ON-CALL SEWER AND STORM DRAIN CLEANING, CCTV, & EMERGENCY RESPONSE SERVICES IN VISTA, CA. Information Issue Date: Wednesday, January 7, 2015

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1 ON-CALL SEWER AND STORM DRAIN CLEANING, CCTV, & EMERGENCY RESPONSE SERVICES IN VISTA, CA Information Issue Date: Wednesday, January 7, 2015 Response Due: Thursday, January 29, 2015 by 4:00 PM Drop-Off Location: City of Vista City Clerk s Office Attn: Elmer Alex 200 Civic Center Drive Vista, CA

2 Table of Contents 1.0 INTRODUCTION RESPONSE DUE DATE PROJECT DESCRIPTION GENERAL OBLIGATIONS OF CONTRACTOR SCOPE OF WORK AND STANDARD SPECIFICATIONS INSURANCE REQUIREMENTS MAINTENANCE OF RECORDS AND ACCOUNTING RESPONSE REQUIREMENTS Format, Due Date, Quantities: General Response Requirements: Contents PUBLIC DISCLOSURE PROPOSAL SCHEDULE PROPOSAL SELECTION PROCESS PROPOSAL EVALUATION CRITERIA CONTRACT TERMS AND CONDITIONS

3 ON-CALL SEWER AND STORM DRAIN CLEANING, CCTV, & EMERGENCY REPONSE SERVICES 1.0 INTRODUCTION 1.1 The City of Vista and Buena Sanitation District (City) is circulating this Project Information to contractors qualified to provide the City with sewer and storm drain cleaning, video inspection, and emergency response services as needed, including but not limited to removing roots, grease, silt, and debris from sewer lines, maintenance of storm drain inlet insert filters, vactoring and jetting, bucketing, and video inspection. Upon receiving/downloading this Request for Proposals (RFP), interested contractors shall notify the City by Thursday, January 22, 2015 at 4:00 PM regarding their intent to respond to the RFP so that notification may be provided as to any subsequent amendments to the RFP. confirmations to Failure to confirm by aforementioned date may disqualify proposers. Questions should be ed to Steve Jepsen, Sewer Program Manager, 2.0 RESPONSE DUE DATE 2.1 Due Date: Thursday, January 29, 2015 by 4:00 PM Mailing Address: City of Vista, Engineering, Attn: Elmer Alex, 200 Civic Center Drive, Vista, California, Drop-off Location: City of Vista, City Clerk s Office, Attn: Elmer Alex, 200 Civic Center Drive, Vista, California, PROJECT DESCRIPTION 3.1 The City owns and operates approximately 215 miles of sanitary sewers ranging in size from 6 to 42 inches in diameter in the City of Vista and approximately101 miles of sanitary sewers in the Buena Sanitation District ranging in size from 4 to 30 inches in diameter. The City also owns and operates a municipal separate storm sewer system. The objective of this project is to provide the City of Vista and Buena Sanitation District with sewer system cleaning, video inspection, and emergency response services as needed including, but not limited to removing roots, grease, silt, and debris from sewer lines, vactoring and jetting, power bucketing, and video inspection to prevent and relieve local sewer maintenance issues. As well as storm drain cleaning and inlet maintenance. The CONTRACTOR must also be available 24-hours a day, 7 days a week, and be able to respond on-site with 2-hours for an emergency call out. 2

4 3.2 The first term of this contract shall run one year from the date the contract is executed. The contract may be renewed up to two (2) additional terms in one (1) year increments for total possible of three (3) terms. The City operates on a fiscal year from July 1 to June 30. The City retains the sole option to offer to renew the contract for an additional term. If the City intends to offer a renewal for an additional term, the notice shall be sent approximately (60) calendar days prior to the end of the current term. Contractor may request price adjustments, in writing, 30 days prior to the renewal date. A renewal is contingent upon acceptance of the offer by both Parties. Award of contract is no guarantee that all terms will be awarded. 3.3 The contract is for up to $130,000 in services per annual term with a total contract ceiling of $390,000. The City does not guarantee that the full or any amount will be awarded. The City does not guarantee that annual contract renewal options will be exercised. 4.0 GENERAL OBLIGATIONS OF CONTRACTOR 4.1 The selected CONTRACTOR will be required to sign the attached Standard Agreement in Appendix A. There will be no negotiation on the language of the attached Standard Agreement. 4.2 CONTRACTOR shall be obligated as follows: 1. Be licensed by the California Contractors State License Board or other required agencies. 2. Perform all services as expeditiously as is consistent with professional level skill and care and shall complete the services within each and all of the time periods. 3. Comply with the California Fair Employment and Housing Act and all other State, Federal and local laws including, but not limited to, those prohibiting discrimination, on account of race, color, national origin, sexual orientation, religion, age, marital status, gender or disability. 4. Obtain all permits necessary to complete the Project. 5. CONTRACTOR shall comply with all licensing requirements of the State of California, County of San Diego, and City of Vista. 6. The CONTRACTOR shall provide all supervision, labor, equipment, technical expertise, safety equipment, and service operations to complete the project. All work shall be performed under the supervision of a qualified maintenance manager. The vehicle operator must have a minimum of three (3) years experience operating a vactor truck and video truck. 7. The designated City Representative(s) shall have sole authority to approve all phases of the project including the quality of work and shall not authorize payment until in his or her opinion the work has been satisfactorily completed. 3

5 8. The CONTRACTOR shall ensure that employees comply with all California State Industrial regulations and practices. 9. The CONTRACTOR s personnel shall conduct themselves in a professional manner at all times. Personnel shall be courteous, neat in appearance, and wear visible CONTRACTOR identification including all personal protection equipment. All equipment shall display their company identification, including any subcontractors. 10. All work shall conform to City of Vista and County of San Diego noise ordinances unless authorized by designated City Representative. The CONTRACTOR shall ensure all CONTRACTOR personnel comply with all relevant OSHA, Cal/OSHA, and Labor and Industries work safety regulations at all times they are on the project site. CONTRACTOR is responsible for implementing confined space entry procedures in accordance with all relevant laws and regulations. 11. The CONTRACTOR shall have or obtain a business license from the City of Vista prior to beginning work. 12. As required by Article 2 of Chapter l of Part 7 of Division 2 of the California Labor Code, the CONTRACTOR and all subcontractors shall pay not less than the prevailing rate of wages to all workmen employed in the execution of this Contract as ascertained and adopted by the State of California, Director of Industrial Relations pursuant to the Labor Code. Copies of such prevailing rate of wages are on file in the Office of the Clerk of the Board, which copies shall be made available to any interested party on request. The CONTRACTOR shall post a copy of such determination at each job site. As provided in Section 1775 of the California Labor Code, the CONTRACTOR shall, as a penalty to the Owner, forfeit $50.00 for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the Director for such work or craft in which such worker is employed for any public work done under the Contract by it or by any subcontractor under it. 13. The CONTRACTOR and all SUBCONTRACTORs must be registered with the Department of Industrial Relations pursuant to Labor Code section SCOPE OF WORK AND STANDARD SPECIFICATIONS 5.1 EMERGENCY RESPONSE CALL-OUT AVAILABILITY The CONTRACTOR must be available 24-hours a day, 7 days a week, and be able to respond on site within 2-hours for an emergency call out. The CONTRACTOR will provide the City with a designated representative s phone number or dispatch number and a backup phone number that the City can reach at any time. The City will contact the CONTRACTOR s designated representative or backup representative by phone to request work. 4

6 It will be the CONTRACTOR's responsibility to respond on site within 2 hours in an emergency, from the time the call is placed by the City, with sufficient labor and equipment to begin work. The City's representative will specify emergency or nonemergency when requesting work. Work from a daytime call out may extend into night time hours. Any night work will be scheduled at least 48-hours in advance. When receiving an emergency work request from the City, the CONTRACTOR shall confirm within 30 minutes of the call whether he accepts or declines the work request. For non-emergency requests the confirmation time is 4 hours. A "Declined Request" is defined as the occurrence of one of the following: CONTRACTOR cannot be reached at either of the designated phone numbers. CONTRACTOR does not confirm acceptance or decline of the work request within 30 minutes for an emergency call out or 4 hours for a non-emergency call out. CONTRACTOR declines the work request within the designated time. After two (2) Declined Requests the City reserves the right to terminate the contract for non-performance. If the CONTRACTOR accepts the work request and subsequently fails to respond on site within the designated time for emergency or non-emergency work, it shall be considered a "No-Show". The CONTRACTOR will be assessed liquidated damages in the amount of $1, for each No-Show. After two (2) No-Shows the City reserves the right to terminate the contract for non-performance. 5.2 COORDINATION CONTRACTOR shall accommodate City representative who will be monitoring CONTRACTOR s activities. 5.3 WORK HOURS The City s generally standard work hours shall occur between the hours of 6:30 am to 4:30 pm, Monday through Friday unless authorized by a City representative. Night work working hours are between 4:31 pm and 6:29 am. Night work may be requested or required for some sewer maintenance activities. Traffic control permits and considerations may require specific works hours. 5.4 HEALTH AND SAFETY All work shall be done in a safe, workmanlike manner. Work performed, methods, and equipment used shall be in conformance with the prevailing State and Federal 5

7 Occupational Safety and Health Act. Costs from delays and losses due to CONTRACTOR operations not in conformance to these acts, or stoppages by OSHA inspectors or the designated representative, as a result of non-conformance, shall be solely borne by the CONTRACTOR. All manholes shall be treated as confined spaces if entry is necessary. All Cal-OSHA and Title 8 requirements shall be followed. Confined space entry procedures shall be submitted prior to each task order. 5.5 LICENSES CONTRACTOR must possess the following contractor licenses: Class B Driver s License Class A or C-34 (Pipeline Contractor) or C-42 (Sanitation System Contractor) 5.6 CONSTRUCTION WATER A permit for use of water is required. The CONTRACTOR shall be responsible to make proper arrangements for metering from the appropriate water agency. CONTRACTOR shall provide all necessary piping, backflow, and appurtenances to convey water to the work site. The costs of water required including dust control shall be considered as included in the various bid items and no additional compensation will be made to the CONTRACTOR. 5.7 CLEANING CONTRACTOR must furnish all labor, materials, and equipment necessary to remove foreign materials and debris from the sanitary sewer lines. The City will not clean or assist the CONTRACTOR in any cleaning as part of this contract. CONTRACTOR must lease or own sewer-cleaning equipment. Selection of equipment used shall be based on the conditions of the lines at the time the work commences. Pipeline debris is described as, but not limited to, sludge, dirt, sand, rocks, grease, roots, and other solid or semisolid materials. The following is a list of minimal cleaning equipment: A. High-Pressure Hydraulic (Hydro-Cleaning) Equipment: All high-pressure sewer pipeline cleaning equipment shall be constructed for ease and safety of operation. The equipment shall have a minimum working pressure of 2,000 psi at a 60-gpm rate. The unit shall also be able to provide flows as low as 35-gpm for fragile lines. The nozzles shall be capable of producing a scouring action, in the lines designated to be cleaned, to remove debris and sand from the flow line. Equipment shall also include a high-pressure hydraulic gun for washing and scoring manhole walls and floors. The gun shall be capable of producing flows from a fine spray to a solid stream. The equipment shall carry a nominal 1,500- gallon minimum water tank, auxiliary engines, vacuum system, and hydraulically 6

8 driven hose reel. The equipment shall have a minimum of 600 feet of highpressure hose. Equipment shall have a boom that will rotate a minimum of 180- degrees and provide 179-inches of reach off the center line of the unit. B. Mechanically Powered Equipment: Bucket machines shall be used if main is 18- inches or larger, if traffic will permit, and only when approved by the City representative. Bucket machines shall be belt operated or have an overload device. Machines with direct drive that could cause damage to the pipe will not be allowed. A power rodding machine shall be either a sectional or continuous rod type capable of holding a minimum of 750 feet of rod. The road shall be specifically heat treated steel. To insure safe operation, the machine shall be fully enclosed and have an automatic safety clutch or relief valve. C. Root Removal Equipment: Hydraulic or mechanical driven cutter maybe used as necessary to remove roots intruding into the pipeline. No chemicals will be allowed for use in root removal. The City is not responsible for, and CONTRACTOR will bear all costs associated with, any CONTRACTOR cleaning or video inspection equipment that becomes lodged in a sanitary sewer pipe. Sewer bypassing, if required for effective cleaning, shall be provided by the Contractor task order proposals shall clearly indicate if sewer bypassing is required. If required all costs associated with sewer bypassing shall be included as a separate line item in the task order proposal by the Contractor. A sewer bypassing plan shall be submitted by the Contractor for review and acceptance by the City prior to commencement of work. If cleaning cannot be completed from one manhole, the equipment shall be moved and set up on the other manhole and cleaning shall be re-attempted. If successful cleaning still cannot be performed or the equipment fails to traverse the entire pipeline section, it shall be assumed that a major blockage exists. 5.8 PRECAUTIONS AND PROPERTY DAMAGE During cleaning operations, precautions shall be taken in the use of cleaning equipment, so as to prevent damage to the existing pipe and manholes. Care must also be taken to prevent flooding of houses and toilets. CONTRACTOR is responsible for all costs for any flooding incidents to properties that occur during these operations. 5.9 SEDIMENT AND DEBRIS REMOVAL All sludge, dirt, sand, rocks, grease, root, and other solid or semi-sold material shall be removed at the downstream manhole of the section being cleaned. The Contractor shall dispose of the sediment and debris in accordance with local solid waste regulations. The CONTRACTOR may dispose of liquids at the City s decanting station at Hacienda Drive and Vista Village Drive. The CONTRACTOR may dispose of waste at a locally 7

9 permitted sewer treatment facility SEWER CLEANING FINAL ACCEPTANCE Contractor shall be responsible for the removal of debris from pipeline and restore the pipeline to a minimum of 95 percent of the original diameter or area as shown on plans. Acceptance of sanitary sewer line cleaning shall be made upon demonstration, though television inspection, that the line has been thoroughly cleaned. Multiple passes may be required to achieve a minimum of 95% of the originally specified internal diameter (measured at the vertical and horizontal axis) for the existing pipe material and to adequately remove these deposits. If visual verification of the extent of cleaning is disputed, the size of the clear opening of the pipe shall be verified by pulling a mandrel through the pipe CLOSED CIRCUIT TELEVISION (CCTV) INSPECTION GENERAL REQUIREMENTS A. CONTRACTOR shall furnish all labor, materials, and equipment necessary to perform CCTV inspection of the sanitary sewer pipelines designated by the City. B. The work shall be performed to National Association of Sewer Service Companies (NASSCO) Pipeline Assessment and Certification Program (PACP) standards. C. Current PACP certification of all CCTV operators will be required for all CCTV work. Copies of certificates demonstrating current certification shall be provided to the City before the work is started. D. The inspection shall be performed one pipeline section at a time and the flow in the section being inspected shall be suitably controlled as specified or the work will be rescheduled for a time of day when acceptable flows are encountered. E. CONTRACTOR shall adjust camera speed and picture quality to allow adequate time to view video, accurately compile the inspection log, and note any defects observed in accordance with NASSCO. F. The work shall be documented using Pipelogix 6 software program that is compatible with the City Pipelogix CCTV management system CCTV EQUIPMENT The camera used for inspection shall be one specifically designed and constructed for operation in connection with sewer inspection. 8

10 A. The camera source image shall provide a high resolution video with minimum of 30 frames per second producing a continuously-monitored high-quality picture, capable of discerning all major and minor operational and structural defects in the pipeline. B. The minimum video bit rate shall be 4.7 Mega bits per second (Mbps) and minimum audio bit rate shall be 128 kilo bits per second (Kbps). C. Video equipment shall include a multi-angle camera capable of spanning 360- degree circumference and 270-degrees of horizontal axis. D. Video inspection shall be performed utilizing one of the following video cameras: 1) Remove-focus stationary lens cameras; 2) Rotating-lends cameras; or 3) Pan-and-tilt cameras E. The video camera shall be mounted on a skid, floatable raft system, or transporter based on the conditions of the pipeline to be recorded. The radial view camera shall be solid-state color and have remote control of the rotational lens. The camera shall be capable of viewing the complete circumference of the pipe and junction structure e.g. manhole. Cameras using mirrors or exposed rotating heads are not acceptable. F. The cameral shall be operative in 100 percent humidity conditions. G. Camera lens shall not be less than 140 degree viewing angle. H. Focal distance shall be remotely adjustable through range of 6 inches to infinity. I. The remote-reading footage counter shall be accurate to less than 1 percent error over the length of the particular section of pipeline being inspected. This distance is measured from the centerline of the junctions e.g., manhole to the centerline of the next manhole. J. The camera height shall be adjusted such that the camera lens is always centered in the pipe being inspected. The equipment shall display on the monitor the distance of the camera from the centerline of the starting manhole. Unless otherwise approved by the Engineer, footage measurements shall begin at the centerline of the upstream manhole. K. Lighting and camera quality shall produce a clear, in-focus picture of the entire periphery of the pipe for a minimum distance of 6. Lighting shall be remotecontrolled and adjusted to minimize reflective glare and to avoid any dark or shadowy regions appearing on the video file. L. The video camera and monitor shall be capable of registering a minimum of 400 9

11 vertical lines and 460 horizontal lines resolution and be a clear, stable image with no interference. M. The video portion of the digital recording shall be free of electrical interference and shall produce a clear and stable image. The audio portion shall be sufficiently free of background and electrical noise providing an oral report that is clear and discernible. N. For pipes smaller than 6 in diameter, the CONTRACTOR shall use portable long range pan and tilt push cameras with a motorized wheel to push the probe for 180 or more feet down the pipes e.g., laterals. O. The CONTRACTOR shall provide a camera, capable of extended video recording lengths and operation in remotely accessed areas without direct vehicular access. P. Display on monitor shall continuously display the date of the survey, the upstream and downstream manhole numbers corresponding to the line section being surveyed, and a continuous forward and reverse, readout of the camera distance from the manhole of reference CCTV OPERATION CONTRACTOR shall perform all CCTV inspections in accordance with NASSCO s Pipeline Assessment Certification Program (PACP). The camera shall be moved through the line in either direction at a uniform rate, stopping when necessary to permit proper documentation of the sewer condition. In no case shall the television camera be pulled at a speed greater than 30 feet per minute. Self-propelled tractor units, manual winches, power winches, TV cable, and powered rewinds or other devices that do not obstruct the camera view or interfere with proper documentation of the sewer conditions shall be used to move the camera through the sewer line. A self-propelled tractor unit may be necessary for lines with only one entrance access or to prevent set up at high traffic intersections. A. As the camera approaches a lateral connection or substantial defect, the camera progress shall be halted and the camera lens shall be panned to further view the lateral pipe and connection or defect to thoroughly evaluate its condition. The full perimeter of tapped connections shall be panned to determine if there are voids or serious defects with the taps that will need to be considered for rehabilitation or replacement. B. As the camera approaches any open joint, the camera progress shall be halted and the camera lens shall be panned to further view the full perimeter of the open joint and moved back and forth as needed to determine if there are voids or openings in the joint that will need to be considered for rehabilitation or replacement. C. As the camera approaches any NASSCO PACP Category 4 or 5 defect, the 10

12 camera progress shall be halted and the camera lens shall be panned and moved back and forth as needed to fully view the nature and extent of damage caused by the defect to determine rehabilitation or replacement needs. D. Failure to meet the requirements of A, B, or C above will be grounds for rejection of the inspection. E. If during the inspection operation, the television camera will not pass through the entire pipeline section as a result of offset joints, broken pipe or other obstructions, then the CONTRACTOR shall notify the City of the need for a reverse setup. Before proceeding with a reverse setup, however, the CONTRACTOR shall first get the approval of the City s designated representative. After receiving approval for a reverse setup, the CONTRACTOR shall move his equipment so that the inspection can be performed from the destination manhole. F. In the event CONTRACTOR is still unable to televise the entire line and has demonstrated to the City that every reasonable effort has been made to clean the line for inspection, or to reverse the camera path, then the CONTRACTOR shall move on to the next set up. The City reserves the right to perform spot repairs to the line and have the CONTRACTOR re-inspect the line. Re-inspections will be paid at contract rate for the inspection work. Reverse taping segments shall be checked for total coverage of manhole to manhole runs REPORTS AND DOCUMENTATION A. CONTRACTOR shall provide a summary and evaluation to the general condition of the section within 7 calendar days of inspection. B. The CONTRACTOR shall use NASSCO standard inspection introduction, abbreviations, log sheet forms, and severity code. C. Documentation shall consist of color digital video files, log sheets, and a written report detailing the condition of the pipeline, lateral connections, and openings. Video files shall be provided on a DVD or external hard drive. D. The video files shall be highly compressed, resulting in an anticipated average file size of 10 MB per minute of video. The compression shall be in accordance with Windows Media Video (WMV) format. The compression shall not significantly degrade the still frame quality of the video or audio signal from the original source video, as judged in a side by side viewing under normal viewing conditions. E. The report shall note the time and date of video inspection, street name, upstream and downstream manhole, direction of view, direction of flow, surface material, pipeline length, pipe section length, pipe size, pipe material, lateral connections, 11

13 DVD number, counter number, and a detailed logging of defects encountered in tabular form. F. Each submittal shall include the following: Visuals 1) Adequate view of the upstream and downstream manholes or storm drain access points. The direction of the survey upstream or downstream. 2) A pause at and zoom in on the lateral connections for at least 15 seconds for identification of the condition of the connection. 3) A pause at and zoom in on the identified defects sufficient for identification of the type of problem. 4) Identified fault conditions or defects in accordance with NASSO. 5) Each pipe section shall be identified using the City s identification number. 6) A continuous read-out of the camera distance from the starting manhole to the end point at all times. 7) Pipe size. 8) Pipe or liner material. Audio 1) Date of CCTV inspection. 2) Confirmation of each section to be CCTV inspected i.e., narrative of manholes, station numbers, or City identification number and direction upstream or downstream. 3) Description of pipe size lined on post and final videos, material liner type for post and final videos and pipe joint length. 4) Description and location of each defect. 5) Description and location of each service connection. 6) Include brief but informative comments on data of significance, including, but not limited to, the locations of unusual conditions, type and size of connection, collapsed section, the presence of scale and corrosion, and other discernible features. 7) A continuous read-out of the camera distance from the starting manhole. Written Documentation 1) Date of CCTV inspection. 2) Printed labels on DVD or storage device number, location information, date of inspection, and other descriptive information. 3) Location, size, material, and length of pipe. 4) Direction of flow and measurement "From" manhole or station number "To" manhole or station number or City identification number. 5) File numbers itemizing individual segments. 6) Sketch showing the street and cross streets where the CCTV inspection was made. 7) Description and location of each defect or deficiency and a list of all 12

14 proposed repairs. 8) Description and location of each connection. 9) A menu which lists files for each pipe section to be inspected and the date of the inspection TRAFFIC CONTROL The CONTRACTOR shall be responsible, during all phases of the work to provide for public safety and convenience. Operations shall be conducted in such a manner as to cause as little inconvenience as possible to the abutting property owners. Convenient access to driveways, houses and buildings along the line of work shall be maintained. A. Some pipes to be cleaned and video inspected will be on main arterial roadways and may require extensive traffic control. B. CONTRACTOR will provide all traffic control necessary to complete these services. The CONTRACTOR shall follow City of Vista, County of San Diego (where applicable) Manual of Uniform Traffic Control Devices (MUTCD), and Cal-Trans Standards and Procedures. Traffic control, such as lane closures, signage, etc. must be coordinated and approved for review with the City s representative. C. CONTRACTOR shall obtain from the City or County of San Diego a traffic control permit on all main arterial roadways for all non-emergency call outs. D. CONTRACTOR shall obtain permits from Cal-Trans where applicable. In the event that there is emergency work along Cal-Trans right-of-way that must be performed before the CONTRACTOR can apply for the permit, CONTRACTOR is instructed to notify the City prior to performing the work. The CONTRACTOR must then fill out the paperwork for the Caltrans Permit and pay the associated fee after the work has been performed RAILROAD The CONTRACTOR shall be responsible for obtaining and abiding by the encroachment permit from North County Transit District (NCTD) where it owns the railroad right-ofway prior to work commencing. The width of their right-of-way varies. NCTD requires the CONTRACTOR to deposit an estimated amount of reimbursable costs; attend railroad safety training, provide evidence of liability insurance naming NCTD and other rail users as additional insured; and to meet other conditions determined by NCTD to be necessary to protect NCTD s real property and railroad operations. All costs associated with the permit shall be borne to the CONTRACTOR. NCTD may require flag protection and costs for flag protection shall be borne by the CONTRACTOR. CONTRACTOR shall attend NCTD s 2-hour Contractor Safety Training (CST) and shall submit to the City proof of completion of the NCTD s CST course prior to Notice to 13

15 Proceed. The CONTRACTOR shall include all costs of the class in the unit cost for work within the NCTD right-of-way. CONTRACTOR shall be responsible for any damage to NCTD s tracks, NCTD s trains and equipment, NCTD s catenary wires and supports, and any other NCTD s property, resulting from use, occupancy, or presence of Contractor, employees or agents, or subcontractors on or about the construction site STORMWATER POLLUTION CONTROL The CONTRACTOR shall remain in compliance with the City of Vista Storm Water Standards Manual and shall exercise every reasonable precaution to prevent the discharge of any material which is not solely stormwater (i.e., rain) to the storm drain system. Non-allowable discharges include, but are not limited to, eroded soil from stockpiles or disturbed earth on-site, concrete and concrete washout water, sawcut slurry, fuel, oil, and other vehicle fluids, solid wastes, and construction chemicals. The CONTRACTOR will be responsible for the complete cleanup of all material that is discharged from the project in violation of the Discharge Rules. Should the CONTRACTOR fail to promptly and effectively clean up such discharges, City may cause the cleanup to be performed by others, the costs to be deducted from any monies due or to become due the CONTRACTOR SUBCONTRACTORS CONTRACTOR shall perform all sewer cleaning and CCTV work with their own forces. Use of a sub-contractor is not allowed for sewer cleaning and CCTV. Use of traffic control subcontractor is allowed. 6.0 INSURANCE REQUIREMENTS 6.1 The CONTRACTOR shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the CONTRACTOR, his agents, representatives, employees or sub-contractors. All sub-contractors shall be required to comply with the applicable insurance provisions. The maintenance of proper coverage is a material element of the contract and failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. 6.2 Minimum Insurance Requirements The CONTRACTOR will be required provide as described in the Sample Agreement provided in Appendix A: 14

16 7.0 MAINTENANCE OF RECORDS AND ACCOUNTING 11.1 The CONTRACTOR shall maintain, during the Project implementation time and for a period of three (3) years after completion of the Project, accurate and organized records of all costs of any type and all services performed for the Project. City will have the right at any time, including during the performance of all Phases of the Project to audit and copy all such records. 8.0 RESPONSE REQUIREMENTS 8.1 Format, Due Date, Quantities: All CONTRACTORs are required to follow the format specified below. The content of the proposal must be clear, concise, and complete. Each section of the proposal shall be presented according to the outline shown below to aid in expedient information retrieval. Four (4) copies of the proposal shall be delivered no later than 4:00 P.M. on Thursday, January 29, 2015 to: Drop-off Location: City of Vista City Clerk s Office Attn: Elmer Alex 200 Civic Center Drive Vista, California Mailing Address: City of Vista Engineering Department Attn: Elmer Alex 200 Civic Center Vista, California Please note that faxed copies will not be accepted. Also note that incomplete proposals, incorrect information, or late submittals may be cause for immediate disqualification. The City reserves the right to amend the Project Information prior to the date that proposals are due. Amendments to the Project Information shall be ed to all potential CONTRACTOR s. The City reserves the right to extend the date by which the proposals are due. 8.2 General Response Requirements: 1. The City desires to receive proposals from qualified and experienced CONTRACTOR s who demonstrate significant knowledge and experience 15

17 and successful performance on public sector projects of comparable magnitude. 2. The proposal should be concise, well organized and demonstrate the CONTRACTOR s qualifications and experience applicable to the Project. The proposal shall be inclusive of resumes, graphics, forms, pictures, photographs, dividers, front and back cover, cover letter, etc. Type size and margins for text pages should be in keeping with accepted standard formats for desktop publishing and word processing. 3. Proposal shall be limited to 20-page excluding dividers, cover page, and resumes. 8.3 Contents: Sealed proposals submitted in response to this Project Information shall be in the following order and shall include: General Information 1. Executive Summary. 2. Include a one- to two-page overview that highlights CONTRACTOR approach and CONTRACTOR s commitment to meet or exceed the City s objectives. 3. Identification of each CONTRACTOR member. 4. Legal name and address. 5. Legal form of company (partnership, corporation, joint venture, etc.). If joint venture identify the members of the joint venture and provide all information required under this section for each member. 6. If company is wholly owned subsidiary of a "parent company," identify the "parent company." 7. Addresses of offices located in San Diego County, if any. 8. Number of employees in San Diego County. 9. Name, title, address and telephone number of person(s) to be assigned to Project. 10. Name, title, address and telephone number of person to contact concerning the proposal. Experience and Technical Competence 1. Describe CONTRACTOR s experience in completing similar projects. Include at least three (3) successfully completed projects of similar nature with name of Owner's Project Manager, phone numbers, project type and total value of completed services. Projects currently in process may be submitted for consideration. Identify any specific projects and include in your client references where this team has worked together. 16

18 Proposed Method to Accomplish the Work 1. Describe CONTRACTOR s technical and management approach to the Project. Discuss lines of communications necessary, management of overall project costs, schedule, quality assurance/quality control, and other issues critical to this project. Discuss your company s ability to meet the 2-hour emergency call out response time. Project Organization and Key Personnel 1. Provide an overview that addresses the contractor s organization and staffing, introducing the crew supervisor that would be assigned to this project and any back-up crewmembers, applicable licensing, certifications and training. For the crew to be assigned to this project describe experience in sanitary sewer cleaning, pipe jetting, bucketing, and video inspection of sanitary sewer infrastructure systems. 2. CONTRACTOR s evaluation will consider its entire team, therefore no changes in team composition will be allowed without prior written approval of the City. Describe CONTRACTOR s capacity to perform the work within the time limitations, considering CONTRACTOR s current and planned workload and CONTRACTORT s workforce. Financial Arrangements for CONTRACTOR Members 1. If the CONTRACTOR is a Joint Venture Team, the CONTRACTOR shall address the proposed financial arrangements between the Joint Venture members as they relate to liability to the City for work to be performed. CONTRACTOR shall submit a team members list indicating scope of work, and approximate percentage of contract. Team members must be named on said list if they receive more than $10,000 or more than one-half of one percent (.5%) whichever is less. Minimum Contractor Qualifications 1. CONTRACTOR submitting qualifications must include a contractor who possesses the applicable California Contractor s license Class A or C-34 (Pipeline Contractor) or C-42 (Sanitation System Contractor) Schedule of Rates and Fees 1. CONTRACTOR shall complete the attached Bid sheet in Appendix B and include with their proposal in a separate sealed envelope. Exceptions to Project Information 1. The CONTRACTOR shall certify that it takes no exceptions to the Project Information including the Sample Agreement included in Appendix A. Additional Information This section shall contain all the other pertinent information that is required to be submitted with the proposal in the following order: 17

19 1. Description of insurance coverage for prime respondent and co-venture partner(s) (types of coverage and policy limits, deductible, exclusions, and outstanding claims). 2. Provide description of your company s safety policy, record, and how it would be implemented on this job. 3. Description of in-house resources for prime respondent and co-venture partner(s) (i.e., computer capabilities, software applications, modem protocol, and modeling programs, etc.). 4. Indicate if contractors self perform any work, and if so, what trades. Also indicate if contractors have any union signatory agreements. 5. Detailed list of all equipment types and capabilities that be used during the course of the contract. 6. Example of report to be used as a template for summarizing storm drain inlet insert filter maintenance activities. 9.0 PUBLIC DISCLOSURE 9.1. All proposals submitted in response to this Project Information become the property of the City and public records, and as such may be subject to public review. Under the California Public Records Act (California Government Code Section 6250 et seq.) records in the custody of a public entity generally have to be disclosed unless the information being sought falls into one or more of the exemptions to disclosure set out in Government Code Sections 6254 through The cover letter of the proposal should contain a paragraph that states whether or not CONTRACTOR believes that its proposal does or does not contain information that falls into one of the exemptions of Government Code Sections 6254 through 6255 and whether or not CONTRACTOR considers such information to be confidential. 9.2 In the absence of a declaration, City may be obligated to disclose proposal to any party that requests it. Regardless of assertions of confidentiality, proposal contents may still be disclosed if City, or a court with jurisdiction, determines that such proposal is a public record requiring disclosure PROPOSAL SCHEDULE 10.1 The solicitation receipt and evaluation of proposals and the selection of the CONTRACTOR will conform to the following schedule (Note: Dates are subject to change): Distribution of Project Information Wednesday, January 7, Last Day to Submit Questions Wednesday, January 21, 4:00 PM. Notification to City ( ) of intention to propose Thursday, January 22, 2015 at 4:00 PM. 18

20 Addendum (if necessary) and release of answers to submitted questions to all potential bidders Monday, January 26, Submittal of Responses Deadline Thursday, January 29, 4:00 PM. Approval of Agreement March 10, PROPOSAL SELECTION PROCESS 11.1 Award will be based on best value not lowest responsible respondent. Proposals will be considered only in their entirety. The City reserves the right to reject any or all proposals without qualifications, to select a Contractor based on proposals received without interview, and to negotiate specific requirements and costs using the selected proposal as a basis. City reserves the right to discuss and negotiate scope, costs, and schedule as needed. At any time prior to the City of Vista executing a Contract with the selected CONTRACTOR, if that CONTRACTOR cannot meet any of the RFP conditions, the City of Vista has the option of selecting another CONTRACTOR. Contracts will be awarded in accordance with the Vista Municipal Code PROPOSAL EVALUATION CRITERIA 12.1 Selection of the CONTRACTOR will be based on best value, not on lowest responsible respondent. Proposals shall be evaluated and ranked based on best value as determined by the following significant factors and relative weights of importance: 1. 25% - Responsiveness: the City will consider all the material submitted by each CONTRACTOR and other relevant material it may otherwise obtain to determine whether the CONTRACTOR is capable of, and has a history of, timely response for routine and after hour call outs. The firm must be able to respond to emergency call outs 24 hours a day, seven (7) days a week within 3 hours to site location % - Experience, Qualifications, & Safety Record: The City will review each firm s experience and qualifications related to cleaning and CCTV of sanitary sewer pipes in the public/private sector. Contractor must list number of staff and equipment able to be dedicated to this contract. Include with this list and organizational chart, the number of staff with NASSCO PACP certification and years of experience, as well as the specific make and type of trucks and equipment dedicated to this contract. The City will review each firm s safety record for the last 5 years. Provide the firm s Company Safety Policy and safety record for review. The City will also review total number of hours worked, number of fatalities, number of OSHA recordable illness/injury cases, number of lost work day cases and number of lost work days. The company with the least amount of safety incidents will receive the greatest points. 19

21 3. 20% - Equipment Fitness & Specifications: Contractor shall provide a detail list of all equipment types and capabilities that may be used during the course of the contract % - References & Quality of Paperwork: Please provide at least three (3) recommendations from private and/or public sector companies from the last five (5) years with special detail to customer service, paperwork, billing in timely manner, job quality and performance 5. 15% - Price: Contactor is to complete the attached Bid sheet and include with their proposal in a separate envelope. Please note costs quoted will include all related costs due to reverse setups and debris removal. Evaluation criteria are subject to change CONTRACT TERMS AND CONDITIONS 13.1 Issuance of this Project Information does not commit City to award a contract, or to pay any costs incurred in the preparation of a response to this request. City retains the right to reject any or all submittals. Selection is dependent upon the negotiation of a mutually acceptable contract with the successful CONTRACTOR. No modifications to the standard contract language will be granted Each submittal shall be valid for not less than one hundred and twenty (120) days from the date of receipt All insurance shall be provided at the sole cost and expense of the firm selected, unless the requirement is modified or waived by the City. City reserves the right to modify the insurance limits or to substitute project insurance during contract negotiations. The City of Vista looks forward to receiving a proposal from your company. If you have any questions regarding this information, please contact: Steve Jepsen, Sewer Program Manager sjepsen@cityofvista.com Phone: Appendices: Appendix A: Sample Agreement Appendix B: Bid Sheet 20

22 APPENDIX A

23 DRAFT JOB ORDER CONTRACT FOR {SERVICES} THIS CONTRACT is entered into by and between the Parties as of {date} ( Contract Date ). 1.0 THE PARTIES: The City : CITY OF VISTA, a chartered municipal corporation 200 Civic Center Drive Vista, CA Contact: [name] The Contractor {NAME}{, status} [Address] [Address] Contact: [name] 2.0 THE WORK 2.1 City is authorized under Chapter 3.08 the Vista Municipal Code to enter into a job order contract with Contractor. 2.2 The Required License for the services is [type]. 2.3 Contractor, a contractor holding the Required License, desires to enter into this Contract with the City for the Work ( Contract ). 2.4 The Services to be performed by Contractor is set forth in the City s Request for Proposals ( Exhibit A ). 2.5 The Contract Ceiling Price is $xx,xxx [per year]. 3.0 CONTRACT TERM 3.1 This Contract shall take effect as of the Contract Date. 3.2 This Contract shall be in effect for [xx] calendar months ( Term ) and shall terminate on the last calendar day of the last month of the Term. The Term may be extended at the City s option for an additional [xx] months for a maximum Term of [xx] from the Contract Date. 3.3 Either party may terminate this Contract by tendering written notice to the other party 30 days before the effective date of termination. In such event, or upon request of the City, Contractor shall assemble all City documents in the Contractor's possession, put them in order for proper filing and closing, and deliver the documents to City. In the event of termination, Contractor shall be paid for work performed to the termination date. The City shall make the final determination as to the portion of tasks completed and the compensation to be paid v. 2 1 of 10

24 4.0 EXECUTION OF ADDITIONAL DOCUMENTS As a condition precedent to the effectiveness of this Contract, the Contractor shall execute and deliver to City the following checked documents: 1. Non-collusion affidavit. 2. Declaration of Eligibility to Contract. 3. Agreement to Comply with California Labor Law Requirements. 4. Designation of Subcontractors. 5.0 SCOPE Contractor shall perform all Services including, but not limited to, the furnishing of all tools, equipment, materials, supplies and manufactured articles, and for furnishing all transportation, services, including fuel, power and water, essential communications, and the performance of all labor, work or other operations, as may be required from time to time upon the issuance of a Work Order for the fulfillment of each specific project for which a Notice to Proceed is issued under the Contract ( Project ), in strict accordance with the Contractor's price proposal dated [proposal date] ( Exhibit B ). The Services shall be complete, and all work, material and services not expressly called for in the Proposal which may be necessary for complete and proper construction to carry out the Contract in good faith, shall be performed, furnished and installed by the Contractor at no increase in cost to the City. 6.0 COMPENSATION (a) Type. City shall pay Contractor on a time and material rate as set forth in Exhibit A for the Services to be performed. (b) Payment. An invoice for payment shall be submitted in a form satisfactory to the City. At a minimum, the invoice shall include: a description of the work performed and a total amount. (c) Payment for Changes in the Services. Changes in, additions to, or deductions from the Services, including increases or decreases in the quantity of any item or portion of the Services, shall be set forth in a written change order executed by the City and by the Contractor which shall specify: (i) The changes, additions, and deductions to be made. (ii) The increase or decrease in compensation due the Contractor, if any. (iii) Adjustment in the time of completion, if any. (d) Adjustment in the compensation. Adjustments in the compensation due the Contractor shall be determined by mutually agreeable lump-sum. If requested by the City's Representative, the Contractor shall furnish an itemized breakdown of the quantities and prices used in computing proposed lump-sum v. 2 2 of 10

25 (e) Payment of Undisputed Amounts. Payment of the undisputed final Contract amount is contingent upon the Contractor furnishing the City with a release of all claims against the City arising by virtue of the Contract related to that amount. Disputed Contract claims in stated amounts may be specifically excluded by the Contractor from the operation of the release. (f) City's Right to Withhold Certain Amounts. In addition to the amount which the City may retain under the above article on progress payments, the City may withhold a sufficient amount or amounts from any payment otherwise due to the Contractor as in its judgment may be necessary to cover: (i) Payments which may be past due and payable for just claims against the Contractor or any subcontractors for labor or materials furnished in or about the performance of the Services under this Contract. (ii) Estimated or actual costs for correcting defective work not remedied. (iii) Amounts claimed by the City as forfeiture due to delay or other offsets. (iv) Estimated or actual costs for emergency work by City forces, which is a result of the Contractor's neglect or actions. The City may apply such withheld amounts or amounts to the payment of such claims at its discretion. In so doing, the City shall be deemed the agent of the Contractor, and any payments so made by the City shall be considered as a payment made under the Contract by the City to the Contractor, and the City shall not be liable to the Contractor for such payment made in good faith. Such payments may be made without prior judicial determination of the claim or claims. The City will render to the Contractor a proper account of such funds disbursed in behalf of the Contractor. (g) Ceiling. (i) In no event shall City be liable for paying more the Contract Ceiling Price [annually] for Contractor's services rendered under this contract. (ii) If it becomes foreseeable that Contractor will need to perform services such that the cumulative total of costs to the City will exceed the maximum permitted by this Agreement, any such cost overrun will be handled pursuant to the change order procedure in Chapter City and Contractor recognize that the City lacks authority to exceed the cost ceiling without the express authorization of the City Council. If the maximum cost to the City for this Agreement is exceeded unexpectedly, payment shall be made as mutually agreeable and disputes shall be handled pursuant to this Agreement, but work shall cease as soon as is reasonably feasible once the cost ceiling plus allowable change orders, if any, is exceeded. 7.0 CONTRACT DOCUMENTS The Contract comprises the following documents including all additions, deletions, modifications and appendices and all addenda setting forth any modifications or interpretations of any these documents: Exhibit A D, Contractor's Licensing Statement, and the Standard Specifications (defined below) v. 2 3 of 10