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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