Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of June 8, 2021
Title
APPROVAL OF FIRST AMENDMENT TO AGREEMENT FOR SANITARY SEWER HYDRO-FLUSHING AND VIDEO INSPECTION MAINTENANCE SERVICES WITH EMPIRE PIPE CLEANING & EQUIPMENT, INC.
(Interim Public Works Director Angela Crespi)
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Recommended Action:
Recommendation
Staff recommends City Council:
1. Approve the proposed first amendment to an agreement with Empire Pipe Cleaning & Equipment, Inc. for sanitary sewer hydro-flushing and video inspection maintenance services to extend the contract by one year, through June 30, 2022, and to maintain the annual amount of $160,310 for fixed services during the extended contract year, resulting in a total amended contract term of four years and total amended contract amount of $637,020; and
2. Authorize the Mayor to execute and the City Clerk to attest the attached first amendment subject to approval by the City Attorney (Attachment 2).
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Executive Summary:
The City entered into a contract on September 17, 2018 with Empire Pipe Cleaning & Equipment, Inc. to provide sanitary sewer hydro-flushing and video maintenance services throughout the City. The current agreement is set to expire on June 30, 2021. The proposed first amendment would extend the agreement for one additional year and maintain the current annual amount of $160,310 for fixed services to be provided during the fourth contract year, resulting in a total amended contract term of four years and total amended contract amount of $637,020. The additional year would allow staff the time necessary to perform a new competitive bidding process.
Background:
On June 14, 2018, the City invited sanitary sewer hydro-flushing and video contractors to submit proposals for the provision of sanitary sewer-hydro flushing and video services. The Request for Proposals (RFP) covered the maintenance of 37 miles of sewer mains and 880 sewer access holes for a three-year period from FY 2019-20 through FY 2020-21. Empire Pipe Cleaning & Equipment, Inc. was selected as the lowest responsible bidder meeting all qualifications.
At its regular meeting on September 17, 2018, City Council approved the award of a three-year sanitary sewer hydro-flushing and video maintenance services agreement with Empire Pipe Cleaning & Equipment, Inc. with a fixed compensation amount of $476,710 (Attachment 1). The scope of work includes an annual citywide cleaning of the entire system, quarterly cleaning of known problem areas, and emergency on-call services. These services assist the City in providing reliable sewer collection services to residents and businesses within city limits. All sewer flows are conveyed to the Los Angeles County Sanitation Districts system for treatment and processing.
Past Council Actions
Discussion:
For the past three years, Empire Pipe Cleaning & Equipment, Inc. has provided the necessary sewer hydro-flushing and video services to the City. With the current agreement set to expire on June 30, 2021, staff recommends extending the agreement for a fourth and final year.
Due to workload related to the COVID-19 pandemic and reduced staffing levels, the Public Works Department was unable to prepare a new Request for Proposals (RFP) process to competitively select a new vendor. Approval of the requested one-year extension would allow the continuation of these critical services while a new selection process is prepared and completed.
Empire Pipe Cleaning & Equipment, Inc. has performed all requested services at a satisfactory level including timely response to sewer emergencies. In a letter dated February 22, 2021, the contractor agreed to maintain current pricing for one additional year (Attachment 3). If approved, the proposed first amendment would extend the agreement by through June 30, 2022 and with an annual amount of $160,310 for the fourth contract year. In total, the amended agreement would have a total compensation amount of $637,020 over four years (Attachment 2).
General Plan Consistency:
This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:
Infrastructure Element
Goal 1. Infrastructure systems are functional, safe, and well maintained.
Policies:
• 1.8 Minimize recurring repairs. Ensure that recurring repairs to City facilities are minimized by investing in low maintenance materials and performing preventive procedures where available.
Fiscal Impact:
The recommended action would result in a request for an appropriation of $160,310 in the FY 2021-22 Preliminary Budget from the Sewer Fund.
Attachments:
1. Agreement for Sanitary Sewer Hydro-Flushing and Video Inspection Maintenance Services with Empire Pipe Cleaning & Equipment, Inc.
2. Proposed First Amendment to Empire Pipe Cleaning & Equipment, Inc. Agreement
3. Letter Dated February 22, 2021 from Empire Pipe Cleaning & Equipment, Inc.
Respectfully Submitted by: John Cordova, Public Works Superintendent
Concur: Lucho Rodriguez, Deputy City Engineer
Concur: Angela Crespi, Interim Public Works Director
Noted for Fiscal Impact: Viki Copeland, Finance Director
Legal Review: Mike Jenkins, City Attorney
Approved: Suja Lowenthal, City Manager