===== PDF PAGE 32 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: __4, _.__;c_=--" __ Resolution No. 22-R-0041 - Contract Award - RJN Group, Inc. for the 2022-2023 Sanitary Sewer Evaluation Survey (SSES) COMMITTEE AGENDA DATE: August 4, 2022 COUNCIL AGENDA DATE: August 15, 2022Program in the Not-to-Exceed Amount of $232,588.36 STAFF REVIEW: Mehul T. Patel, P.E.,CFM, Director of Public Works SIGNATURE.____ _____ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE ___ _____ _ _ ITEM SUMMARY: Since January 2022, staff has been reviewing the City's Sanitary Sewer Evaluation Survey (SSES) and Repair Program for efficiency. On June 2, 2022, staff had a lengthy discussion with the Infrastructure Committee regarding the SSES and Repair Program. Staff was directed to complete an SSES study in the center and southeast portion of the City. Due to the volume of repairs identified in previous SSES studies, once the study is completed, the focus will shift solely to the repairs until all outstanding items have been addressed. This will be the last evaluation program conducted for the foreseeable future. The City has conducted SSES studies in 2010, 2011, 2013, 2014, 2016, and 2018. The primary purpose of these studies is to find defects in the sanitary sewer collection system. The defects are found via dye testing , smoke testing, sewer televising, and manhole inspections. As part of these studies, accurate location of City infrastructure such as manhole locations is also captured in a Geographic Information System (GIS) database. The 2022-2023 SSES program is a continuation of the previous studies. This survey work will encompass the areas of the City that have not been inspected during the programs from 2010-2018. The remaining area is roughly Harrison Street south to Dayton Avenue and Lyman Avenue east to Route 59. A location map is attached for reference. The study area encompasses roughly 80,000 lineal feet of sanitary sewer and approximately 326 sanitary manholes. The data collected will then be used to finalize a cost effective sanitary sewer repair program for implementation in future years. Due to their knowledge and familiarity with City's sanitary sewer system as well as successfully performing previous SSES studies, after direction from the Infrastructure Committee, City staff approached RJN Group, Inc. (RJN) to request a cost proposal for the 2022-2023 SSES program. RJN submitted the initial proposal in the amount of $246,783.26. After successful negotiations, RJN has submitted a revised not to exceed proposal in the amount of $232,588.36. RJN's scope of work will include manhole mapping and inspections, smoke testing, wet weather investigations, and dye testing of the sanitary collection system tributary to the locations noted above. Please note unlike our previous studies, in an effort to reduce costs, City staff will be performing the sewer televising with City equipment. RJN's scope of work includes analyzing our televised data and properly coding the defects using an artificial intelligence software. The study will begin with manhole inspections in September 2022 and final report is expected by October 2023. In FY2022 Sewer Fund, Sewer Main Repairs (05-34-43-4410), $700,000 has been budgeted for the 2022-2023 SSES program. ===== PDF PAGE 33 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Approve Resolution No. 22-R-0041 authorizing the Mayor to execute a Professional Services Contract with RJN Group, Inc. for an amount not to exceed $232,588.36, for the 2022-2023 Sanitary Sewer Evaluation Survey (SSES) Program. COMMITTEE RECOMMENDATION: ===== PDF PAGE 34 ===== [Extraction: embedded PDF text] RESOLUTION NO. 2022-R-0041 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A PROFESSIONAL SERVICES CONTRACT WITH RJN GROUP, INC. FOR THE 2022-2023 SANITARY SEWER EVALUATION SURVEY PROGRAM BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Professional Services Contract with RJN Group, Inc. for an amount not to exceed $232,588.36, for the 2022-2023 Sanitary Sewer Evaluation Survey (SSES) Program, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of August 2022. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Valeria Perez Deputy Clerk ===== PDF PAGE 35 ===== [Extraction: embedded PDF text] li! ~ 't ~ City of West Chtcag~ t i. ~ i ~ ~ ~ Sanitary Sewer StJ,J~y :i '!'I Ar~~.§, • • %,,, Forsythialn 1164 Oak ln Neither fOl'l15t WestemDr Downs Dr > ... .Donald Av i i BollesAv BarnHAV RJ N Study Areas ~111111111111111111111111~ li! 2010 SSES - AREA : ,,,. 2011 SSES §::11111111112022-2023 SSES STUDY : j 111111 11111111 ..... 2013 SSES Wiison St nl\6 ,,,. 2014 SSES 2016SSES ,,. 2016SSES City of WHt Chk-to. tl Sanitary Structures - Force Main C} City Boundary hhlbhl rjn ~x,1up Study ArH by Y - Gravity Main t;'.;J Lift Station Seivice Areas Dec.mber JOU ...... ===== PDF PAGE 36 ===== [Extraction: embedded PDF text] Engineering Infrastructure for www.rjn.com Tomorrow July 19, 2022 Mr. Mehul T. Patel, P.E. Director of Public Works City of West Chicago 1400 W. Hawthorne Lane West Chicago, Illinois 60185 Subject: PROPOSAL FOR PROFESSIONAL ENGINEERING SERVICES FOR 2022 SEWER EVALUATION SURVEY PROGRAM Dear Mr. Patel: RJN Group, Inc. (RJN) is pleased to submit this proposal to the City of West Chicago (City) for reducing inflow and infiltration (I/I) in the sanitary system as shown in the enclosed project location map. Key Project Goals and Objectives The goal of this program is to complete the remaining Sanitary Sewer Evaluation Survey (SSES) program in the older residential area of the City as identified in the flow monitoring study of the City's sewer system that was performed in 2009. There are four main components of this proposal: • Manhole Surveying and Inspections • Smoked Testing Services • Sanitary Sewer Assessment Study • Dye Testing Services • Engineering Analysis and Reporting A summary of each SSES task is provided below, while the detailed scope of services is provided in Exhibit A. Manhole Surveying and Inspections Each manhole will be located by either survey grade GPS or terrestrial survey equipment with a new manhole number assigned. The task of locating and numbering manholes will be completed and approved by the City prior to starting the remaining tasks. The numbering system established in 2010 will be utilized. Surface inspection of the manholes will be provided to identify frame and lid defects and other structural defects in the manhole. Manhole/pipe sizes, materials, and inverts will also be collected. A remote camera (GoPro) inspection may be completed for the following reasons: 391 Wegner Drive • West Chicago, Illinois 60185 • 630.231. 7060 ===== PDF PAGE 37 ===== [Extraction: embedded PDF text] The manhole is too deep to observe the bench and trough Portions of the manhole are not visible from the topside Significant defects are observed that require further investigations and photographs. It is estimated that 25% of the manholes will require remote camera inspection. Final Deliverable: A summary and detailed list of all manholes inspected, Clarity data access, collected data for GIS mapping updates, and prioritized, comprehensive rehabilitation recommendations for each manhole inspected. Smoke Testing Smoke testing identifies improper connections into the system as well as sewer, manhole and service lateral defects. Smoke is blown into a sewer segment through the manholes. Defects are identified by smoke exiting through the ground or structures. RJN utilizes a 3 or 4-person crew and smoke tests with two smoke blowers, for a maximum linear length of 600 feet of sewer. Sandbags are used where practicable to minimize smoke entering other segments. Final Deliverable: A detailed list of all identified defects, Clarity data access, GIS of data collected, and recommendations for follow-up remediation or inspections. Sanitary Sewer Assessment Study Perform closed-circuit television (CCTV) analysis of approximately 80,250 LF of videos of the cleaned and televised sewer pipes. Use SewerAI auto-coding software to develop a PACP coded database of the CCTV inspection. Quality Control the auto-coding software and develop rehabilitation recommendations for the reviewed CCTV. The CCTV will be completed and provided to RJN by City staff. Final Deliverable: A complete analysis of the televised sewer including quality control of the SewerAI auto-coding, a PACP database, and rehabilitation recommendations. 2022 SSES Program, City of West Chicago I Page 2•• ===== PDF PAGE 38 ===== [Extraction: embedded PDF text] Dye Testing Dye testing is used to confirm direct and indirect storm water connections to the sanitary sewers found during smoke testing. The exact number of locations requiring dye testing is not known until the smoke testing has been completed. The proposal is based on twelve dye testing set ups. Final Deliverable: A detailed list of confirmed cross-connections between the storm and sanitary sewer with recommendations for separation and rehabilitation. Data Analysis and Report Compile all the field findings and summarize work completed into a report for the City. The report will also include recommendations for the rehabilitation of identified defects and estimated costs for rehabilitation. Final Deliverable: An SSES report outlining defects identified, rehabilitation and remediation recommendations for the system to reduce inflow and infiltration with budgetary costs, and recommendations for any additional inspections. Assuring Quality RJN is committed to providing quality deliverables. The data, analysis, and recommendations provided by RJN will be used to make decisions on how much and where to spend City sanitary sewer system funds. RJN's use of electronic forms for data collection with standardized entry and error trapping, the use of QC tools in our in-house data management software, as well as our corporate training and QC processes in place will ensure that results and recommendations will provide value to the City. Price and Schedule Summary This project will be invoiced on a Unit Price and Lump Sum Basis for a total not-to-exceed fee of $232,600. The project is expected to be completed by October 27, 2023. Complete Scope of Services, Pricing, Schedules, and Maps are provided in the following exhibits: • Exhibit A - Scope of Services • Exhibit B - Pricing • Exhibit C - Schedule • Exhibit D - Project Map 2022 SSES Program, City of West Chicago I Page 3•• ===== PDF PAGE 39 ===== [Extraction: embedded PDF text] We are looking forward to the opportunity to work with the City of West Chicago on this important project. Please feel free to contact either of us at (630) 682-4700 if you would like to discuss this proposal or have any questions. Sincerely, ~- Michael N. Young, P.E. Akwasi Nketia, P.E. Senior Vice President Principal Project Manager 2022 SSES Program, City of West Chicago I Page 4•• ===== PDF PAGE 40 ===== [Extraction: embedded PDF text] EXHIBIT A'!fl!lt - SCOPE OF SERVICES RJN is proposing the following scope of services to conduct the 2022 SSES Program for the City of West Chicago. 1. Manhole Surveying and Numbering a. Complete survey grade (sub-centimeter x, y, and z coordinates) locates of the rim for each accessible manhole in the project area. b. Notify the City of manholes that were not found. Complete survey for manholes located/unburied. c. Utilize the collected location data to update the City GIS map of the manholes in the project area. d. Assign manhole numbers to each manhole located or identified but unable to locate. e. Submit a GIS map showing each manhole located with its newly assigned manhole number. The manhole numbers will be utilized for the field logs and reports developed as part of the remaining tasks described below. 2. Manhole Inspections a. Utilize electronic data collection equipment for the manhole inspections. b. Complete surface manhole inspections for approximately 326 manholes (contingent on accessibility). Identify and document manhole defects. Take at least one manhole "area" picture, one picture of the frame and cover, and at least one "top down" picture at each manhole. c. Obtain the invert elevations for each manhole. Where different, obtain invert elevation at each connecting sewer pipe. d. Collect the following attribute data when it can be determined from the surface: i. Manhole diameter ii. Manhole construction material iii. Connecting sewer diameter(s) iv. Connecting sewer material(s) e. If a manhole is greater than 12 feet deep, part of the manhole is not visible, or I/I is visible near the manhole bench, a remote camera inspection may be completed to supplement the data collected. It is estimated that 25% of the manholes may be in this category. f. Post data, including photos, to Clarity and provide access to City Staff 3. Smoke Testing a. Prepare a draft resident smoke testing notification letter for the City to send to the affected residents and business owners. These letters will include RJN contact information if necessary, during smoke testing. These letters will be in English on one side and in Spanish on the other side. 2022 SSES Program, City of West Chicago I Page 5•• ===== PDF PAGE 41 ===== [Extraction: embedded PDF text] b. Prepare smoke testing door hangers that RJN staff will hang at each address less than one week prior to smoke testing. These door hangers will also include RJN contact information. These door hangers will be in English on one side and in Spanish on the other side. c. Notify the local fire and police department of planned smoke testing activities, including daily updates. Answer resident/owner field and phone questions. d. Provide equipment and smoke canisters necessary for smoke testing. e. During smoke testing, erect smoke testing signs near the testing area. f. Utilize electronic data collection equipment for smoke testing. g. Smoke test approximately 80,250 linear feet of sanitary sewers. GPS locate (mapping grade) each identified defect and take at least one digital picture of each defect. h. Post data on Clarity and provide access to City Staff. 4. Sanitary Sewer Assessment study a. About 80,250 LF of CCTV videos from the City shall be uploaded in SewerAI via the Pioneer software. Once completed, RJN will run the Auto-coding tool from SewerAI and create a PACP-coded database. 5. CCTV Review a. Provide equipment and personnel as necessary for review of televising video. b. Review sewer televising videos using PACP-certified personnel and PACP coding standards. i. Provide data analysis as follows: 1. Review observations and edit as necessary. 2. Determine an appropriate rehabilitation method, including: a. Point repairs b. Grouting c. Lining d. Other rehabilitation as needed 3. Develop estimate of associated cost for each defect or segment ii. Provide recommendations to City for review. 1. Recommendations will be phased to accommodate City budget, maximize efficiency of work, and minimize disruption to the public. c. Provide the following information for the summary report: i. Summary of work completed. ii. List of sewers to be rehabilitated, prioritized by severity of defects. iii. Recommendations for follow-up SSES work. 6. Dye Testing a. Based on the results of the smoke testing, provide a list of proposed dye testing locations with reason for testing. b. Provide dye testing equipment. i. Water for flooding the storm sewers is not included in this scope. 2022 SSES Program, City of West Chicago I Page 6•• ===== PDF PAGE 42 ===== [Extraction: embedded PDF text] c. Set up and complete dye testing. d. Provide subcontractor for televising during dye testing. Note: The number of dye set-ups required is dependent on smoke identified defects requiring follow up. This will not be known until after smoke testing has been completed and the dye testing list developed. The associated fee is an estimate based on twelve dye testing setups. 7. Data Analysis and Report a. Data Analysis i. Compile field data and develop complete list of defects ii. Assign an estimated flow to each defect and an estimated cost for rehabilitation b. Report i. Summary of work completed & GIS map of identified defects ii. List of defects prioritized by cost effectiveness for rehabilitation iii. Recommendations for rehabilitation, including potential procurement methods and recommended type of rehabilitation. c. Submittals i. Submit a pdf of an initial draft report for review. ii. Address City comments and submit up to 3 color copies of final report. iii. Provide one digital copy of final report files, data, video, and photos. 8. Project Management and Meetings a. Provide project management for the duration of the program. b. Attend up to two meetings throughout the duration of this project. Items Requested from the City 1. Access to manholes and sewers for inspections. 2. Provide traffic control assistance as necessary in high-traffic locations. 3. Mailing of notifications as outlined in smoke testing scope of services. 4. Provide CCTV data for SewerAI auto coding. 5. Opening of hydrants and access to water for dye testing. 2022 SSES Program, City of West Chicago I Page 7•• ===== PDF PAGE 43 ===== [Extraction: embedded PDF text] EXHIBIT B'lftlt PRICINGllilll Pricing for the 2022 SSES Program is shown below. Pricing Terms for Invoicing: Unit Price and Lump Sum Not-To-Exceed Total Cost: $232,600 r._sk Task Descrl~tlons Quantity Unit Unlt·£ost Tol~ I C:ost 1001 Manhole Surveying 326 EA $41.00 $13,366.00 1002 Manhole Inspections 326 EA $106.00 $34,556.00 1003 Smoke Testing 80258 LF $0.93 $74,639.94 1004 Sewer Al Coding 80258 LF $0.32 $25,682.56 1005 CCTV Review 80258 LF $0.17 $13,643.86 1006 Dye Testing 12 Setup $2,750.00 $33,000.00 1007 Data Analysis and Report 1 LS $26,400.00 $26,400.00 1008 Project Management/Meetings 1 LS $11,300.00 $11,300.00 T0TAL ~2321588 . 36 2022 SSES Program, City of West Chicago I Page 8•• ===== PDF PAGE 44 ===== [Extraction: embedded PDF text] EXHIBIT Ctft't - PROPOSED SCHEDULE RJN is prepared to start work immediately upon receiving a signed contract with the City. 1. Manhole Surveying To be completed by end of December 2022. 2. Manhole Inspections Performable at any time. Will complete by March 1, 2023. Requires dry conditions. Weather permitting, will start in 2022 3. Smoke Testing and complete by end of July 2023. Determine after completion of smoke testing. To be completed by 4. Dyed Water Flooding September 2023. Data access available immediately following completion of each 5. Report and Data Access field service. Draft report will be submitted by October 2023 2022 SSES Program, City of West Chicago I Page 9•• ===== PDF PAGE 45 ===== [Extraction: embedded PDF text] EXHIBIT D'!ftt - PROJECT MAP .ooo I "....____.....___;~.__., _____..______.' I • MM!uk e Oll1•~r,!!i lr l.k'l!.#W - fah*M•)1 - .. _.. c::::::::J lllll :S$£S. ..... dty .vf Wllllll Dlb,p. .. rjngrou p • llft'!.a.lk!n --f'- '6~~n --- Prl--~t ~ S.....,f111i.n.,,.1;Uun ......... ,r........... ......... ---- - - - ------- 2022 SSES Program, City of West Chicago I Page 10••