CITY COUNCIL AGENDA ITEM
Memo Date: November 14, 2024
Agenda Date: December 10, 2024
Prepared By: Melinda M. Keesee, Field Operations Technician
Through: Donnie Howard, Field Operations Manager
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
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To Approve a Resolution Amending the FY2025 Budget, BAF No. 25-009-IFT; Approve the Vortex Proposal for Manhole Rehabilitation Services Utilizing the HGAC (Houston-Galveston Area Council) National Cooperative Purchasing Contract No. TP07-18 Effective July 1, 2018 through June 29, 2021, Renewed Through June 30, 2025
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BACKGROUND:
In FY19, the City of Cocoa Utilities Department, Carollo Engineers, and RedZone Robotics, Inc. (RedZone) completed a comprehensive sanitary sewer manhole assessment program that included a comprehensive evaluation of the condition of manholes and development of a capital improvement program for manhole rehabilitation and replacement. During this process, CCTV data of the City’s sanitary sewer manholes (approximately 1,900 manholes) was captured and thoroughly reviewed utilizing the nationally recognized standard Manhole Assessment and Certification Program (MACP) coding process created by the National Association of Sewer Service Companies (NASSCO). Carollo Engineers, Inc. subsequently provided a comprehensive review of the manhole conditions based on RedZone’s CCTV data. As part of this analysis, a comprehensive plan was developed to address the manholes that are in need of repair and rehabilitation on an annual basis.
Rehabilitation of the critical manholes was recommended based on the severity of defects, potential for defect progression, consequence of failure, and geographical location. Coating the inside of the manhole structure to provide complete structural repair and reduced infiltration was recommended. The sewer treatment plant will then no longer incur the cost of treating ground water from these leaking manholes, while also extending the manhole’s useful life. In addition to the manhole coating, severely corroded manhole frame and covers will be replaced providing additional structural integrity for the manhole and ensuring the safety of nearby drivers and pedestrians.
To maintain the integrity of the sanitary sewer system with minimum construction disturbances, existing manholes are to be rehabilitated with a Geopolymer coating. The Geopolymer coating application process takes approximately four (4) hours to complete with no impact on the sanitary sewer system operations. The replacement of the manhole ring and cover will also have no impact on the sanitary sewer system operations.
On February 14, 2023, City Council approved participation in a multi-year cooperative purchase agreement with VacVision Environmental LLC (A Vortex Company) for manhole rehabilitation services utilizing the HGACBuy (Houston-Galveston Area Council) National Cooperative Purchasing Contract 018-00382 Effective July 1, 2018 through June 30, 2021, renewed through June 30, 2023. City Council authorized the City Manager to execute any annual renewal amendments under the original contract. The City Manager executed the second amendment renewal on July 2, 2024, which will expire on June 30, 2025.
The estimated annual budget for sewer manhole rehabilitation and repair is $250,000 and the FY25 required repairs total $276,260; therefore, a budget transfer is required to move available funds totaling $26,260 from the Sewer Field Operations Repairs and Maintenance operating budget to fully fund this project.
At this time, staff is requesting the approval of the Vortex proposal utilizing the previously approved HGAC contract with VacVision Environmental LLC (A Vortex Company) to perform Sewer Manhole Rehabilitation, and to authorize a budgeted expenditure for these services not to exceed $276,260.00 in FY2025. The prices listed within the contract are “not to exceed” prices as outlined in the HGACBuy Terms and Conditions (Section A, Paragraph 23).
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted Yes, but Insufficient
If not budgeted, is amendment/transfer attached? Yes, BAF No. 25-009-IFT
Source of Funds Budgeted:
Amount Requested $250,000.00
Account Number 424-4125-536.63-00, WS19MH
Account Name Infrastructure
Amount ($26,260.00)
Account Number 421-4125-536.46-00
Account Name Repairs and Maintenance
Amount $26,260.00
Account Number 421-4010-581.91-24
Account Name Interfund Transfer
Amount $26,260.00
Account Number 424-0000-381.91-21
Account Name Interfund Transfer
Amount $26,260.00
Account Number 424-4125-536.63-00, WS19MH
Account Name Infrastructure
Total Budget for Project WS19MH:
Amount $276,260.00
Account Number 424-4125-536.63-00, WS19MH
Account Name Infrastructure
PREVIOUS ACTION:
On December 13, 2011, City Council approved an interlocal agreement with the Houston-Galveston Area Council (H-GAC) for cooperative purchasing.
On June 26, 2019, City Council approved the participation in a cooperative purchase agreement with VacVision Environmental LLC (A Vortex Company) for Manhole Rehabilitation Services utilizing the Gainesville Regional Utilities Contract No. 2014-032, Amendment 4, Effective October 27, 2017 through October 27, 2019, in the amount of $135,745.27.
On March 25, 2020, City Council approved participation in a cooperative purchase agreement with VacVision Environmental LLC (A Vortex Company) for manhole rehabilitation services utilizing the HGACBuy (Houston-Galveston Area Council) National Cooperative Purchasing Contract TP07-18 Effective July 1, 2018 through June 30, 2021 in the amount of $362,753.
On February 23, 2021, City Council approved participation in a cooperative purchase agreement with VacVision Environmental LLC (A Vortex Company) for manhole rehabilitation services utilizing the HGACBuy (Houston-Galveston Area Council) National Cooperative Purchasing Contract 018-00382 Effective July 1, 2018 through June 30, 2021 in the amount of $162,765.
On April 26, 2022, City Council approved participation in a cooperative purchase agreement with VacVision Environmental LLC (A Vortex Company) for manhole rehabilitation services utilizing the HGACBuy (Houston-Galveston Area Council) National Cooperative Purchasing Contract 018-00382 Effective July 1, 2018 through June 30, 2021, Renewed through June 30, 2022 in the amount of $219,137.50.
On February 14, 2023, City Council approved participation in a cooperative purchase agreement with VacVision Environmental LLC (A Vortex Company) for manhole rehabilitation services utilizing the HGACBuy (Houston-Galveston Area Council) National Cooperative Purchasing Contract 018-00382 Effective July 1, 2018 through June 30, 2021, Renewed through June 30, 2023 in the amount of $248,888.50.
On November 14, 2023, City Council approved the Vortex proposal for manhole rehabilitation services utilizing the HGACBuy (Houston-Galveston Area Council) National Cooperative Purchasing Contract 018-00382 Effective July 1, 2018 through June 30, 2021, Renewed through June 30, 2024.
RECOMMENDED MOTION:
Recommendation
To Approve a Resolution Amending the FY2025 Budget, BAF No. 25-009-IFT; Approve the Vortex Proposal for Manhole Rehabilitation Services Utilizing the HGAC (Houston-Galveston Area Council) National Cooperative Purchasing Contract No. TP07-18 Effective July 1, 2018 through June 29, 2021, Renewed Through June 30, 2025.