unusual conditions, type and size of connection, collapsed section, bottomless condition, the presence of scale and corrosion, and discernible features.
4.13.2.7 A continuous read-out of the camera distance from the starting manhole or structure.
4.13.3 Written Documentation
4.13.3.1Date of CCTV inspection.
4.13.3.2Printed labels on storage device, location information, date of inspection, and other descriptive information.
4.13.3.3Location, size, material, and length of pipe.
4.13.3.4Direction of flow and measurement “From” manhole or structure or station number “To” manhole, structure or station number or City identification number.
4.13.3.5File numbers itemizing individual segments.
4.13.3.6Sketch showing the street and cross streets where the CCTV inspection was made.
4.13.3.7Description and location of each defect or deficiency and a list of all proposed repairs.
4.13.3.8Description and location of each connection.
4.13.3.9A menu which lists files for each pipe section to be inspected and the date of the inspection.
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4.14 Traffic Control / Encroachment Permit – The Consultant shall be responsible, during all phases of the work to provide for public safety and convenience.
Operations shall be conducted in such a manner as to cause as little inconvenience as possible to the abutting property owners. Convenient access to driveways, houses and buildings along the line of work shall be maintained.
4.14.1 Some pipes to be cleaned and video inspected will be on main arterial roadways and may require extensive traffic control.
4.14.2 Consultant will provide all traffic control necessary to complete these services. The Consultant shall follow City of Vista, County of San Diego (where applicable) Manual of Uniform Traffic Control Devices (MUTCD), and Caltrans Standards and Procedures. Traffic Control, such as lane closures, signage, etc. must be coordinated and approved for review with the City’s representative.
4.14.3 Consultant shall obtain from the City or County of San Diego a traffic control plan approval on all main arterial roadways.
4.14.4 Consultant shall obtain permits from Caltrans where applicable. In the event that there is emergency work along Caltrans right-of-way that must be performed before the Consultant can apply for the permit, Consultant is instructed to notify the City prior to performing the work. The Consultant must then fill out the paperwork for the Caltrans permit and pay the associated fee after the work has been performed.
4.15 Storm Water Pollution Control – The Consultant shall remain in compliance with the “City of Vista Storm Water Standards Manual” and shall exercise every reasonable precaution to prevent the discharge of any material which is not solely storm water (i.e., rain) to the storm drain system. The Consultant will be responsible for the complete cleanup of all material that is discharged from the project. Should the Consultant fail to promptly and effectively clean up such discharges, City may cause the cleanup to be performed by others, the costs to be deducted from any monies due or to become due to the Consultant.
4.16 Subconsultants – Consultant shall perform all sewer cleaning and CCTV work with their own forces. Use of a sub-consultant is not allowed for cleaning and CCTV inspection. Use of a traffic control subconsultant is allowed. Waste Discharge / Sanitary Sewer Management Plan – Consultant shall maintain compliance with all State of California permit requirements. Contractor shall assume responsibilty for control and maintenance of the jobsite throughout completion of the work and ensure owner compliance of said provisions.
5. TERMS AND CONDITIONS
The selected Consultant shall be expected to comply with all applicable federal and state and local regulations, and contract provisions.
Consultant shall carry out the instructions received from the City and shall cooperate with the City and other involved agencies.
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The Consultant has total responsibility for the accuracy and completeness of the documents prepared and shall check all such materials accordingly. The documents will be reviewed by the City for conformity with the requirements of the Agreement. Reviews by the City do NOT include detailed review or checking for accuracy. The responsibility for accuracy and completeness of such items remains solely that of Consultant.
The survey documents and calculations, and any other documents furnished under the Agreement shall be of a quality acceptable to the City. The criteria for acceptance shall be a product of neat appearance, well organized, technically and grammatically correct, checked, and dated. The Consultant shall modify its work as necessary to meet the level of acceptability defined by the criteria above.
The Consultant shall have a quality control plan in effect during the entire time work is being performed under the Agreement. The Quality control plan shall establish a process whereby plans are independently checked, corrected and back checked, and all job related correspondence and memoranda dated and received by affected persons and then bound in appropriate job files.
6. PERFORMANCE
6.1 Provide services in accordance with specific projects on an as-needed basis.
6.2 Commencement of work under this Agreement shall occur only upon receipt of a Task Order approved by the City with the generation of a Purchase Order.
6.3 The cost of each Task Order under this Agreement shall be the negotiated cost for a specific project during the term of the Agreement using firm fixed price, or not to exceed price, or hourly rates.
6.4 Deliverables required are project specific and will be determined in the Task Order.
7. DELIVERABLES
The Consultant shall make project documentation available to City of Vista at any time during the project and shall periodically provide the City’s representative project documentation to upload into the City’s filing system. At the conclusion of the Task Order, the Consultant shall provide City with all project documentation.
8. PROJECT PROGRESS
The contract shall begin upon approval by the City Council, and the Consultant shall commence work after notification to proceed by the City of an approved Task Order.
The Consultant is advised that any recommendation for contract award is not binding on the City until the Agreement is fully executed and approved by the City Council.
9. CITY RESPONSIBILITIES
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The following is a list of the City’s responsibilities during the term of the agreement:
9.1 Provide all available existing plans and records.
9.2 Obtain permission from the private property owner, if they refuse, to allow the Consultant to enter.
9.3 Prepare and process payment requests submitted to the City.
9.4 Distribute public information.
9.5 Provide storm drain GIS diagrams and identification numbers necessary for correlating work with the City’s storm drain database.
9.6 Prepare and execute agreements, permits, permissions with other agencies or entities.
9.7 Pay for permit fees.
9.8 Provide timely responses to requests from the Consultant.
10. COORDINATION
Coordination with the City, other consultants and other involved agencies may be required to achieve timely delivery of the contract services. Coordination may include, but not be limited to, coordination with Caltrans, County of San Diego, NCTD, City of Oceanside, City of Carlsbad, City of San Marcos and other agencies.
The City will decide the manner in which the coordination of individual matters is undertaken. At the City’s option, coordination efforts may be performed by the Consultant’s direct contact, by the Consultant acting though the City or by the City only. When coordination efforts require agreement, such agreement shall be coordinated through the City.
For contract work on property not owned or controlled by the City, all permits, agreements, and permissions will be obtained by the City with assistance by the Consultant.
11. PROPOSAL SCHEDULE
The solicitation receipt and evaluation of proposals and the selection of the Consultant(s) will conform to the schedule posted in OpenGov Procurement (Note: Dates are subject to change).
12. EVALUATION CRITERIA
The City’s consultant evaluation and selection process is based on Qualifications Based Selection (QBS) for the professional services included in this RFP. An evaluation committee appointed by the City Engineer will review the proposals. The criteria and weight for evaluating the proposals shall be as follows:
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12.1 Experience, Qualifications, and Safety Record: The City will review each firm’s experience and qualifications related to cleaning and CCTV of storm drain and sewer pipes in the public/private sector. Consultant must list number of staff and equipment able to be dedicated to this contract. Include with this list and organizational chart, the number of staff with NASSCO PACP certification and years of experience dedicated to this contract; (30%)
12.2 Equipment Fitness and Specifications: Consultant shall provide a detail list of all equipment types and capabilities that may be used during the course of the contract. (30%)
12.3 Reference and Quality of Documentation: Provide at least three (3) recommendations from private and/or public sector companies from the last five (5) years with special detail to customer service, documentation, billing in timely manner, job quality and performance; (25%)
12.4 Consultant’s familiarity with City requirements, specifications, and procedures, as evidenced by City’s prior experience with the Consultant; (10%)
12.5 Willingness of Consultant to sign City’s Standard Professional Services Agreement and provide required insurance; (5%)
All evaluation criteria are subject to change via an addendum to this RFP.
This is not a low bid solicitation. The contract award, if any, will be made to the proposer whose proposal best serves the interests of the City as it determines in its sole discretion, based upon the above evaluation criteria.
13. ESTABLISHMENT OF FEES
The Consultant shall upload a separate Rate Schedule using the attached template.
There will be no compensation to Consultant for hours expended due to Consultant’s errors and omissions. There will be no adjustments, including an increase in the hourly rate other than allowable CPI increase in contract option years.
14. METHOD OF PAYMENT
The Consultant shall submit monthly invoices to the City. Each invoice shall include a detailed breakdown of the services, the tasks, the hours, the personnel and staff type who worked on the project, and hourly rates.
15. JOB ORDER CONTRACT
A sample Job Order Contract is enclosed for review as Attachment A. The RFP and the Consultant’s Proposal will be attached and become part of the Agreement as exhibits. Any subsequent changes in the RFP from the date of issuance to the date of submittal will result in an addendum by the issuing office to those parties who have provided the proper notice of interest 11/14/2023 C10 33 of 62
in responding to the RFP.
The signer of the Proposal must declare in writing that the only person, persons, company or parties interested in the proposal as principals are named therein; that the Proposal is made without collusion with any other person, persons, company, or parties submitting a Proposal; that it is in all respects fair and in good faith without collusion or fraud; and, that the signer of the Proposal has full authority to bind the principal proposer.
Please refer to the sample agreement for the necessary amounts of general liability, automotive, worker’s compensation and professional liability insurance. The appropriate endorsements are also shown within the sample contract agreement. The insurance certificate shall include the City of Vista, its officers and employees as insured or additional insured.
16. ASSIGNED REPRESENTATIVES
The City will assign a responsible representative to administer the contract, and to assist the Consultant in obtaining information. The Consultant also shall assign a responsible representative (Project Manager) and an alternate, who shall be identified in the proposal. The Consultant’s representative will remain in responsible charge of the Consultant’s duties from the Notice-to- Proceed through project completion. If the Consultant’s Project Manager should be unable to continue with the project, then the Consultant shall notify the City’s representative in writing. The City’s representative shall first approve any substitution of representatives or sub- consultants identified in the proposal in writing. The City reserves the right to review and approve/disapprove all key staff and sub-consultant substitution or removal and may consider such changes not approved to be a breach of contract. This breach of contract will not apply if the Project Manager leaves the Consulting firm.
17. RIGHT TO REJECT PROPOSALS
The City reserves the right to delay the project or reject any or all proposals submitted, and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise.
The City reserves the right to extend the due date, accept or reject any or all proposals received as a result of this request, negotiate with any qualified consultant or cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, fee, or other revisions of their proposals as may result from negotiations.
All costs incurred in the preparation of the proposal, the submission of additional information and/or any aspect of a proposal prior to award of a written contract will be borne by the Respondent. The City will provide only the staff assistance and documentation specifically referred to herein and will not be responsible for any other cost or obligation of any kind, which may be incurred by the Respondent. All proposals submitted to the City of Vista become the property of the City.
18. DISCLOSURE
All Proposals become the property of the City unless a return is specifically requested as specified in the following section. The City is a public agency subject to the disclosure requirements of the 11/14/2023 C10 34 of 62
Public Records Act, California Government Code Section 6250 and following. These requirements include an exemption for “trade secrets”. If any proprietary information is contained in or attached to the written proposal, it must be clearly identified. In order to protect trade secrets from disclosure, pursuant to a public Records Acts request, you must agree in writing to defend and indemnify the City of Vista if litigation results.
19. LATE, MODIFIED, OR WITHDRAWN PROPOSAL
All proposal documents and supplementary documents must be uploaded using OpenGov Procurement as described in this solicitation. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. Proposals received via mail, e-mail, and fax will not be accepted.
Any modification of a Proposal, except a modification resulting from the City's request for "best and final" offer, is subject to the same conditions as the initial submission.
Proposals may be withdrawn by written notice received at any time prior to Notice of Intent to Award. Thereafter, all Proposals constitute firm offers, subject to negotiation and execution of definitive documents that will remain open and cannot be revoked, withdrawn, or modified for a period of six (6) months thereafter. Proposals may be withdrawn in person by the consultant or an authorized representative, provided the authorized representative's identity is made known and the representative signs a receipt for the Proposals prior the posting of Notice of Intent to Award of contract award.
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EXHIBIT “A”
Sample
City of Vista
Job Order Contract
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RATE SCHEDULE SHEET
ON-CALL SEWER AND STORM DRAIN CLEANING,
CCTV & EMERGENCY RESPONSE SERVICES
Contractor shall include this form in their proposal. Failure to include this form will result in the rejection of the Proposal as non-responsive. This page must be signed.
Use ink and print legibly. Initial and date any cross-outs.
Item
No. Item Description Bid Unit Unit Price
1 Mobilization and Demobilization** EA $
2 Sewer Cleaning 4" to 6"* LF $
3 Sewer Cleaning 7" to 18"* LF $
4 Sewer Cleaning 19" to 24"* LF $
5 Sewer Cleaning 25" to 48"* LF $
6 CCTV Sewer Inspection 4" to 18"* LF $
7 CCTV Sewer Inspection 19" to
48"* LF $
8 Traffic Control and Permit EA $
9 Traffic Control and Encroachment
Permit - CALTRANS Right-of-Way
EA $
10 Sewer Cleaning- Night work
surcharge (all diameters) *
LF $
11 CCTV Sewer Inspection - Night
work surcharge (all diameters) * LF $
12 NCTD Encroachment and Permit EA $
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*Minimum call out length is 100 linear feet.
*Bid Item shall only apply to Items 2 through 7 and Item #13 only. Mobilization and Demobilization costs shall be included in the other bid items** Mobilization and Demobilization is per workday not per segment.
13 Emergency Spill Response -
Bucketing for sewer cleaning and
debris removal
HR $
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{00112012 1} Exhibit B
EXHIBIT B
CONTRACTOR’S PROPOSAL
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Table of Contents
Section 3.1: Introduction
3.1.A Cover Letter
3.1.B Project Objective
3.1.C Work Plan Objective
Section 3.2: Company Information
3.2 Company Information
Section 3.3: Proposed Task Order Approach
3.3.A Summary
3.3.B Traffic Control
3.2.C Planning Phase
3.3.D Hydro-Cleaning
3.3.E Methods
3.3.F CCTV Inspection
3.3.G Methods
3.3.H Documentation
3.3.I QA/QC
Section 3.4: Project Team & Organization
3.4.A Organization Chart
3.4.B Responsibilities of Key Personnel/Lines of Communication
3.4.C Subcontractors
3.4.D Resumes
3.4.E Equipment Operator Training & Qualifications
Section 3.6/3.7: References & Experience
3.7.A Equipment List
3.7.B Exceptions to RFP
Section 3.8: Sample CCTV Report
Section 3.9: Rate Schedule
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3.1.A Cover Letter
October 17,2023
Subject:As-Needed Large Diameter Sewer Line Cleaning and CCTV Inspection ST
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Sincerely,
Downstream Services,Inc.is pleased to submit our bid for the above referenced project.We are a California certified small business enterprise (30938)and are fully committed to providing personnel,“state-of-the-art"equipment,and all City of Vista
Public Works Department
200 Civic Center Drive
Vista,CA 92084-6275
Wilma G.Roberts -President
(760)746-2544 |(760)497-4850
[email protected]
Loren V.Roberts -VP of Sales &Marketing
(760)746-2544 |(760)814-9648
[email protected]
Victor N.Roberts -Vice President
(760)746-2544 |(619)520-5167
[email protected]
Clark A.Roberts -VP of Operations
(760)746-2544 |(760)692-2894
[email protected]
t
iiH 9 Wilma G.Roberts -President
r Downstream Services,Inc.
2855 Progress Place,Escondido,CA 92029
Phone:(760)746-2544 |(800)262-0999
Fax:(760)746-2667
www.downstreamservices.com
V resources necessary to successfully complete this project within budget and time constraints.Downstream Services,Inc.will perform the work in accordance with the Highest Industry Standards while remaining in compliance with all Federal, State and the City's regulations and ordinances.
Downstream Services,Inc.has read and will comply with all terms and conditions of the bid documents and include all project-specific references requested.
Downstream Services,Inc.can meet the City's insurance requirements and is prepared to execute the Standard Consulting Agreement as written and will not make changes to the project team without authorization of the City.
The bid will remain valid for a period of up to 90 days from October 17,2023.
Downstream Services,Inc.looks forward to working for City of Vista.Please feel free to contact any of the above with any questions or concerns.
The only persons,companies,and/or parties interested in this bid submittal as Shareholders of the Corporation and authorized to sign the proposal and/or negotiate for Downstream Services,Inc.are as follows:
tfwnStream
Services,Inc.
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Section 3.1: Introduction
3.1.B Project Objective
A successful project begins with a clear definition. This Work Plan has been developed to establish the technical approach for the City of Vista. Under the direction of City of Vista, Downstream Services, Inc. (DSI) will perform As-Needed Large Diameter Sewer Cleaning & CCTV.
3.1.C Work Plan Objective
The objective of this Work Plan is to describe DSI’s processes, procedures, and responsibilities during the execution of this contract.
Section 3.2: Company Information
3.2 Company Information
Legal Name/Address:
Downstream Services Inc.
2855 Progress Place
Escondido, CA 92029
Legal Entity: Corporation
Establishment: 2002
Number of Employees: 80
Mailing & Physical Address:
2855 Progress Place
Escondido, CA 92029
Management/Signatory Contact:
Loren Roberts, VP of Sales & Marketing
Email: [email protected]
Project Contacts:
Jeff Moore, Project Manager – Contracts
Email: [email protected]
Ian Norton, Project Manager – Operations
Email: [email protected]
DIR Number: 1000004632
Secretary of State Entity Number: C2286095
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Class B Driver’s License:
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Section 3.3: Proposed Task Order Approach
3.3.A Summary
DSI will perform the tasks as described in the Scope of Work (SOW), providing the as-needed large diameter sewer line cleaning and CCTV inspection services for the City of Vista as assigned by task order. DSI will furnish all equipment, parts, materials, supplies, labor, and mobilization required to fulfill the contract requirements in strict accordance with contract documents.
3.3.B Traffic Control
Downstream Services will produce typical and “site-specific” plans as required by the City of Vista for each service where required. All plans will be drafted by Traffic Control Specialists, in accordance with the latest Manual Traffic Control Devices (MUTCD) and Caltrans Standards and Procedures.
During the sewer cleaning and CCTV Inspections, DSI will provide standard traffic control, which will consist of placement of day or night cones and the necessary signs when required. DSI’s field crews are Flagger Certified and will provide appropriate equipment, including signage, barriers, and markers, to maintain a safe environment.
3.3.C Planning Phase
Each work order will be reviewed as soon as issu ed with the appropriate project staff to determine the best approach to complete. The project team will be chosen based on traffic control requirements, deadline to complete, and location of the storm drain to be cleaned and inspected.
Downstream Services will review the GIS of the City’s storm drain system for familiarity, review as-builts or record drawings provided by the City, conduct field review for access, equipment necessary and to identify any difficulties for cleaning and CCTV inspection. Downstream Services will notify and discuss with the City difficulties identified during our review of the project plans --RVH$QWRQLR5DPLUH]9DUJDV
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and recons. A preliminary cost estimate will be submitted to the City itemizing the labor, equipment and materials needed to complete each work order for acceptance. After receiving approval from the City for our preliminary cost estimate, DSI will then prepare a project schedule.
A project schedule will be created to help guide the field crew through the cleaning and CCTV inspections and keep the project on schedule and on task. Traffic control plans will be created based on the manhole locations, using Google earth or ArcGIS to locate and determine requirements and issued to the field crews for implementation. DSI will provide a schedule to City of Vista prior to mobilization of our field crew. Upon instances where the schedule may be altered or affected, DSI will communicate such instances in advance to City of Vista to decrease the impact to residential or commercial tenants. DSI understands the importance of adhering to the schedule and will continue to manage the schedule as such. Instances where manholes are within any easements, DSI will provide a minimum of three-day notice to City of Vista for access to such structures. Once the planning phase is complete the field crew will be dispatched to complete the work as directed
3.3.D Hydro-Cleaning
3.3.E Methods
DSI will provide cleaning of all sewer pipes as directed by City of Vista. All access points will be located and labeled in advance by the City to eliminate confusion during cleaning.
DSI will mobilize a “Camel” combination truck, manufactured by Super Products, to perform the cleaning process. DSI will be responsible for removal of debris, including sludge, dirt, sand, rock, grease, roots, and other solid or semi-solid materials, utilizing high-velocity, hydro-cleaning and vacuum removal equipment.
The “Camel” truck is equipped with the following:
1-inch diameter hydraulic cleaning hose
Specialized high-velocity cleaning nozzles @ 45-80 gallons per minute (gpm) and various skid sizes to accommodate the various pipe diameters assigned for cleaning
High-pressure handgun
1500-gallon supply water tank
12-cubic yard debris tanks
2500-pounds per square inch (psi) water pumps
If necessary, to meet proposed schedules, an additional combination truck could be mobilized.
The cleaning process is outlined as follows:
Step I:
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DSI’s preferred method of cleaning is to jet from the downstream access point toward the upstream access point, pulling debris back toward the insertion point. The cleaning technician will shoot the cleaning nozzle and skid toward the upstream access point to verify the estimated footage for each cleaning pass. A skid will be selected based on the size of the pipeline and the type of debris that is present. Typical cleaning nozzles, such as a Jaws, Bulldog, Warthog and Bottom Cleaners, might be used on the first pass. DSI will strategically base the decision of how to adequately clean a “reach” by taking into consideration the following variables (which will also dictate the appropriate nozzle and the gpm of the nozzle):
Quantity of debris
Type of debris material present
Size of selected pipe and the pipes material
Site conditions
Flow levels
Materials 2 inches or larger will be vacuumed and removed from the sewer system. The vacuum hose will be inserted into the downstream manhole before cleaning begins. As soon as the crew observes debris in the water, the vacuum hose will be turned ON.
This process will be repeated for each run and the entire daily cleaning log will be downloaded and merged into one master database. At the beginning of each workday, all field crews will have identical data, which will include all the serviced locations within each day.
If the jetter head is unable to clear the full length of the pipe, DSI will cease cleaning and deploy a CCTV camera to inspect the pipe for any blockages. If possible, DSI will attempt a reverse setup to clean from the opposite manhole. Any blockages or damaged pipes that become apparent to DSI operators will be reported to City of Vista prior to the commencement of any additional cleaning on those lines.
DSI will also utilize the “Step-Cleaning” strategy if a line is susceptible to backup due to depth. DSI will not clean lines using the “Step-Cleaning” strategy prior to obtaining authorization from City of Vista.
Step II:
Simultaneously, DSI field crews will vacuum and remove debris during the cleaning operation. Cleaning technicians will deploy “debris-catchers” in the effluent’s end to intercept the fast-moving waste. “Debris-catchers” are sized to fit the pipe size in the manhole. The screen is generally a ¾-inch square mesh. The screens can be installed and removed topside and therefore do not require a confined space entry to deploy. As back- flushed debris is vacuumed from the manhole, water and solids will be retained by the “Camel” truck’s collector body. Liquid will be separated from the debris by the ejector 11/14/2023 C10 46 of 62
plate and removed via the front body drain. The vacuum pump positively displaces a certain amount of air per revolution, making it possible to vacuum above and below the water surface. Liquids will migrate in front of the “ejector plate” and can be easily decanted back into the sewer manhole. One exception to this case would be if very heavy grease is encountered in a pipe. In this case, the vacuumed water will be retained by the truck and dumped along with the solids at the designated drying bed. All heavy debris will be retained in the pump body portion of the truck and transported to the City of Vista Maintenance Yard. DSI will maintain all appropriate licenses and permits in accordance with all applicable Federal, State and Local regulations.
Step II:
After cleaning is complete and at the end of each day, DSI will dump all the foreign material and debris into dewatering bins staged at the City’s laydown yard. Periodically, throughout the life cycle of the project DSI will return to dewater bins and later transport and dispose of the liquids and solids in accordance with federal, state, and local regulations at a local disposal facility.
DSI will take precautions while conducting hydro jetting, vacuuming, handling wastewater, and cleaning to ensure that no damage occurs to the sewer lines, and public/private properties. In addition, nozzle skids will be used to prevent accidental entry into service laterals. DSI will take all precautions to prevent flooding of any properties served by the sewer lines. DSI will remove all sewer cleaning equipment that becomes dislodged within the sewer pipe during the cleaning process.
3.3.F CCTV Inspection
3.3.G Methods
DSI will conduct CCTV inspections simultaneously with the cleaning crew.
DSI equipment can be raised or lowered depending on varying water levels caused by debris. DSI’s equipment is specifically designed and constructed for sewer inspection and televising. The equipment’s “watertight” design will provide protection from combustible and flammable vapors, liquids, gases, or other hazardous materials. The cameras will conduct “circumference” observations of a pipe’s interior with the following specifications:
High-resolution I-Lux lenses
Spanning 360Ûcircumference on the vertical axis
Spanning 270Ûon the horizontal axis
Adjustable focal distance from 1 inch to infinity
Minimum resolution of 379K pixels via ½-inch Charged-Couple Device (CCD)
Ability to perform in 100 percent humidity
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DSI is able to control the camera’s focus remotely, via a TV studio located on DSI’s CCTV truck.
DSI’s cameras are equipped with distance counters accurate to one-tenth of a foot. Data will be continuously displayed on the monitors and recorded on video in addition to the camera distance from the manhole of reference. Inspections will be scheduled for low-flow periods.
The CCTV inspection process is outlined as follows:
Step I:
Sewer main assessments will begin topside, noting the surface view of the open manhole and its surroundings.
Step II:
The camera will be lowered into the invert of the channel. The camera will then be driven to the determined distance inside the pipe. This length is determined by pre-applied markings on the camera cable. At this point, the distance counter will be set to the proper footage to ensure the accuracy of the readings. Every inspection will begin with a water level observation. CCTV inspection will continue in the direction of flow, unless conditions dictate otherwise. If the downstream survey cannot be completed due to debris or blockage, DSI will immediately contact the DSI cleaning crew for additional cleaning and attempt the survey again. If the inspection is blocked due to a pipe defect, the operator will attempt a reverse pull to complete the inspection. The CCTV operator may, at his discretion, elect to inspect from a manhole, in either direction, through interim manholes to reach a pipe segment or video several segments in a row. If a complete pipe inspection cannot be accomplished for any reason, an explanation will be reported and further action will be provided weekly. The DSI field crew will also notify the City of Vista POC. Defect coding, as well as material shape, and lining coding and conventions complies with CUES Inc.
Step III:
The CCTV camera will proceed at a uniform speed of 30 feet per minute, depending on pipe conditions. The camera head will tilt and rotate to ensure adequate video coverage free from electrical interference and background noise. The technician will pause and narrate the location, size, and condition of any laterals in the main. Pertinent observations will be made on encountered defects.
The data generator will digitally generate a clear display in the video of the sewer dimensions, manhole asset ID number, date of survey, road name/location, direction of survey, time of survey, sewer use, and pipe material.
3.3.H Documentation
DSI uses WinCan Software for inspection documentation, records and inspection logs. DSI CCTV inspections are conducted in accordance with the guidelines set by NASSCO for Pipe 11/14/2023 C10 48 of 62
Condition Assessment. The observations and defect coding made will be described in the electronic inspection database using Codes developed by CUES, Inc.
3.3.I Quality Assurance and Quality Control
DSI’s Quality Assurance/Quality Control (QA/QC) staff will review all CCTV reports for any errors or omissions and the overall quality. The supervisor’s goal is to maintain consistency and the highest quality for each report. DSI has a team of 4 staff that are dedicated to our systems department and providing QA/QC deliverables. DSI will keep a log of all QA/QC activities.
The DSI QA/QC process will include the following:
Review of CCTV reports for accuracy and completeness
Training of CCTV operators and their assistants on the proper procedures for completing the reports.
Verification of the accuracy and 100 percent completeness of the CCTV reports.
Section 3.4: Project Team and Organization
3.4.A Organization Chart
The following Organizational Chart defines specific responsibilities of team members assigned to this contract.
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3.4.B Responsibilities of Key Personnel/Line of Communication Ian Norton: Project Manager – Operations:
As Project Manager of Operations, Ian oversees scheduling of all assessment, maintenance, and emergency response contracts. Ian is directly accountable for all “onsite” project production, documentation, and troubleshooting. He will maintain day-to-day scheduling, monitor field progress, and assist with mobilization and demobilization of the on-site yard.
Jeff Moore: Project Manager – Contracts:
As Project Manager of Contracts, Jeff oversees all assessment, maintenance, and emergency response contracts. Jeff manages the operational aspect of the project and scope. He serves as a key point-of-contact for many clients by providing updates, proposals, and important information throughout the project. Jeff will maintain communication with the City weekly. He will provide progress updates, a look ahead schedule, discuss challenges, and invoicing.
Peter Wuertz: Superintendent:
As superintendent, Peter visits field crews, monitors field progress on an as-needed basis, and reports necessary information to the Project Managers.
3.4.C Subcontractors
No subcontractors will be utilized to complete the scope of work under this contract.
3.4.D Resumes
Please see attached.
3.4.E Equipment Operator Training & Qualifications
Each of our CCTV Operators are National Association of Sewer Service Companies (NASSCO) and Pipeline Assessment & Certification Program (PACP) certified.
Training & Qualifications of our personnel include but are not limited to the following: Confined Space Entry Awareness and Usage Training, Fall Protection Awareness and Training, CPR & First Aid Training, Flagger and Temporary Traffic Control Management.
CCTV Operators:
- Jason Cook – Certification Number: U-0219-070304590
- Alec Roberts – Certification Number: U-0219-070304522 - Grant Light – Certification Number: U-0417-07007800
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Ian Norton As a Project Coordinator and Manager for Downstream Services Collections Systems Department, Ian oversees scheduling of all assessment, maintenance, and emergency response contracts. Ian has performed cleaning and CCTV operations on various projects for multiple Southern California municipalities and government agencies, where he was directly accountable for all “onsite” project production, documentation, and troubleshooting.
Having coordinated the day-to-day operations on a wide variety of projects, Ian’s attention to detail and experience ensures that all work will remain in compliance with project specifications and standards.
Project Manager
Downstream Services, Inc. 5 Years
Experience
16 years
Certifications
Certified Class A
Equipment Operator
CWEA Grade 3
Collection Systems
Maintenance
Confined Space
Entry/Fall Protection
SCBA
Traffic Control/Flagger
HAZWOPER
OSHA 30
NASSCO LACP, MACP,
PACP
CPR | First Aid
Skills
Proficient in Microsoft
Office Suite
City of Escondido – On-Call PSA’s
As needed services over the past ten years to provide labor and equipment for inspection, collection systems cleaning, repair/replace equipment at HARFF, emergency spill
response.
City of Carlsbad – Storm Drain Pipe Condition Assessment Services
Citywide on-call and as-needed storm drain inspection.
Project Value
$475,527
Project Value
$100,000
City of Carlsbad – CCTV Inspection Services for the Vista- Carlsbad Interceptor Reaches 2-10
City wide on-call and as-needed storm drain inspection and cleaning.
Project Value
$50,765
City of San Marcos – Storm Drain Pipe and Facility Inspection Services
Citywide on-call and as-needed storm drain inspection and cleaning.
Project Value
$1,000,000
County of Orange – Storm Drain Pipe and Facility Inspection Countywide Storm Drain CCTV and Physical assessment.
Five-year award. 1,043,646 linear feet.
Project Value
$5,000,000
City of Vista – Vista CA
Citywide On-Call Sewer and Storm Drain Cleaning, CCTV
and Emergency response services.
Project Value
$300,000
County of San Diego – Culvert Cleaning and CCTV Inspection Three-year contract plus recently awarded five-year
contact for 2,500 LF of CCTV inspection, and 1,000 cubic yard culvert facility cleaning per year. Including drainage facilities, drop inlets, catch basins, storm water treatment devices, culverts inlets and outlets and box culverts
Project Value
$3,097,500
Vallecitos Water District, Operator 11 Years
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3. References & Experience
Project Name As Needed EPM CCTV YR 21/22
Owner (Name, Address, Email, Phone) City of San Diego
202 C St.
San Diego, CA 92101
Mark Burt
[email protected]
619-980-4670
Prime Contractor Downstream Services, Inc.
Scope of Work Performed Multi-year contract to complete CCTV inspection of approximately 80 miles of sewer line. All CCTV inspections conducted per NASSCO PACP standards
Initial Contract Price $395,083.19
Final Contract Price $395,083.19
Original Scheduled Completion Date 11/2022
Actual Completion Date 11/2022
Time Extensions Granted N/A
Number of Stop Notices or Mechanics Liens Filed N/A
Amount of Liquidated Damages Assessed N/A
Project Name Glendale CCTV and Cleaning
Owner (Name, Address, Email, Phone) City of Glendale
John Hicks
541 West Chevy Chase Drive
Glendale, CA 91204
818-550-3413
Prime Contractor Downstream Services, Inc.
Scope of Work Performed Cleaning and CCTV of approximately 500,000 LF of sewer lines. All inspections conducted per NASSCO PACP and MACP standards.
Initial Contract Price $1,157,246.00
Final Contract Price $1,151,564.18
Original Scheduled Completion Date 12/2022
Actual Completion Date 11/2022
Time Extensions Granted N/A
Number of Stop Notices or Mechanics Liens Filed N/A
Amount of Liquidated Damages Assessed N/A
Project Name Storm Drain Pipe and Facility Inspection Services Owner (Name, Address, Email, Phone) County of Orange
Maurice Ortiz
2301 N. Glassell St., Orange, CA 92865
[email protected]
714-448-0050
Prime Contractor Downstream Services, Inc.
Scope of Work Performed Provide services required for complete cleaning and on-call physical and/or CCTV storm drain, pipe and facility inspection services for existing and new storm drain. All inspection conducted per NASSCO- PACP standards.
Initial Contract Price $3,000,000.00
Final Contract Price $3,000,000.00
Original Scheduled Completion Date 9/2023
Actual Completion Date 9/2023 (ongoing contract)
Time Extensions Granted N/A
Number of Stop Notices or Mechanics Liens Filed N/A
Amount of Liquidated Damages Assessed N/A
Roles in Projects:
- Jeff Moore: Maintains communication with the city weekly and provides progress updates, a look ahead schedule, discuss challenges, and invoicing. 11/14/2023 C10 53 of 62
- Ian Norton: Day-to-Day scheduling, monitor field progress, and assist with mobilization and demobilization of the on-site yard.
- Peter Wuertz: Monitors field progress & provides field crews with any assistance.
3.7.B Exceptions to RFP
Downstream Services Inc. certifies that it takes no exceptions to the RFP including the Sample Agreement.
3.8 Sample CCTV Report
The One Drive link below will take you to the folder where you can download a copy of the sample CCTV deliverable for this project. This includes the Report Detail, Photos and Videos.
Sample Sewer CCTV Project
The sample CCTV report will also be included as an attachment in the RFP Submission. If there are any issues with the link, please contact [email protected]
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2855 Progress Place www.downstreamservices.com
Escondido, CA 92029 Contractor's License 807953 (760) 746-2544 | (800) 262-0999 A, C31, HAZ
Statement of Available Equipment
Downstream Services, Inc. maintains a three-acre facility located in Escondido, California where 4,500-square feet is dedicated solely to servicing its equipment. This inclusive machine and welding facility allows for the design and fabrication of custom components for unique projects. With 77 employees reporting to Escondido and Ventura (CA), and Coeur d'Alene (ID) locations, Downstream Services, Inc. has 24/7 access to highly skilled personnel and a fleet of specialty equipment. Our employees are rigorously trained and certified in accordance with OSHA and EM 385 standards.
Downstream Services, Inc. has the following equipment available to aid in emergency and non-emergency efforts:
7 Camel Jet/Vacuum Combo Trucks
6 750 Gallon Mini Pumper Trucks
6 CCTV Inspection Trucks (IT Pipes and WinCan)
2 4500 Gallon Pumper Trucks
1 Trailer Mounted Bypass System
8 Trash Pumps
4 Hydraulic Submersible Pumps
4 Diesel Self-Priming Bypass Pumps
4 Electric Submersible Pumps
3 Jetter Trailers
2 UV-Cured Fiberglass Lining System
1 3 Axel Roll-OffTrucks
2 Hydraulic Crane Trucks
12 TTU/Dewatering Bins
2 Confined Space Support Trucks
2 Traffic Control Trucks
3 Flashing Arrow Boards
1 CMS Board
1 Crash Attenuator
4 Underground Utility Trucks
30 Crew/Support Trucks
3 Tow Behind Dump Trailers
8 Tow Behind Support Trailers
1 Large Diameter Long Range Hydro Jet Unit
2 SewerBucketCleaningMachines
4 SCBA Units
1 Pull Plate Cable Cleaning Machine
7 4,000 to 10,000 Gallon Bulk Storage Tanks
1 CASE RubberTire Backhoe
1 CASE RubberTire Backhoe 4x4
1 WA250 Loader
1 PC 228 Excavator
1 Bobcat Mini Excavator
20 Road and Shoring Plates
2 2500 Gallon Water Trucks
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RATE SCHEDULE SHEET
ON-CALL SEWER AND STORM DRAIN CLEANING,
CCTV & EMERGENCY RESPONSE SERVICES
Contractor shall include this form in their proposal. Failure to include this form will result in the rejection of the Proposal as non-responsive. This page must be signed.
Use ink and print legibly. Initial and date any cross-outs.
Item
No.
Item Description Bid Unit Unit Price
1 Mobilization and Demobilization** EA $
2 Sewer Cleaning 4" to 6"* LF $
3 Sewer Cleaning 7" to 18"* LF $
4 Sewer Cleaning 19" to 24"* LF $
5 Sewer Cleaning 25" to 48"* LF $
6 CCTV Sewer Inspection 4" to 18"* LF $
7 CCTV Sewer Inspection 19" to
48"*
LF $
8 Traffic Control and Permit EA $
9 Traffic Control and Encroachment
Permit - CALTRANS Right-of-Way
EA $
10 Sewer Cleaning- Night work
surcharge (all diameters) *
LF $
11 CCTV Sewer Inspection - Night
work surcharge (all diameters) *
LF $
12 NCTD Encroachment and Permit EA $
792.00
1.60 1.89
3.28 6.56
1.68 2.41
7,435.00
10,918.00
1.22 0.68
3,483.00
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*Minimum call out length is 100 linear feet.
*Bid Item shall only apply to Items 2 through 7 and Item #13 only. Mobilization and Demobilization costs shall be included in the other bid items** Mobilization and Demobilization is per workday not per segment.
13 Emergency Spill Response -
Bucketing for sewer cleaning and
debris removal
HR $
*Minimum call out length is 100 linear feet. g
*Bid Item shall only apply to Items 2 through 7 and Item #13 only. Mobilization and yppy g y Demobilization costs shall be included in the other bid items** Mobilization and Demobilization is per workday not per segment.
935.00
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{00112012 1} Exhibit C, Page 1 of 3
EXHIBIT C
INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors. Nothing in these provisions shall limit Contractor’s Duty of Indemnification.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (“CGL”): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products, completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this Project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), with limits no less than $2,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
Contractor shall also provide the additional coverages checked below and at least as broad as:
4. Professional Liability, with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
If the Contractor maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, either: the Contractor shall cause the insurer to reduce or eliminate such deductibles or self-insured retentions as respects City, its officers, officials, employees, and volunteers; or the Contractor shall provide a financial guarantee satisfactory to City guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of with respect 11/14/2023 C10 58 of 62
{00112012 1} Exhibit C, Page 2 of 3
to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used), unless otherwise approved in advance by City.
2. For any claims related to this Project, the Contractor’s insurance coverage shall be primary insurance as respects City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by City, its officers, officials, employees, and volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to City.
Claims Made Policies
If any coverage required is written on a claims-made coverage form:
1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to City for review.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to City.
Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by the Contractor, its employees, agents and subcontractors.
Verification of Coverage
Contractor shall furnish City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require 11/14/2023 C10 59 of 62
{00112012 1} Exhibit C, Page 3 of 3
complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.
Subcontractors
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a format least as broad as CG 20 38 04 13.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.
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{00112012 1} Exhibit D
AGREEMENT TO COMPLY WITH CALIFORNIA LABOR LAW REQUIREMENTS [Labor Code §§ 1720, 1771.1, 1773.8, 1775, 1776, 1777.5, 1813, 1860, 1861, 3700]
NOT APPLICABLE TO THIS CONTRACT
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{00112012 1} Exhibit E
EXHIBIT E
SPECIAL PROVISIONS
This Contract is subject to the following provisions, if checked:
1. State of California grant conditions, as attached.
2. Federal grant conditions, as attached.
3. Other conditions, as attached.
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