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Water & Wastewater Commission Review and Recommendation Health and Environment COA Strategic Direction: April 7, 2021 Commission Meeting Date: Council Meeting Date: Department: Purchasing May 6, 2021 Client: Shay Ralls Roalson Agenda Item Recommend approval to negotiate and execute a multi-term contract with HydroMax USA, or another qualified offeror for Request For Proposals 2200 BYO3010, to perform multi-sensor technology inspections and cleaning, and cleaning of large diameter sewer lines, for up to three years for a total contract amount not to exceed $3,800,000. Amount and Source of Funding Funding in the amount of $527,778 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Water. Funding for the remaining contract terms is contingent upon available funding in future budgets. The Purchasing Office issued a Request for Proposals (RFP) 2200 BYO3010 for these services. The solicitation issued on December 14, 2020 and it closed on January 19, 2021. Of the three offers received, the recommended contractor submitted the best evaluated, responsive offer. A complete solicitation package, including a log of offers received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. N/A April 7, 2021 – To be reviewed by the Water and Wastewater Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: The contract will provide for multi-sensor inspection on large diameter sewer mains in the wastewater collection system and includes provisions for the cleaning of large diameter mains that are identified during this inspection, as necessary. All inspection work shall be performed according to standards set forth by the National Association of Sewer Service Companies. The City’s wastewater collection system contains over 2,950 miles of piping that run throughout the City and conveys wastewater from residences and businesses to wastewater treatment plants. Due to the age and corrosive sewer environment and the use of concrete pipe material, there is a need to perform condition assessment on large diameter interceptors and tunnels. The multi-sensor technology includes Closed Circuit TV, sonar, and laser inspection and coding of defective conditions in the mains for repairs. As part of best management practices, Austin Water will use the inspection data collected to prioritize capital improvement projects and ensure infrastructure stability. An evaluation team with expertise in this area evaluated the offers and scored HydroMax USA as the best to provide these services based on demonstrated company experience and qualifications, program, price, local preference, and service-disabled veteran business enterprise. This is a new contract; quantities were determined based on estimated future needs for Austin Water. If the contract is not secured, maintenance activities for the wastewater collection system will be impacted. A lack of inspection could result in critical problems in the wastewater system remaining undetected. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Length of Term 1 yr. 1 yr. 1 yr. 3 yrs. Contract Authorization $1,266,667 $1,266,667 $1,266,666 $3,800,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Solicitations: 228 notices were sent, including 28 MBE and 3 WBE firms with no M/WBE firms responding.