R2015-141 AUTHORIZING CHANGE ORDER #1 Telescan, Inc.

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12/18/2015 Co�ersheet Public Works DATE: 12/14/2015 MEMO: 2015-50 TO: Honorable Mayor Moore Wolfe and City Council Members FROM: Tim Gleason, City Manager Richard G. Marley, P.E., Public Works Director SUBJECT: Change Order#1 to the Professional Services Agreement for Manhole Inspection Services with Tele Scan, Inc. City Project 2014-16 SUMMARY RECOMMENDATION: It is recommended that the City Council approve the attached resolution authorizing the Mayor to execute, and the City Clerk to attest, Change Order#1 to the Professional Services Agreement between the City of Decatur and Tele Scan, Inc. for Manhole Inspection Services, City Project 2014-16 to extend the completion date from December 31, 2015 to July 1, 2016. BACKGROUND: Sanitary Sewer Priorities Under the direction of the City Council, the Public Works Department has established four priorities to improve the City's sanitary sewer collection system as defined in the Sanitary Sewer Master Plan. 1. Critical Large Diameter Sewer Rehabilitation. 2. Sanitary Sewer Overflows Due to Inflow and Infiltration. 3. System Operation and Maintenance. 4. Small Diameter Sewer Rehabilitation. The Manhole Inspection Project addresses priorities 2 and 3 as identified by the City Council. Manhole Inspection Project The City of Decatur maintains over 8,000 sanitary manholes. In older areas of the City, many of the manholes are 80 to 100 years old. Manholes that have reached the end of their useful service life and need rehabilitation can often be repaired by lining techniques that are much less costly than removal and replacement of the entire manhole. On July 31, 2014, the Public Works Department accepted proposals to provide manhole inspection services for the City through 2015. Nine firms obtained the Request for Proposals and one firm, Tele Scan, Inc. of Decatur, Illinois, submitted a written proposal. The proposal set unit prices for the manhole inspections which were included in the Agreement for Professional Services. To date, Tele Scan has inspected over 5,700 manholes and has just over 2,300 remaining of the 8,032 manholes in the City's sanitary sewer system. Change Order#1 When the manhole inspection project was initiated in 2014, it was determined that all inspections needed to be entered directly into the City's Global Information System(GIS)to quickly become part of the overall City sewer utility map without a lot of other processing. in order to proceed in the most efficient manner possble, City staff, and Tele Scan staff, worked with the GIS deparhnent of Eastern Illinois University to prepare a computer program that would add the inspection data directly onto the City's maps. The preparation of this data entry program delayed the start of the manhole inspections until early in 2015 which cost about 6 months in time. Change Order#1 authorizes an additional6 months to complete the contract making the fmal contract completion date to be July 1, 2016. No additional funding is requested. US EPA Consent Order Recent approval of the Consent Order with the US EPA regarding the sanitary sewer system and the associated contract with AECOM to perform a condition assessment have accelerated the need to gather all the information possible on the system elements. Manholes are a link between the surface and the underground sanitary sewer system and are often viewed as the "low hanging fruit" for work to remove storm water from the system since storm water can directly enter the sewers from the manhole. Knowing https://decatur.nowsag enda.corrdag endapubl i c/Co�erSheet.asp�C?ItemID=373&M eeti ng I D=25 ��2