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HomeMy WebLinkAboutItem 10c - Purchase of a Cartridge Filter for Live Oak Plant Improvement ProjectPurchase Order for Live Oak Plant Cartridge Filter June 2, 2020 Page 1 of 3 DATE: June 2, 2020 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Tiffany Lee, P.E., Associate Civil Engineer SUBJECT: REJECT THE LOW BID FROM HARRINGTON INDUSTRIAL PLASTICS LLC., AND AWARD A PURCHASE ORDER TO TOWNER FILTRATION FOR THE PURCHASE OF A CARTRIDGE FILTER FOR THE LIVE OAK PLANT IMPROVEMENT PROJECT IN THE AMOUNT OF $50,709.02 Recommendation: Approve SUMMARY The Live Oak Plant Improvement Project was budgeted in the Fiscal Year 2019-20 Capital Improvement Program. As part of this project, a cartridge filter will be installed in the piping to provide protection to the newly constructed Trichloroethylene (“TCE”) treatment system at the Live Oak Plant. In an effort to keep costs to a minimum and to reduce an anticipated long lead-time in obtaining this cartridge filter, the Public Works Services Department decided to purchase the cartridge filter separately and supply it to a contractor for installation under a separate contract. To ensure the City is receiving the most competitive price for the cartridge filter, a formal bid process was conducted. Harrington Industrial Plastics LLC (“Harrington”) was the lowest bidder; however, because the submitted bid was incomplete and failed to meet the required certification, the bid was deemed non-responsive. It is recommended that the City Council reject the low bid from Harrington, and approve a purchase order with Towner Filtration for the purchase of a cartridge filter for the Live Oak Plant in the amount of $50,709.02. The Public Works Services Department (“PWSD”) is responsible for the maintenance and daily operation of City-owned wells and the water distribution system. The Live Oak Plant Improvement Project budgeted in the Fiscal Year 2019-20 Capital Improvement Program included the construction of a perimeter wrought iron fence and gate, installation of a Cartridge Filter, and construction of asphalt pavement to accommodate vehicle traffic. In an effort to keep costs to a minimum and to reduce an anticipated long lead-time in getting the cartridge filter, the PWSD decided to purchase Purchase Order for Live Oak Plant Cartridge Filter June 2, 2020 Page 2 of 3 the cartridge filter separately and supply it to a contractor for installation under a separate contract. The PWSD is currently out to bid on the remainder of the project scope and will bring the item to a future City Council meeting for consideration. DISCUSSION A Notice Inviting Bids was published in the City’s adjudicated newspaper, and bid packages were provided to several vendors. On May 12, 2020, the City Clerk received two bids with the following result: Bidder Location Bid____ Harrington Industrial Plastics LLC Santa Fe Springs, CA $46,744.00 Towner Filtration Twinsburg, OH $50,709.02 Bid documents were reviewed for content and the bidders’ background was also investigated. During evaluation of the apparent low bid submitted by Harrington, it was found that Harrington failed to provide a cost to furnish the required NSF 61 Filter Housing Certification, and failed to meet the specification requirement to provide NSF 61 certified filter housing. This certification is required by the State of California Division of Drinking Water, Water Resources Control Board. The omission resulted in the bid submitted by Harrington to be deemed non-responsive. Therefore, the second lowest bidder, Towner Filtration, was considered the lowest responsive bidder since their submitted bid was complete and met all requirements contained in the bid specifications. Towner Filtration is well qualified to complete the scope of work and has successfully completed projects for the cities of Chino and Bloomington, and for the Terminal Island Water Reclamation Plant. 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. FISCAL IMPACT Funds in the amount of $500,000 have been budgeted in the Fiscal Year 2019-20 Capital Improvement Plan for the Live Oak Improvement Project. Following the expenditure of the cost of the cartridge filter portion of the project, ample funds will remain in the budget to fund the remainder of the project. Purchase Order for Live Oak Plant Cartridge Filter June 2, 2020 Page 3 of 3 RECOMMENDATION It is recommended the City Council determine that this action is categorically exempt per the California Environmental Quality Act, reject the low bid submitted by Harrington Industrial Plastics LLC., and approve a Purchase Order with Towner Filtration for the purchase of a cartridge filter for the Live Oak Plant Improvement Project in the amount of $50,709.02. Attachment: Exhibit “A” - Project Location Map