R2008-50 AUTHORIZING AGREEMENT TELE SCAN, INC.

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a Engineering & Infrastructure Memorandum NO. 2008-24 DATE: March 26,2008 TO: Honorable M yor Osborne and City Council FROM: Steve Garm City Manager �� j�� Richard G. arley, P.E., Director of Engi eering & Infrastructure,� Matthew C. ewell, P.E., City Engine SUBJECT: Annual Sewer Televising Program, City Project 08-19 SUMMARY RECOMMENDATION: It is recommended by staff that the City Council approve the attached resolution approving an agreement with Tele Scan, Inc., for pipeline inspection services to be used in the Annual Sewer Inspection Program, City Project 08-19. The resolution authorizes the Mayor to execute an agreement with Tele Scan, Inc., and for the expenditure of up to $400,000 under this agreement for pipeline televising, manhole inspections, and other inspection and investigative work necessary in the maintenance of the City's sanitary sewer system. BACKGROUND: In March 2006, the City's Engineering Division issued a Request for Proposal (RFP)to obtain proposals from interested firms to provide pipeline inspection services for up to three fiscal years beginning with Fiscal Year 2007. Proposals were sent to five firms who perform televising and inspection services within Illinois. Tele Scan, Inc. of Mt. Zion, Illinois was the only firm to submit a proposal. The submitted proposal was reviewed on the range of services provided, the quality of inspections, the firm's ability to respond rapidly to emergency inspection requests,proximity of the firm to Decatur and the general cost for services. Tele Scan is a local firm that has fully demonstrated its ability to provide high quality sewer inspection services to the City of Decatur at a reasonable cost. The agreement approved by the City Council in 2006 included an option for the City to renew the agreement through FY2009 (the upcoming fiscal year) with no increase to the various inspection and service fees. The renewal is based on satisfactory performance during the previous contract period. Pipeline inspection services have proven invaluable in locating problems and answering questions that arise in the normal maintenance of the City's sewers along with ongoing condition assessment. The agreement includes set unit prices for: • Sewer Line Inspections: This work is performed through the insertion of a camera that is driven or pulled through sewer lines in order to determine the condition of the line. This information assists staff in preparing improvement projects or identifying maintenance needs. • Emergency Inspections: Emergency inspections are generally used to investigate critical sewer problems such as sinkholes, blocked sewer services or mains, maintenance problems and some residential complaints. The ability to get a camera into a line that is experiencing a failure of some type provides staff with a large amount of information to be used in determining a proper course of action. �