DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Award: Underground Storm Drain Video Inspection Program
SUMMARY:
An ordinance for the Underground Storm Drain Video Inspection Program authorizing the execution of a Professional Services Agreement with RJN Group, Inc. in an amount not to exceed $950,000.00 paid from the Storm Water Operating Fund for services in FY 2017 to provide underground storm drain pipe video inspection and pipe condition assessment, collection of related surface storm water infrastructure, and mapping with an option to renew the agreement for two one-year extensions under the same terms and conditions with an amount not to exceed $1,650,000.00 in FY 2018, and not to exceed $1,650,000.00 in FY 2019, subject to appropriations in future fiscal years.
BACKGROUND INFORMATION:
The City has an estimated 700 miles of underground storm drain pipes that are in various ages and conditions. In order to better prioritize pipe maintenance and replacement, a video recorded pipe inventory and assessment is needed.
Previous Council Action
City Council previously approved a pilot program in FY 2015 for these same services. The Professional Services Agreement was executed with RJN Group on June 11, 2015. The contract terms allowed for two one year renewals in FY 2016 and FY 2017. RJN’s inspections have resulted in identifying several locations with structural defects and blockages existed and were able to be reported to the City’s TCI Department for follow up.
Procurement of Services
A Request for Qualifications (RFQ) was released in August 2016. The RFQ was advertised in the San Antonio Hart Beat, on the City's website, and the Texas Electronic State Business Daily in August and September 2016. Responses were due on September 29, 2016. Three firms responded to the RFQ and submitted their Statement of Qualifications (SOQs) and all were deemed responsive. A Selection Committee consisting of representatives from TCI evaluated, scored and ranked the submissions. Scoring was based on the published evaluation criteria, which included: experience and qualifications of the team, the team’s experience with San Antonio issues and past experience with City of San Antonio projects and understanding of the project and proposed management plan.
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee set 10 Emerging Small Business Enterprise points and 10 Minority/Women Business Enterprise points for a total of 20 points as part of the evaluation process.
This contract was developed utilizing a formal request for qualifications process; therefore, as required by the Ethics Ordinance, the Discretionary Contracts Disclosure Form has been included herein as an attachment.
ISSUE:
This ordinance for the Underground Storm Drain Video Inspection Program authorizes the execution of a Professional Services Agreement with RJN Group, Inc. in an amount not to exceed $950,000.00 paid from the Storm Water Operating Fund for services in FY 2017 to provide underground storm drain pipe video inspection and pipe condition assessment, collection of related surface storm water infrastructure, and mapping with an option to renew the agreement for two one-year extensions under the same terms and conditions with an amount not to exceed $1,650,000.00 in FY 2018, and not to exceed $1,650,000.00 in FY 2019, subject to appropriations in future fiscal years.
The requested services will provide the City with an inventory of data for the underground storm drainage pipes and surface storm water infrastructure, such as manholes, inlets, pipes, and culverts. Pipes are to be video recorded using panoramic Closed Circuit Televising (CCTV) equipment for pipe sizes 48” or less and pan and tilt CCTV equipment for pipe sizes larger than 48”. Pipe conditions are to be assessed by Pipeline Assessment Certification Program (PACP) certified raters. The City will be provided with relevant pipe attribute data including, but not limited to, pipe size and material composition. The services also will include mapping of the underground pipe network and surface storm water infrastructure, as well as integrating the data into the City’s asset management and mapping software systems. The video inspection and assessment will also allow immediate cleaning of the storm drain system, which improves drainage conveyance and reduces flooding by eliminating blockage from debris.
For FY 2017, this project aims to provide pipe condition assessments on approximately 40 miles of storm drain pipe.
ALTERNATIVES:
As an alternative option, the City could solicit new bids for FY 2018 and/or FY 2019. However, there are not many firms in the nation that provide this service so a new solicitation may not result in any change to the selection committee’s recommendation. Additionally, doing so may result in a loss of continuity with the process established since FY 2015 since RJN began as the consultant for this program.
FISCAL IMPACT:
This ordinance authorizes the execution of Professional Services Agreement with RJN Group in an amount not to exceed $950,000.00 for FY 2017 available from the FY 2017 Storm Water Operating Fund. An additional $700,000.00 in capacity from a previously authorized contract with RJN in 2015 will result in a total contract value for RJN in FY 2017 of $1,650,000.00. Funding for FY 2018 in an amount not to exceed $1,650,000.00 and FY 2019 in an amount not to exceed $1,650,000.00 is subject to appropriations in future fiscal years from the Storm Water Operating Fund.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing a Professional Services Agreement with RJN Group, Inc. for the Underground Storm Drain Video Inspection Program to provide underground storm water and related surface infrastructure data collection, condition assessment, and mapping services.