Exh 4BAGENDA ITEM NO: -7 CJ
COMMISSION MEETING DATE: ~ ' ~~'9~I
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Sewer Cleaning and Televising -Annual Contract
SUBi~TTTED BY: Robert S. Kosoy, P.E., Director of Public Works ~F
DATE: December 2, 1999
BACKGROUND: On December 16, 1998 bids were opened. for the City contract for Cleaning and
Televising Sewers for the Atlantic Beach and Buccaneer Sewer Divisions. Bids packages were sent to
seven vendors. There were four bidders that successfully met all bid requirements. The City
Commission awarded the contract to the low bidder, Video Industrial Services, Inc. on January 11,
1999.
Sewers are cleaned and televised as part of the City's ongoing maintenance program to determine where
sewer point repairs, rehabilitation or replacement are needed.
City staff has spoken to Video Industrial Services, Inc. regarding an extension of their current contract
for one year at the current rates and they have agreed. Video Industrial Services, Inc. televised nearly
40,000 linear feet of sewer line in the core city area, and staff was pleased with their performance. As
per Bid No. 9899-8: "The City reserves the right to renew the contract for rivo additional one-year
periods pending a mutual agreement between the City and the Contractor, and a review of the contract
performance by Contractor for the previous year."
BUDGET: Sewer cleaning and televising is budgeted as part of the contractual services account in
the Atlantic Beach and Buccaneer Sewer Utility Funds:
Account No: 410-4101-535-3400 (Atlantic Beach Fund, includes point repairs) -$60,000
Account No: 410-4401-535-3400 (Buccaneer Fund, point repairs tinder separate line
item) - $10,000
RECOMMENDATION: Extend the Sewer Cleaning and Televising contract for one additional
year to Video Industrial Services, Inc.
ATTACHMENTS: 1. Bid specifications.
2. Bid Tabulation Sheet
3. Letter from Video Industrial Services, Inc. dated 1.2/2/99
REVIEWED BY CITY MANAGER: _
November 13,1998
CITY OF ATLANTIC BEACH
1200 SANDPIPER LANE
ATLANTIC BEACH, FLORIDA 32233
(904)247-5834
I. CONTRACT -Cleaning and Televising Sewers -Annual Contract
A. DESCRIPTION OF WORK
The work described in this section involves cleaning and television inspection, with possible
bypass pumping, of sanitary sewer or storm sewer pipe lines, with f ndings recorded by
video tape and written logs.
B. CLEANING OF SEWERS
1. Work includes removal and disposal of all dirt, roots, grease, solids orsemi-solids from
the sewer lines and manholes specified under these Contract Documents necessary for
further evaluation methods by television inspection. Since the success of several other
phases of work depends a great deal on the cleanliness of the lines, the importance of
this phase of the operation cannot be stressed too strongly. If cleaning of an entire
section cannot be successfully performed from one manhole, the equipment shall be
reset up on the other manhole and cleaning again attempted. It is recognized that there
may be some conditions such as badly broken or corroded pipe or other major
blockages that prevent cleaning from being attempted or continued if found during the
cleaning procedure. If approved, the Contractor will be paid for the footage cleaned
in those specif c manhole sections. y
2. All data pertinent to the line cleaned shall be recorded on an adequate cleaning log
form showing location, sizes and Iengths involved, submitted to and approved by the
Owner. A copy of the completed form shall be submitted to the OE~~ner when_ah_
cleaning is completed.
3. The equipment selected for cleaning shall be capable of removing all dirt, grease, large
roots, rock and other deleterious materials and obstructions frorn the sewer lines and
manholes without damaging the sewers or manholes. The Contractor may be require`
to provide and utilize nodding machines to perform the cleaning as approved by the
Owner. All equipment shall be inspected by the Owner for conformance to the
specifications on site and prior to any scheduled work. Any violations of the
specifications may be grounds for removal of the equipment and replacement with
equipment meeting the specifications.
4. All high velocity sewer cleaning equipment shall be truck mounted. The equipment
shall have a minimum of 500 feet of 1 inch I.D. high pressure hose with a selection of
two or more high velocity nozzles, and a truck mounted water tank. The nozzles shall
Page 1 of 6
have a capacity of 30 GPM at a minimum working pressure of l 000 psi. One nozzle
shall be a "sand nozzle". The nozzles shall be sized for the pipe size involved.
Equipment shall also include a high velocity gun for washing and scouring manhole
walls and floor. The Contractor shall contact the Owner regarding a source of water.
All costs incurred in obtaining and delivering the water shall be borne by the
Contractor. Any costs for re-setups required due to limited access to the manholes, or
time constraints established by the Owner, Engineer or the Contractor shall be
considered incidental to the work.
5. High velocity-hydro cleaning shall consist of as many passes as necessary to
sufficiently clean the sewer line. Satisfactory precautions shall be taken to protect the
sewer line from damage that might be inflicted by the improper use of cleaning
equipment. Precautions shall be taken to insure that the water does not cause damage
of flooding to the public or private property being served by the manhole section
involved.
6. All sludge, dirt, sand, debris, grease and other material extracted during the cleaning
operation shall be removed at the do«~nstream manhole of the section being cleaned
with avacuum-mounted suction system. Passing material from manhole section to
manhole section which could cause line stoppages, accumulations of sand in wet wells
or damage pumping equipment shall not be permitted. Under NO circumstances will
the Contractor be allowed to accumulate debris, sand, etc., on the site of work. All
solids orsemi-solids resulting from the cleaning operations shall be removed from the
site and disposed of, all costs for which are considered incidental to the work. All dirt,
debris, major roots and other material shall be removed from the sewer system to the
extent that closed circuit television inspection can be performed. Should the television
inspection reveal additional cleaning is required, Contractor shall re-mobilize and
perform cleaning operations until the pipe line is acceptable for television inspection.
The hydraulic cleaner may also be used to de-water low spots in a sewer main during
television inspection, but MAY NOT pull the camera through the pipe, unless
approved.
L. TEL~±,VISiON INSPECTION IN SEWERS
1. Equipment used shall be specifically designed for internal television inspection. Unless
previously approved, submit equipment specifications for approval prior to w'ark. The
camera, or cameras, with enclosed lighting system, shall be capable of clearly
displaying the sewer pipe, in sizes from 4" to 18". For sizes larger than 18", additional
lighting will be required to properly illuminate the pipe walls. The camera shall have
a rotating head to allow viewing inside service openings. The cables shall allow
inspection for minimum 500 feet in one set-up. A calibrated footage counter shall be
directly attached to accurately locate the position of the camera in the pipe as measured
from the middle of the entering manhole. The video tape recorder shall record all
operations, with audio description. The tape shall be capable of constantly displaying
Page 2 of 6
the footage counter, date, and manhole numbers. Prior to televising the first line
section, pull the counter cable for 200 feet (measured by walking wheel or tape), and
if the counter is off by more than 2 feet, re-calibrate the counter.
2. Submit for approval a blank television inspection log shor~ving all data to be recorded.
The log shall be industry standard. The field crew chief shall completely fill out the
log with all identification data and pipe defect data.
3. Within 4 hours after cleaning is completed, insert the camera and connecting cables
into the manhole. Turn the video tape recorder on to record the condition of the
entering manhole. Also provide visual and audio description of the project, with
specific location of the manholes, street, date, time, and other pertinent data. Set the
footage counter at zero (0) at the center of the manhole. An alternative is to accurately
measure a set distance into the pipe from the center, such as 6 feet, and set the counter
at 6 feet when all slack is taken out of the counter cable. If defects are located within
the first b feet, accurately measure their location and show that footage on the tape,
along with verbal description.
4. Pull the camera at a smooth rate, no faster than 20 feet per minute. Fully stop at alI
defects, breaks, major offsets, joint separations, leaks, service openings, roots, and
other pertinent locations within the pipe. Insure audio description is given with footage
counter location. Use the standard clock reference for positions within the pipe
section. At the end of the line, continue the video tape and footage counter until the
camera is removed from the manhole. If a blockage is in the line that prevents passage
of the camera, pull the camera out and re-setup at the other manhole. Start a ne~v log
with footage measured from the new entering manhole.
5. If the total footage measured by the counter from manhole to manhole is more than
1.0% in error from measurement above ground with walking wheel or tape, the entire
line section shall be re-televised after re-calibration of the footage counter.
6. Within 7 days after final television inspection on the project, submit type~i~riiten loos
of all line sections inspected, plus a typewritten composite log of all line section;
cleaned Include all video tapes, with each tape labeled with the project name, date: of
inspection and line sections included on the tape. Payment on invoices «nll be based
on the quality of the final product submitted to the Owner. Any tapes that are damaged
or otherwise not capable of being viewed, including poor audio, will necessitate
complete re-televising of the line sections involved. No invoice will be paid until
complete satisfaction of the project requirements is met.
D. BIDDING REQUIREMENTS
1. Bidders must submit for review a television tape of work they have previously done.
2. Bidders must submit for review a completed inspection log of work they have
previously done.
3. Provide a list of three references, with telephone numbers.
Page 3 of 6
E. RESULTING CONTRACT
1. It is the intention of the City of Atlantic Beach to retain one contractor to clean and
televise sewer lines. Any agreement or contract resulting from acceptance of a bid
shall be on forms either supplied by or approved by the City and shall contain, as a
F minimum, applicable provision of the request for bid. The City reserves the right to
reject any agreement which does not conform to the Request For Bid and any City
requirements for agreements and contracts.
2. Renegotiation -During the contract period, the City reserves the right to restate
' and/or renegotiate with the Contractor such additions, deletions, or changes to the
contract as maybe necessitated by law or changed circumstances. In the event that
the City and the Contractor cannot come to a mutual agreement and negotiation on
any such addition, deletion or change, that portion of the contract concerning the
services in the addition, deletion, or change shall be terminated.
3. Contractor Contract Performance -During the contract period, the Public Works
Director or his or her designee shall assess the Contractor's performance on the
contract and reserves the right to inspect the Contractor's materials and methods
during any specific project. In the event of a breach of the contract by the
Contractor or unsatisfactory performance as assessed by the Public Works Director,
or if the Contractor performs in a manner that precludes the City from administering
its functions in an effective and efficient manner, and if, after (30) davs following
written notice to the Contractor, the City will be authorized to cancel the contract,
thereafter reserving the right to proceed against the Contractor for any and all
damages permitted by law arising from said breach. The Contractor shall not be
held responsible for any failure determined to the satisfaction of the Public Works
Director to be due to any action or inaction on the part of the City.
4. Tax Identification Number -Bidder must note Federal Employer I.D. Number on bid
summary form. The City's Federal Employer LD. Number is 59-60000267.
II. BID SCOPE
A. INTENT A~1~ DURATION
It is the intent of the City to select one contractor to provide sewer cleaning and
televising services needed for the City's sewer collection system. The objectives are to
obtain the best services while minimizing cost to the City.
The period of the contract for sewer cleaning and television shall commence within thirty
(30} days of selection of the Contractor and shall terminate on one (1) year after the date of
commencement. The City reserves the right to renew the contract for two additional one-
year periods pending a mutual agreement between the City and the Contractor, and a review
Page 4 of 6
of contract performance by the Contractor for the previous year.
Prices, terms and conditions shall remain firm through this contract period unless modified
or canceled in accordance with the provisions of the bid. Bids shall be received unti12:30
PM. December 16. 1998 at the office of the Purchasing Agent at 1200 Sandpiper Lane.
B. BID FORMS
1. Bids are to be submitted on the attached Bid Summary Form or copies thereof. Bids will
not be considered unless they are submitted on this form.
2. It shall be assumed that services which are offered, meet or exceed. the requirements as
stated in the accompanying specifications. This Bid Invitation presents the City's
requirements under proposed methods of operation. Responses to this request should
address these requirements.
III. GENERAL REQUIl2EMENTS
1. The City intends to apply very strict requirements for timely delivery, high quality
product, accurate invoicing and more specific requirements as will be necessary.
2. The Citv's Right to Use Other Contractors -The City reserves the right to provide for
additional services from other contractors, if the City so deems necessary. If the City
elects to exercise this right, the contract covered by the bid shall remain in effect as
regards all terms, agreements and conditions without penalty or diminution of ongoing
services as contained therein and previously provided by the successful Contractor in this
bid.
Page 5 of 6
TABULATION t DS
CLEAN r...., TELEVISE sEWERS
FOR FOR 12-MONTH PERIOD CITY OF ~
ATLANTIC BEACH, FLORIDA -- Date ~ ~ening_1211b/
~ & BU
;
ID NUMBER 9899'8 ~
l~
$kb~'i INDUSTRIAL GRINER'S PIPELINE RIDIN PIPELINE SVCS. ADVANCED UNDERGROUND
SERVICE", INC. SERVICES ..,,tt~ IMAGING, INC.
Birirc'ingham; AL Mt. Dora, FL C(za~w"~~ ~~"•
/ ti. C S)
I,
Department
ITEM BRIEF DESCRIPTION UNIT PRICE EXZ_: PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
1. SEWER CLEANING COST PER L.F. , yf ; ] 5 , 6O 'L , S D
2. SEWER TELEVISING COST PER L.F. , y ;7 S ~ 0 ~,o 0
3. TOTAL COST FOR CLEANING AND __~ ~ ,Std l , OO 3~j O
TELEVISING, PER L.F.
4. ORIGINAL INSURANCE CERTIFICATES
5. THREE (3) REFERENCES V
6. PROOF OF OCCUPATIONAL LICENSE ~/ / ~/
7. DOCUMENTS REQUIREMENTS CHECKLIST ~/ t/ I/
8. TELEVISION TAPE OF WORK / / ~
9. COMPLETED INSPECTION LOG OF ~ ~ ~- v
10. BID SUBMITTED IN TRIPLICATE ~ /
11. ACKNOWLEDGE ADDENDUM N0. 1 1~ ~ / l/
---
,~
COMMENTS
Amount Budgeted
iaei
'1
3
12/03/1999 13:51 2657986211 UIDE~ INDUSTRIAL SVC PAGE 61
f~ ri ~tcH~tF~ i . 3
VIDEO 1NDUSTR1Aiw SERVICES, iN~
Speciallzing in today's needs for environments! prvtectfon.
113 Sheridan Road Birmingham, AI 35214-4671 (205) 798-0300 Pax (205) 798-6211
Decezrzber 2, 1999
City of Atlantic Beach,
12n4 Sandpiper bane
Atlantic $each, FL 32233-4381
Attention: Ms. Don~,a Kaluzniak
Dear Ms. Kaluznialc:
Video Industrial Services, Inc. is pleased to extend its contract prices with the City of
Atlantic Beach, Florida for az~ additional year. We look forward to working with you xrf
the coming months.
Very truly yours,
VIDEO INDUSTRIAL SERVICES, INC.
,-.,-- ~~-,a.,..,.-.~a-
~~~
S.~ Kulbitskas
JSKlansk:letters/johnfatlantic beach e~tex>.d prices