8-Scope of Work 26-0157.pdf

SCOPE OF WORK

Stormwater CCTV Services

Annual Requirements Contract for the City of Arlington Public Works Department

1.0 Intent

The intent of this invitation to bid is to establish an annual requirements contract for Closed Circuit Television and Inspection of the City’s storm drain systems.

This contract will include CCTV inspection of existing storm drain lines of various sizes, materials, shapes, and configurations. The most common assets to be inspected are reinforced concrete circular pipe and reinforced concrete box. A project alternate may be awarded for post-inspection services to the City including data processing, risk prioritization, condition score mapping, and/or other recommended inspection metrics to help the City assess its system.

Prospective vendors may submit a proposal for the base bid and/or any alternate. Vendors may propose to subcontract portions of the scope of work but must clearly indicate the firm(s) who will perform each service within their response. The City reserves the right to award a separate contract to multiple prime vendors for the base bid and/or any alternatives, based on the best interests of the City. All references to “Contractor” within this document may include one or more vendors.

The selected Contractor will work directly with the Public Works Department; the scope of work does not include service calls via outside sources (e.g., developers, consultants, or other contractors). The Contractor will report all findings in the performance of services to the City within a reasonable mutually agreed upon time frame.

2.0 Scope of Work

2.1 Objective

To evaluate the existing condition and functionality of Stormwater Infrastructure, identify potential problem areas, and develop recommendations for future maintenance or improvement efforts.

2.2 Area of Work

The City is currently in the process of updating its GIS database for all storm drain systems within the Johnson Creek watershed, which contains approximately 832,000 linear feet of storm drain. This contract will initially focus on Johnson Creek watershed to accomplish an estimated 50,000 linear feet of storm drain to be inspected. This Request for Proposals (RFP) represents Phase 1 of a multi-year contract and will cover. Actual length will be determined upon agreement by the City and the Contractor. Upon successful completion of this phase, additional phases are anticipated, with the ultimate goal of providing coverage to the remainder of the Johnson Creek watershed storm drain network. A map of the storm drain systems within Johnson Creek watershed is attached. The following tasks will be required:

(a) Develop a schedule to complete inspections for areas determined by the City.

(b) Perform field observations to determine whether the mapped assets match actual conditions. Inform City staff of any data gaps identified during field inspections.

Populate the inspection data into the City’s existing network infrastructure to ensure data continuity and integration.

(c) Advanced notice of roadway work will be required to limit traffic obstructions. The Contractor shall at all times conduct the work in such manner as to ensure the least possible obstruction to public traffic and protect the safety of the public. If traffic control devices are required, the Contractor shall submit a Traffic Control Permit and Plan to the Traffic Engineering Division for approval. Any provisions necessary for the work being performed to provide public safety and convenience shall be the direct responsibility of the Contractor and shall be performed at the Contractor’s expense.

(d) The Contractor shall comply with all safety requirements for confined space entry, including providing necessary equipment and training for employees.

2.3 CCTV Inspection Summary

The Contractor shall scope all specified locations, locating and tracing all storm drains, documenting where drains are, notating blockages and giving basic notes for conditions found. While inspecting, denote pipe size and material. Each pipe inspection shall include the upstream and downstream manholes or access points and document all notable observations found. All pipe inspection limits must be identified and approved by the City before commencement of the Contractor service. The Contractor will be expected to follow NASSCO Pipeline Assessment Certification Program (PACP) Protocols version 8 for standards for defect coding, ensure proper calibration of equipment before each inspection and record continuous video footage with timestamps and location data. The Contractor shall conduct the inspections with experienced, qualified personnel. Personnel shall be NASSCO PACP trained and certified field technicians.

The City currently uses ITPipes software for CCTV collection and will require delivery of inspections and videos in a format compatible for integration with this system. All inspections shall be spatially integrated with the GIS data.

The Contractor shall have high-resolution cameras with adjustable lighting for clear visibility, pan-and-tilt functionality to inspect pipe walls and joints thoroughly, be of waterproof and rugged design to withstand hard conditions and laser profiling or sonar for additional structural analysis in submerged pipes. They will also need to have multiple size cameras designed for narrow pipes as needed. Each pipe inspection shall provide a clean shot of the invert of the storm drain system for the entire length, or maximum length reasonable. The Contractor shall stop at each joint and inspect the entire joint.

When an inspection encounters a severe defect (e.g., large void, collapsed pipe) or when other utilities are found to penetrate the pipe, the location of the problem shall be marked on the ground surface with white paint and the person that authorized the work shall be notified. The Contractor shall bring the camera to a complete stop at all suspected defects, noted observations, and connections to allow a thorough investigation and documentation before continuing.

Any inspection length longer than 500 feet shall be documented so that the City can determine if alternate access points are available which meet the City’s current design Criteria. Any lateral connections with difficulties accessing the main line shall be documented.

Cleaning of the storm pipe may be necessary to allow accessibility or to better observe pipe conditions. The Contractor will notify the City when encountering obstructions or debris buildups that limit the ability to perform inspections. The City and Contractor will develop reasonable agreed-upon criteria to determine when the Contractor will be responsible for pipe cleaning. It is not the intent of this contract to provide extensive cleaning services throughout the storm system.

Defect Coding as well as Material, Shape, and Lining Coding, and conventions used during inspections will be PACP certified. The Contractor must ensure that all surveyors conform to the detailed requirements of the reporting procedure concerning feature description and feature definition as well as the computer file format.

The Contractor may be responsible for direct communication with customers in the field where access to private property is necessary. Contractor must attempt to contact customers at each location before entering private property. If contact cannot be made, the Contractor should proceed to leave a door hanger or information sheet, which will be prepared by the Contractor and approved by the City ahead of time. Contractor shall notify the City of the locations of these properties.

3.0 Proposal Instructions

The Contractor will define the capabilities of its organization to support the stormwater infrastructure inspection and delivery of data as outlined within this RFP. This section is designed to showcase the Contractor’s capabilities to meet the specific needs of the City.

For each type of service proposed, the Contractor should provide a general description of the process, including sufficient detail to give an understanding of the service being proposed. The response should follow the outline below.

3.1 CCTV Inspection

(a) Detail equipment to be used in the field, specifying software and tools utilized.

Additionally, specify other peripheral equipment to be used in the capturing of the data, including a description and purpose of each.

(b) Specify processes to obtain high quality video resolution, the minimum requirements for resolution that your company provides, and how different lighting conditions are handled.

(c) Provide standard operating procedures and recommendations for how obstructions within a pipe will be addressed. If cleaning of the pipes is necessary for the continuation of inspection, provide examples of those situations (e.g. types of obstruction or pipe conditions that warrant cleaning), and preferred method of cleaning.

(d) Define processes for accessing pipes with tight spaces or pipes that have bottomed out.

(e) Define processes for documenting and reporting where inspection of pipes is not feasible, such as pipes extending longer than the camera’s cable without another access point, when access through a pipe lateral cannot access the main pipe due to a sharp drop, or other common conditions your company has experienced.

(f) The data collected needs to link to the City’s ArcGIS data for integration. Describe, in detail, data delivery methods that can be integrated with the City’s system using the feature ID as the key.

(g) Provide a list of formats in which the inspection and video data will be delivered.

(h) Provide detail with effective methods of preparing the inspection schedule. This detail will include how notifications will be sequenced per the deployment schedule and delivered within an agreed upon number of business days prior to the anticipated date.

3.2 ALTERNATE A – Structure Scanning and Inspection

The primary focus of this contract is to assess the condition of linear assets (pipes and culverts), but the City may consider additional inspection services in its best interest.

Prospective vendors may submit proposals for inspection services of other storm infrastructure asset types, such as Manholes or Inlets.

(a) Provide a detailed summary of the service to be provided under this alternate.

• Include the scanning and imaging equipment to be used in the field, specifying software and tools utilized. Additionally, specify other peripheral equipment to be used in the capturing of the data, including a description and purpose of each.

(b) Identify the standards or coding systems that will be used, such as NASSCO MACP, and provide any tools for condition assessment.

(c) Describe the expected accuracy of scans and provide methods for georeferencing each structure. Explain how calibration and measurement accuracy will be maintained in the field.

(d) Provide the software platforms and deliverable formats, including any models, point clouds, CAD/GIS files, and annotated photo logs, if applicable. The data collected needs to spatially integrate with the City’s GIS system or ITPipes.

(e) Provide the approach for safe entry or remote access to manholes, inlets, and catch basins. Describe cleaning or debris-removal methods needed for clear inspection and identify how flow will be managed if standing water or active flow is present.

(f) Provide detail with effective methods of preparing the inspection schedule. This detail will include how notifications will be sequenced per the deployment schedule and delivered within an agreed upon number of business days prior to the anticipated date.

(g) The City reserves the right to structure inspection services based on its best interest.

There is no guarantee that any proposed services under this Alternate will be pursued.

(h) Provide a cost proposal for the services proposed under this Alternate, as described in Section 3.6 below.

3.3 ALTERNATE B – Data Processing, condition rating, and prioritization

(a) Provide a scope of work for any supplemental services that can be provided to analyze the PACP scoring and other data captured during the inspections. This may include, but is not limited to, structure condition and repair analysis, artificial intelligence (AI) processing, software implementation, maintenance recommendations, repair identification/cost estimating/prioritization, etc.

(b) Describe additional benefits to the City that would be provided by such services.

(c) The City reserves the right to pursue any additional proposed service based on its best interest. There is no guarantee that any proposed services under this Alternate will be pursued.

(d) Provide a cost proposal for the services proposed under this Alternate, as described in Section 3.6 below.

3.4 Quality Assurance and Project Management (includes timeline and deployment schedule)

(a) Provide a detailed description highlighting how the Contractor’s processes will support maintaining the desired level of quality of the project. Contractor should describe its approach and procedures addressing each aspect of managing quality.

(b) The Contractor will detail their approach to project management and coordination. The proposed solution must include a comprehensive description of the following:

• Contractor’s implementation strategy.

• Assessment plan – complete with all activities and resources required for a successful project.

• Proposed schedule for condition assessment and delivery of data. The schedule shall address procedures throughout the project for tracking and reporting progress. The City reserves the right to negotiate a different schedule from that proposed.

• Project Communications Plan and how Contractor will arrange and monitor communication between the City and document ensuing decisions and resolutions.

3.5 Project Personnel

The Contractor will provide a Staffing Plan that identifies key personnel and summarizes the essential staff resources that would be assigned to this project. Include short resumes or a summary of experience/qualifications for the project lead and key personnel. Indicate the role of each individual, the estimated percent of their overall time this project shall represent, and their primary office location. Personnel performing inspections shall be NASSCO PACP trained and certified field technicians.

The proposal should include a subcontractor company profile and staffing plan for any services to be subcontracted for the scope of work. The City requires the Contractor to coordinate and be responsible for all subcontractors and third-party software that that they utilize. The City shall be advised of any allocation of work to any subcontractors.

3.6 Pricing

The Contractor will provide a detailed breakdown of all costs. Prices shall cover all necessary work. Travel and other direct and indirect costs should also be included. The City acknowledges that the Contractor may be required to make some assumptions about the city’s environment and specific requirements. Any assumptions made by the Contractor regarding this RFP shall be documented in this section. It is the responsibility of the Contractor to verify any information used in estimating these costs.

Clearly state any assumptions that affect pricing (e.g., pipe must be free of standing water, site access provided). List all exclusions or other conditions not included in the provided unit prices.

The proposal must include a clear, itemized pricing schedule so the City can evaluate costs accurately and evaluate proposals on an equal basis. At a minimum, consider the following guidelines:

Base proposal

(a) Price per linear foot (LF) for CCTV inspection of storm drains.

• Unit price should include PACP scoring and delivery of footage and reports.

The City is currently in the process of updating its GIS database for all storm drain systems within the Johnson Creek watershed. The total distribution of storm drain line assets in the watershed are approximated as follows:

• Under 24” in diameter or equivalent size boxes: 131,000 LF

• 24” to 42” in diameter or equivalent size boxes: 298,000 LF

• Above 42” in diameter or equivalent size boxes: 139,000 LF

(b) The quantity of CCTV inspection to be performed under this contract will depend upon contractor’s pricing and the City’s available budget. A map of the storm drain assets within Johnson Creek watershed is attached. The following tasks will be requiredAny flat fees for mobilization and demobilization, including travel, setup, or standby charges.

(c) Pricing for cleaning services.

• Include proposed units for services provided (e.g. price per LF for hydro-sweeping, price per Ton for bulk removal/disposal, price per Each for solid obstruction clearing, etc.)

(d) Pricing for subsidiary services, if not included in the unit cost of another item (e.g. GIS integration, traffic control permitting/implementation, etc.). Identify whether each service would be billed as unit rates, hourly rates, or lump sums.

(e) Identify any costs that may be passed through without markup (e.g., permitting fees, specialized disposal).

(f) Identify any minimum hourly or daily rates to be earned for CCTV inspection crews and specialized equipment, if necessary.

Alternate A Services

(g) Price per Each (EA) for scanning/inspection of inlet or manhole structures.

• Unit price should include MACP scoring and delivery of scan results and reports.

• If necessary, contractor to determine classification per EA unit (e.g. Manholes up to 10’ depth @ $XX/EA, Inlets up to 20’ wide @ $XX/EA, etc.)

(h) Any flat fees for mobilization and demobilization, including travel, setup, or standby charges.

(i) Minimum hourly or daily rates to be earned for personnel and specialized equipment, if necessary.

Alternate B Services

(j) Identify each service offered under this portion of the scope of work. Clearly indicate individual components that are necessary to execute the service.

(k) Clearly indicate the price and units for providing each component of the service (e.g.

monthly fee, annual fee, price per linear foot analyzed, price per asset rating, etc.).

(l) Clearly identify any potential subsidiary or recurring expenses for the City that would be necessary to implement the service (e.g. software fees, licensing fees, future data maintenance).

Alternative Pricing recommendations

Pricing structures should generally follow the considerations outlined in this section. If a prospective vendor believes that an alternative pricing model could provide mutual benefit to the City, the City will consider an alternative method. Such recommendations shall be provided in addition to the requested pricing model. The City reserves the right to determine contract pricing in accordance with its best interest.