Rancho Palos Verdes City Council
   

TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: SEPTEMBER 16, 2003

SUBJECT: AWARD OF CONTRACT FOR STORM DRAIN SYSTEM VIDEO INSPECTION

Staff Coordinator: Glen W.C. Kau, Sr. Engineer

RECOMMENDATION:

  1. Authorize the Mayor and the City Clerk to execute a Contract for Video Inspection Services of the Storm Drain System with National Plant Services, Inc., for the not-to-exceed amount of $25,000.
  1. Adopt Resolution 2003- , a Resolution of the City Council of the City of Rancho Palos Verdes, amending Resolution 2003-42, the Budget Appropriation for Fiscal Year 2003-04, for a Budget Adjustment to the City’s Infrastructure Improvement Program (CIP Fund).

BACKGROUND:

At it’s regularly scheduled meeting of August 19, 2003 the Council awarded a Professional Services Agreement to AKM Consulting Engineers to perform an update to the 1998 Storm Drain System Master Plan Study. The update will evaluate areas not previously considered, update costs, update hydrology, update base maps to reflect work completed, and convert data into a GIS format. An engineering firm will provide these services and base their evaluation principally on a modeled view of the system to determine if portions of the system are undersized.

To fully understand the City’s storm drain system, an assessment of the field conditions of pipes must also be made. To determine field conditions the services of a firm capable of performing video inspections is required. This report recommends the award of a contract for those services. It is anticipated that approximately 20% of the City’s storm drain system will be inspected by this contract.

The results of this contract together with the results of the Sewer System Master Plan awarded on August 5, 2003, and the Storm Drain Master Plan awarded on August 19, 2003 will provide a comprehensive evaluation of the City’s sewer and storm drain systems.

DISCUSSION:

In similar fashion as the Sewer System Master Plan Study, in order to fully understand the needs of the Storm Drain System, information has to be collected from both the modeled view, and the in-field view as well. The model (calculated) data will provide (predict) what the performance capabilities of the storm drain are supposed to be.

The in-field data (video inspection) will determine what the actual physical conditions of the storm drain pipe are. The hydraulic model can only identify as to where and what branches of pipe (locations) within the storm drain system as being hydraulically deficient based on parameters such as age, material, flow conditions, etc. To validate the hydrology model’s results, video inspection services are required to capture in-field pipe condition information. Video inspection can also be used to determine how the pipe actually performs in the field under flow conditions, as well as indicate what possible methods/options to employ are for rehabilitation. With the Storm Drain Master Plan Update project is just getting underway, the actual locations to be video inspected have yet to be determined. The 1998 Storm Drain System Master Plan already indicated areas considered to be hydraulically deficient. This information will be used as starting information when determining the actual areas to be video inspected.

To acquire video inspection services, staff requested proposals from companies that are familiar with the peninsula and are geographically desirable (mobilization) to receive reasonable costs. With approximately 24,420 linear feet of storm drain pipe in the system, approximately a quarter will be selected for video inspection to collaborate with the model’s results. Video inspection services will be let out in 2,000’ increments to correspond with the findings of the Storm Drain Update Study

Three proposals for On-Call video inspection services were solicited for and received. The most responsive proposal was submitted by National Plant Services (NPS). With a total linear footage of 8,000’, to be let out in 2,000’ increments, their proposal was deemed most responsive. NPS has performed on-call video inspection services for the City on numerous occasions, and has provided excellent service and work product. All video materials will be delivered on Video-CD (VCD), along with the associated video inspection logs. With amount of pipe clearing unknown until actually undertaken, staff recommends that a contract for the not-to-exceed amount of $25,000 be awarded. This amount (which includes both video inspection and pipe clearing) is estimated based on previous pipe clearing efforts experienced from the Mustang Road Storm Drain repair project. Once the storm drain pipe locations have been determined from the Storm Drain System update, the first pipe segments to be videoed will be executed.

CONCLUSION:

Adopting the staff recommendation will award a contract to National Plant Services, Inc. for video inspection services of the Storm Drain System. This video inspection information will be used in conjunction with the Storm Drain System Master Plan Study Update, the existing storm drain system database and maps, and help staff understand the City’s storm drain deficiencies.

FISCAL IMPACT:

Adequate funds are budgeted in the FY 2003-04 Infrastructure Improvement Program for the recommended actions.

When the FY 2003 – 04 Budget was adopted funding for this project, together with funding for the Sewer System Master Plan ($282,440) awarded on August 5, 2003 and the Storm Drain Master Plan Update ($42,164) awarded on August 19, 2003 were inadvertently programmed under maintenance programs rather than the Infrastructure Improvements Program. The attached resolution, which does not revise appropriations, shifts funds to their proper program.

Respectfully Submitted,

Dean E. Allison

Director of Public Works

Reviewed,

Les Evans

City Manager

Attachments: Resolution 2003-

RESOLUTION NO. 2003-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS

VERDES, AMENDING RESOLUTION 2003-42, THE BUDGET APPROPRIATION

FOR FISCAL YEAR 2003-04, FOR A BUDGET ADJUSTMENT TO THE CITY’S CAPITAL IMPROVEMENT PROGRAM FUND

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, on June 3, 2003, the City Council of the City of Rancho Palos Verdes adopted Resolution 2003-42, approving a spending plan and authorizing a budget appropriation for the 2003-04 fiscal year; and

WHEREAS, it is necessary for the City to re-allocate funds for Sewer Master Plan Study preparation, Storm Drain System Master Plan Updates, and Storm Drain Video Inspection services; and

WHEREAS, a budget adjustment in the INFRASTURCTURE IMPROVEMENT PROGRAM is necessary to authorize the expenditure of funds for Sewer and Storm Drain System improvements.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustment be made to the Sewer Maintenance Program and Infrastructure Improvement Program within the CIP Fund budgets:

Sewer Maintenance 330-930-35 Professional/Technical <$70,000>

Sewer Maintenance 330-930-82 Improvements <$280,000>

Storm Drain Improvements 330-932-35 Professional/Technical $67,500

Sewer Improvements 330-935-35 Professional/Technical $282,500

PASSED, APPROVED, AND ADOPTED THE 16th DAY OF SEPTEMBER, 2003.

_______________________

MAYOR

ATTEST:

______________________

CITY CLERK

Resolution No. 2003-

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State of California )

County of Los Angeles )ss

City of Rancho Palos Verdes )

I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2003- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on September 16, 2003.

_____________________________

CITY CLERK