Agenda Item Wording:
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Authorize the City Manager to award a sole-source equipment procurement contract with Brentwood Industries Inc. in an amount of $177,107.82 for equipment and material related to Primary Clarifier one renovations at the City of Visalia Water Reclamation Facility.
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Deadline for Action: 9/27/2021. This is the date the quotes expire. Action taken before that date guarantees pricing for purchase.
Submitting Department: Public Works
Contact Name and Phone Number:
Brad Crim, Wastewater Rec. Facility Superintendent, brad.crim@visalia.city, 713-4176
Nick Mascia, Public Works Director, nick.mascia@visalia.city, 713-4323
Department Recommendation:
Staff recommends that City Council authorize the City Manager to award a sole-source contract to Brentwood Industries for a total amount of $177,107.82 for equipment purchase.
Background Discussion:
Clarifier History
Before the Water Reclamation Facility (plant) expansion in 2016, the clarifiers were being updated and replacement was not part of the expansion. The expansion focused on processes after the primary clarifiers. It brought the plant from a traditional activated sludge system to a more advanced membrane system which provided higher quality processing and better effluent water. The headworks and primary clarifiers were outside of the scope of work for the expansion. The clarifier updates replaced the motors, sprockets, chains, and flights in each tank. Performing routine maintenance such as greasing motors and replacing wear rings on the sprockets, for example, is more efficient when every tank has the same parts. This is the last of 5 clarifiers to be updated in this way. Each update used the same means, methods, and equipment. Doing these updates in this manner guarantees the same standards are implemented for each clarifier and reduces space needed for spare equipment or materials housed on site since one spare piece can be used in any tank.
Sole-Source Justification
Staff recommends that the equipment be sole-sourced to Brentwood Industries, since they have been the supplier for the previous clarifier renovations and are the sole manufacturer of the equpiment. This will keep the quality of material consistent with the other clarifier renovations as well as reduce the space consumed by spare assets for each tank. Staff anticipates returning to City Council with a contract for the installation in early 2022. The attached quote shows the itemization of the quote including extras that are not being accepted. The purchase requisition is attached to show total cost to the project including local sales tax. However, the City will be receiving an upgraded coating on the flight chains for hydrogen sulfide resistance. This will increase the lifetime of the material drastically as hydrogen sulfide is very common in wastewater and incredibly corrosive.
Future Scope and Contracts
As with the previous clarifier replacements, the project has many steps and management components. Acquiring parts is the first step in the completion of the renovation. This will give the City a timeline for project completion and work schedule as the lead time for the material can vary.
Staff has selected DC Frost Associates to perform project/construction management using a sole source procurement method. They have institutional knowledge of our procedures and plant as they managed the installation of the previous 4 clarifiers. They will represent the City during installation of equipment to ensure correctness with regards to specifications and performance.
City staff will strip the old equipment out of the clarifier when appropriate to cause the least amount of process upset as well as keep the tanks down time minimal. Concrete work will be the next component to the project. This step will be bid to procure a contractor that will make any repairs to the concrete and coating as necessary. This scope of work is very specialized and Staff will need to secure a contractor that is specialized in this area of work at the WRP. This has traditionally been done separate from the equipment procurement and installation and will be overseen but City staff and not DC Frost. The specifications for the work are much less constraining than those for the equipment installation and thusly can be managed by City staff within the context of daily operations and maintenance.
The final component will be installation of equipment by a final contract. A contractor will be installing the equipment. The installation of the equipment will also be bid separately. This contractor will be administered by DC Frost Associates with overview by City Staff.
City staff will return to Council with additional staff reports as appropriate for both concrete and installation contracts.
Fiscal Impact:
Contract to be awarded to Brentwood Industries in the amount of $177,107.82 will be funded by CP0455 Primary Clarifier Concrete Rehab, Fund 431 Wastewater Treatment Plant. Budget summary provided below.
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Budget Summary: |
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Total Project Budget: CP0455 Primary Clarifier Concrete Rehab (Fund 431 WWTP) |
$475,000 |
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Estimated Costs: |
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Brentwood Industries (equipment purchase) |
$177,107.82 |
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DC Frost Associates Inc (project management) |
$20,000 |
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Concrete work (future action) |
$100,000 |
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Equipment installation (future action) |
$127,892.18 |
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Destruction Staff Time |
$5,400 |
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Management Staff Time(100hr total) |
$11,000 |
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Contingency (7.0%) |
$33,600 |
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Total Estimated Costs: |
$475,000.00 |
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Estimated Remaining Budget: |
$0 |
Any funds remaining after project completion will be returned to the Wastewater Treatment Plant Fund 431.
Alternatives:
The project could be bid. However, this would result in time and materials being spent on repairing outdated and obsolete equipment that currently exists. It also does not guarantee that the materials would be the same as existing. Or puts a large mark-up on buying materials through another vendor instead of directly from the supplier.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to approve sole source contract for Brentwood Industries, Inc for equipment procurement in an amount of $177,107.82.
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Environmental Assessment Status:
N/A
CEQA Review:
N/A
Attachments:
Quote from Brentwood for equipment and Purchase Req.