To: Boards of Directors, Sonoma County Water Agency, Occidental, Russian River, Sonoma Valley County, South Park County Sanitation Districts
Department or Agency Name(s): Sonoma County Water Agency, Occidental, Russian River, Sonoma Valley, South Park County Sanitation Districts
Staff Name and Phone Number: Kevin Booker / Phone 521-1865
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Development of Sewer Lateral Access Database
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager acting on behalf of Sonoma County Water Agency and the County Sanitation Districts to execute the Second Amended Agreement for Development of Sewer Lateral Access Database with Infrastructure Technologies, LLC, to develop sewer lateral access database. The amended agreement extends the agreement term by 18 months for a new end date of December 31, 2021. There is no change to the Agreement amount.
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Executive Summary:
Sonoma County Water Agency (Sonoma Water) and the Occidental, Russian River, Sonoma Valley, and South Park County Sanitation Districts (County Sanitation Districts) are developing a database to track information related to sewer lateral inspections. The proposed amended agreement for development of this database needs to be extended to allow more time to process changes from staff.
When closed-circuit video inspection occurs by either a contractor or Sonoma Water staff, Sonoma Water wishes to track the information including, but not limited to, name of property owner, property address, date of inspection, inspector, and a copy of the closed-circuit inspection file. In addition, staff would also like to track repairs made as a result of inspection and, if necessary, laterals that were recently installed or rehabilitated.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water operates the County Sanitation Districts under contract with the County Sanitation Districts. In addition, Sonoma Water owns, operates, and manages Airport/Larkfield/ Wikiup Sanitation Zone, Geyserville Sanitation Zone, Penngrove Sanitation Zone, and Sea Ranch Sanitation Zone (Sanitation Zones).
In 2016, the Sonoma Valley County Sanitation District’s (Sonoma Valley District) Board amended the Sanitation Ordinance requiring inspection of any side sewer (building sewer and lateral sewer) that is thirty years old or older and connected to the public sewer system. In addition, in August 2019, the Boards of Sonoma Water, Russian River County Sanitation District, and Occidental County Sanitation District adopted a resolution to provide upon request, inspection of the side sewer.
The Sonoma Valley District is the first to start using this database for its sewer lateral inspection program. Upon inspection of the sewer lateral of homes and businesses within the Sonoma Valley District’s boundary using a closed-circuit video inspection system, Sonoma Valley District will track information related to the inspection including, but not limited to, property owner name, address, the dates of inspection, inspector, and closed-circuit inspection files. In addition, the Sonoma Valley District will track repairs made as a result of inspection and, if necessary, laterals that were recently installed or rehabilitated.
To accomplish this, Sonoma Water and the County Sanitation Districts entered into an agreement with Infrastructure Technologies, LLC (Consultant) for development of the database. The term of the original agreement was July 1, 2017, to December 31, 2019; the first amended agreement extended the term to June 30, 2020. The agreement amount is $100,000 with a payment structure not to exceed $50,000 per year.
The agreement includes Sonoma Water and all County Sanitation Districts. This will allow the database, once completed, to be used at any one of the Sanitation Zones and County Sanitation Districts in the future.
The proposed second amended agreement adds 18 months to the agreement, for a new term end date of December 31, 2021. This extension will allow time for Consultant to incorporate requested changes to the database. Board approval is necessary for the extension because the revised term will exceed the maximum three-year limit on agreements signed by Department Heads.
In addition, the proposed amended agreement includes two options to extend the agreement for a period of one year each by providing written notice to Consultant thirty days in advance of the expiration date of the agreement and of the first extension option.
SELECTION PROCESS
On March 10, 2017, Sonoma Water and the County Sanitation Districts, issued a Request for Proposals to the following six firms:
1. KanaiTek, Inc., Vancouver, Washington
2. Kristie L. Doughty-Oxford, Windsor, California
3. MongoDB, Palo Alto, California
4. NorCal Networks, Inc., Santa Rosa, California
5. Socrata, Inc., Seattle, Washington
6. West County, Inc., Santa Rosa, California
The Request for Proposals was also posted on the Sonoma Water and County of Sonoma Purchasing Department websites.
The nine firms listed below submitted Proposals.
1. BSoft LLC, Olathe, Kansas
2. Infrastructure Technologies, LLC, Albuquerque, New Mexico
3. KanaiTek, Inc., Vancouver, Washington
4. PSD Software, LLC, Marietta, Georgia
5. Quartet Systems, Inc., Pleasanton, California
6. Spatial Wave, Inc., Laguna Hills, California
7. Ten2Eleven Business Solutions, LLC, Sacramento, California
8. Vestra Resources, Inc., Redding, California
9. Websoft Developers, Inc., Davis, California
The following criteria were used to evaluate each firm:
1) Thoroughness of proposal
2) Professional qualifications and demonstrated ability to perform the work
3) Responsiveness to the work requirements
4) Exceptions to standard terms in the sample agreement
Consultant was selected to perform the work because Consultant has done similar work for other local agencies and illustrated a wealth of knowledge regarding sewers laterals and the Pipeline Assessment Certification Program, which is the standard for pipeline defect identification and assessment in North America. In addition, Consultant has developed similar databases for other public agencies.
Prior Board Actions:
None
Fiscal Summary
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Narrative Explanation of Fiscal Impacts:
There is no budgetary impact associated with this item
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Amended Agreement
Related Items “On File” with the Clerk of the Board:
None