HomeMy WebLinkAboutItem 11i -Purchase of Traffic Rated Vault LidPurchase Order for Vault Lid
September 4, 2018
Page 1 of 3
DATE: September 4, 2018
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Tiffany Lee, P.E., Associate Civil Engineer
SUBJECT: PURCHASE ORDER WITH EISEL ENTERPRISES, INC. FOR THE
PURCHASE OF A TRAFFIC RATED VAULT LID FOR THE PRESSURE
REGULATING AND REDUCING VALVE ON HUNTINGTON DRIVE IN
THE AMOUNT OF $30,374.73
Recommendation: Approve
SUMMARY
The Fiscal Year 2017-18 Capital Improvement Project budget provides for the
rehabilitation of the pressure regulating and reducing station located on the south side
of Huntington Drive east of Baldwin Avenue. In an effort to keep costs to a minimum,
the vault lid will be purchased separately by the City and supplied to the contractor for
installation under a separate contract. To ensure the City is receiving the most
competitive price for the vault lid, a formal bid process was conducted.
It is recommended that the City Council approve a purchase order with Eisel
Enterprises, Inc. for the purchase of a traffic rated vault lid for the pressure regulating
and reducing valve on Huntington Drive in the amount of $30,374.73.
DISCUSSION
The Public Works Services Department (“PWSD”) is responsible for the daily operation
and maintenance of the City’s water distribution system that includes seven pressure
regulating and reducing stations. The pressure regulating and reducing station located
on the south side of Huntington Drive east of Baldwin Avenue was installed in 1998 and
provides water under certain system conditions from one pressure zone to another
pressure zone. Specifically, the Huntington Drive pressure regulating and reducing
station provides water from a higher-pressure zone (Zone 2) to a lower- pressure zone
(Zone 3) in an emergency or when water pressure in Zone 3 drops to an undesired
level. A copy of the Project Location Map is attached as Exhibit “A”.
Purchase Order for Vault Lid
September 4, 2018
Page 2 of 3
Regular inspections and maintenance of the Huntington Drive pressure regulating and
reducing station revealed maintenance and safety concerns that include the existing
vault lid. It is necessary to replace the existing vault lid with a traffic rated vault lid to
ensure that a vehicle or bus doesn’t crash through the vault lid and to safely allow
maintenance crews access into the vault. The new vault lid weighs approximately 1,500
pounds and will need to be custom made with four aluminum spring assisted doors. In
an effort to keep project costs to a minimum, the vault lid will be procured by the City
and supplied to the contractor to be installed at a later date under a separate contract.
By purchasing the item separately, the City also avoids markup costs from the
contractor for the time and overhead related to acquiring the lid.
A Notice Inviting Bids was published in the City’s adjudicated newspaper, and bid
packages were provided to known local vendors. On August 21, 2018, the City Clerk
received one bid with the following result:
Bidder Location Bid
Eisel Enterprises, Inc. Placentia, CA $30,374.73
Jensen Precast Fontana, CA No Bid
Old Castle Precast Fontana, CA No Bid
The business of manufacturing vault lids is rather small, and there are only a few
vendors who offer these services. The City contacted the two vendors who did not
provide a bid to see why. Old Castle Precast said that they would have to include the
vault with the lid and the other vendor said that they don’t make custom vaults or lids. It
is not unusual to receive one or two bids for this type of product due to its specialized
nature.
The Bid document submitted by Eisel Enterprises, Inc. was carefully reviewed for
content, and the contractor’s background was also investigated. Based on this review, it
has been determined that Eisel Enterprises, Inc. is a responsive bidder and can meet
the requirements in the City’s bid documents.
ENVIRONMENTAL ANALYSIS
This project is considered a Class 1 exemption as defined in Section 15301(b) & (d) of
the California Environmental Quality Act (“CEQA”) since the project consists of the
maintenance of existing public streets and restoration or rehabilitation of deteriorated or
damaged facilities to meet current standards of public health and safety. This project is
categorically exempt per the California Environmental Quality Act as an existing facility,
Section 15301 of the CEQA guidelines.
Purchase Order for Vault Lid
September 4, 2018
Page 3 of 3
FISCAL IMPACT
Funds in the amount of $195,000 have been budgeted in the Fiscal Year 2017-18
Capital Improvement Plan for the rehabilitation of the Huntington Drive pressure
regulating and reducing station.
RECOMMENDATION
It is recommended that the City Council approve a purchase order with Eisel
Enterprises, Inc. for the purchase of a traffic rated vault lid for the pressure regulating
and reducing valve on Huntington Drive in the amount of $30,374.73.
Attachment: Exhibit “A” - Project Location Map