Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with National Plant Services, Inc. for Storm Drain Cleaning, Assessment, and Trenchless Repairs in an Amount Not-to-Exceed $1,650,000.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction). (Public Works 31041520)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) is responsible for over 120 miles of storm drain pipes, over 9,000 storm drain structures,10 storm drain pump stations, and an assortment of other storm drain assets that convey storm/surface runoff from city streets to surrounding waters. To ensure proper operation and maintenance of the storm drain system, Public Works deploys a combination of in-house staffing and as-needed contractor support. The contractor performed services including cleaning and inspection of storm drain facilities. As part of the City’s long-term storm drain asset management plan, the City issued a Request for Proposal (RFP) for additional cleaning, inspection, and repair services and recommends the award of a contract to National Plant Services, Inc. for a five-year term with a not-to-exceed amount of $1,650,000.
BACKGROUND
The City's storm drain system infrastructure is critical to the health and safety of the city and its residents. By collecting and conveying excess rain and surface water from city streets and surrounding terrain, the system keeps the city free of standing water and minimizes flooding during rain events. The operation of the system also directly impacts water quality in the surrounding bay and is expected to be highly impacted by forecasted rising sea levels.
Much of the system was installed decades ago, with many assets having exceeded their original designed life expectancy. Historically, maintenance and repair of the system have been reactive, with cleaning, inspection, and other work occurring when in response to drainage issues. Information on the current condition and function of the system, such as pipeline inspections, is incomplete and generally outdated. Public Works determined that a structured, complete program for cleaning, inspection, maintenance, and repairs is needed, similar to what was implemented for the sewer program. This program will establish a baseline condition assessment of the system, identify criteria and methods for trenchless repair options, implement trenchless repairs, and establish a routine cleaning and inspection cycle to proactively ensure the system is operating at maximum capacity. The program will also provide useful data for planning capital improvements to the system.
City staff are primarily used to target known problem areas and provide responses to emergent issues. Contractor services will include cleaning and inspecting several miles of the storm drain pipe, providing technical and engineering guidance for trenchless repairs, performing trenchless repairs, and collecting asset information to update the City’s geographic information system (GIS) system.
The staff reviewed previous Storm Drain Master Plans, asset inspection reports, and documented flooding issues to prioritize two areas to focus contractor services in the 2023/2024 fiscal year. The results of this work will determine the most effective execution plan for the remaining four years of the contract.
DISCUSSION
Staff prepared and published a Storm Drain Cleaning, Assessment, and Trenchless Repairs. The RFP was published on May 9, 2023, advertised in the Alameda Sun, and after a submittal period of 24 days received, one proposal was received. The proposal results are as follows:
|
Provider |
Location |
|
National Plant Services, Inc. |
Hayward, CA |
Although there was interest during the solicitation from multiple contractors, staff believes the reason National Plant Services was the only submittal is due to the requirement for trenchless repair, which requires specialized equipment. After review of the submitted proposal and verification of references, staff recommends awarding the contract to National Plant Services, Inc. for a total amount of $1,650,000. National Plant Services, Inc. is a well-established company with extensive experience and proven capability to perform the defined scope of work. They have completed cleaning and inspection of the City sanitary sewer system for multiple years with great results. They have highly qualified engineering staff who routinely partner with municipalities to develop cost-effective storm drain inspection, maintenance, and repair programs. National Plant Services shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. A copy of the contract is attached as Exhibit 1.
ALTERNATIVES
• Award the contract as recommended.
• Modify the scope of the contract and/or adjust the approved contract authorized amount.
• Do not award this contract and give another direction to staff. In-house staff do not have the capacity or equipment to perform all the services in this contract. Not having this contract available may lead to deficiencies and other operational issues within the storm drain system.
FINANCIAL IMPACT
Stormwater Funds for this work were appropriated in Fiscal Years 2023-24 and 2024-25 to the Capital Improvement Program, Storm Water Management Project (C31000). Funding for the latter three years of this contract is pending City Council approval of subsequent appropriations.
|
Contract Fiscal Year |
Authorized Amount |
|
2023-24 |
$650,000 |
|
2024-25 |
$250,000 |
|
2025-26 |
$250,000 |
|
2026-27 |
$250,000 |
|
2027-28 |
$250,000 |
|
TOTAL |
$1,650,000 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).
CLIMATE IMPACT
The work that will be performed on this contract has two notable positive climate impacts. The data gathered from the system inspections, including elevations of system structures, will be used to assist in planning the City’s response to future rising sea levels. Additionally, repairs to the system will have the benefit of mitigating non-stormwater infiltration into storm drain pipes. Reducing this infiltration will directly reduce the volume of water discharging to the surrounding waters, reducing the possibility of pollutants being carried into these waters.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with National Plant Services in an amount not-to-exceed $1,650,000 for storm drain cleaning, assessment, and trenchless repairs.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Zach Petit, Public Works Project Manager
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Agreement