To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Tim Wood, Sr. Civil Engineer
TITLE:
Title
Storm Drain Infrastructure Condition Assessment
LABEL
RECOMMENDED ACTION:
Recommendation
(1) Authorize the Public Works Director to execute a Professional Services Agreement with National Plant Services, Inc. to conduct a Storm Drain Infrastructure Condition Assessment in an amount not to exceed $400,000; and
(2) Approve a transfer of $300,000 from the General Fund to the Non-Recurring General Fund and an increase to the Non-Recurring General Fund expenditure budget of $300,000 for a one-time Storm Drain Condition Assessment, as documented in Budget Adjustment No. BE2004501.
Body
DISCUSSION:
The City maintains a storm drain system with approximately 5600 catch basin/inlets, 350 miles of pipes and 157 outfalls. The City’s storm drain infrastructure is aging and requires condition assessment to be able to effectively plan for and maintain the system. A recent, costly pipe failure has highlighted the need for this project to complete inspections of the system, identify system needs, and develop a budget estimate for the necessary system repair and replacement over time.
For those reasons, the City prepared and circulated a Request for Proposals (RFP) in order to assess the condition of the storm drain infrastructure. The result of this project will help the City identify problematic storm drain system components, create a prioritized capital improvement program for the storm drain system, and accurately catalog storm drain system components for inclusion in the City’s Geographical Information System (GIS) and asset management system.
Five (5) proposals from qualified professional companies responded to the RFP. Those companies were: V&A Engineering, Wood Rodgers, Schaff and Wheeler, Pipe and Plant, Inc. and National Plant Services. A team from the Public Works Stormwater Division, Operations Division and Administration Division reviewed and scored each proposal. They were evaluated based on the following criteria: Firm Qualification and Capacity, Experience of Key Personnel, Project Approach, Meets City Objectives, Familiarity with Environmental and Regulatory requirements and cost.
The review team recommends contracting with National Plant Services, Inc. This firm earned the highest score based on the established criteria and has over 45 years of experience working in California on similar projects. They also have the resources to place multiple video inspection crews and equipment simultaneously to complete the work in a timely manner. City staff estimated a cost range from $400,000 to $700,000 to inspect 25% of the structures and 15% of the pipeline depending on inspection method and production rate (how many feet of pipe per day inspected). The three proposals that best matched the City’s goals were within 10% of the recommended firm’s $600,000 proposal cost.
The Public Works Department does not have sufficient budget to contract the entire $600,000 in FY 2019/20. Staff has determined $300,000 is available in FY 19/20 and $100,000 in FY 20/21 for this work without requesting additional budget. Staff worked with National Plant Services, Inc. (NPS) to scale the project to fit the available budget of $400,000 while holding the personnel and equipment rates included in the proposal. The attached contract reflects a not to exceed $400,000 contract amount. Based on 2400 linear feet of inspection per day, the project will inspect 10% of the City stormwater pipes and 16.7% of structures.
Once awarded, an inspection plan will be developed to target pipe segments by age, size, and material type to cover areas of the system that are expected to be at most risk. This phase of the work can be done remotely without any field recognizance. Although the storm drain system is considered essential infrastructure, City staff and the National Plant Services have mutually agreed that the field work will not commence during the term of the current “shelter at home” order from the Napa County Health Officer.
When the project is complete, there will be three key deliverables. First, the consultant will prepare a comprehensive report cataloging the condition of the pipe segments, structures and outfalls inspected. The report will identify key pipe segments and other infrastructure that have failures or anomalies that are short term liabilities requiring action in the very near future. The report will also make recommendations for remedial action that can prolong the pipe’s life and develop a rough budgetary estimate for the level of investment necessary to manage the system. The consultant will provide survey data of all the structures and outfalls inspected. This information will be incorporated in the GIS and asset management system where it can be used for mapping and creating work orders. Finally, the City will own the video footage of all pipe segments inspected. This can be used by Public Works staff to view pipe condition at the time of the inspection and provide a base line condition to compare with for future inspections.
FINANCIAL IMPACTS:
This project will be funded at $300,000 in FY 19/20 and $100,000 in FY 20/21 utilizing funds already appropriated in the Public Works Stormwater Quality and Stormwater Operations budget. Appropriated funds will be reallocated to a Nonrecurring General Fund key due to nature of the work and reflect the one-time budget need. There will be no impact to the General Fund budget. The FY 2019/20 budget adjustment to move funds from the General Fund to the Non-Recurring General Fund, and to increase the Non-Recurring General Fund budget by $300,000, is attached. The FY 2020/21 transfer and appropriation of $100,000 will be included in the midcycle budget.
CEQA:
The Public Works Director has determined that the Recommended Action described in this Agenda Report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060(c).
DOCUMENTS ATTACHED:
ATCH 1 - Agreement
ATCH 2 - Budget Adjustment No. BE2004501
NOTIFICATION:
None.