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To: Mayor and City Council
City Council Regular Meeting: June 9, 2015
Agenda Item: S(l
From: Susan Cline, Interim Director of Public Works
Subject: Contractual Service Agreement with Golden West Electric to Provide
Electrical Services on Motor Starters
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4188 to Golden West Electric, a California -based company, to
provide electrical services on motor starter centers and controls at water
treatment facilities and wastewater facilities;
2. Authorize the City Manager to negotiate and execute a contractual services
agreement with Golden West Electric in an amount not to exceed $101,200
(includes a 10% contingency) for one year, with two additional one -year renewal
options in the amount of $101,200 each year, for the same price, terms and
conditions for a total amount not to exceed $303,600 over a three -year period,
with future year funding contingent on Council budget approval;
3. Authorize the Director of Public Works to issue any necessary changes to
complete additional work within contract authority.
Executive Summary
The motor starters used to operate the Arcadia Water Treatment Plant, Charnock Water
Treatment Plant, the Santa Monica Urban Runoff & Recycling Facility (SMURRF), and
the Moss Avenue Pump Station (MAPS) are vital components to moving the City's
domestic water supply as well as its wastewater system. Periodic repair and
maintenance is needed to keep the motor starters working at all times. Staff
recommends Golden West Electric as the best bidder for these services in an amount
not to exceed $101,200 for one year, for a total amount not to exceed $303,600 over
three years.
Discussion
The Water Resources Division uses Allen - Bradely and Robicon motor starters at both
its potable water treatment facilities and its wastewater facilities to provide electricity
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and controls to its variable frequency drives (VFD) and pumps. These motor starters
allow a "soft start" of the motors to prevent a water hammer condition which may be
created when motors suddenly receive a start signal and quickly reach their maximum
operating speed. Water hammer is characterized by a sudden surge in pressure and
can be very damaging to pipeline facilities and appurtenances. These motor starters
are integral to the treatment and delivery of potable water to the City, the treatment and
delivery of non - potable water from SMURRF, and to the conveyance of its wastewater
to the Hyperion Sewage Treatment Plant.
Vendor /Consultant Selection
On April 22, 2015, the City published a Notice of Inviting Bids for periodic repair and
maintenance of motor starters and controls at water treatment facilities and wastewater
facilities. The bid was posted on the City's on -line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. A total of 894 vendors were notified, 19 vendors
downloaded the bid. One bid was received and publicly opened on May 7, 2015 per
Attachment A. Procurement conducted additional outreach of the 18 remaining
prospective vendors who downloaded the bid; no responses were received. The bid
was evaluated based on the criteria in SMMC 2.24.072, including, price, previous
experience, ability to deliver, quality of product, and compliance with City specifications
and scope of work. Based on these criteria, Golden West Electric is recommended as
the best bidder to provide maintenance services on motor starters and controls at water
treatment facilities and wastewater facilities.
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Financial Impacts and Budget Actions
The contractual services agreement to be awarded to Golden West Electric is for an
amount not to exceed $101,200 for one year, for a total amount not exceed $303,600
over three years. Funds are included in the FY 2015 -17 Proposed Biennial Budget in
the Public Works Department. The contract services agreement will be charged to the
following accounts:
Account No
Description
FY 2015 -16
25671.555010
Contractual Services (Water)
$
20,000
25672.555010
Contractual Services (Charnock)
$
14,300
25673.555010
Contractual Services (Arcadia)
$
12,300
31661.566631
SMURRF Plant Maintenance
$
27,300
31661.566450
Sewage Pump Plant Maintenance
$
27,300
TOTAL
$101,200
Future year funding is contingent on Council budget approval.
Prepared By: Thomas Poon, Senior Administrative Analyst
Approved Forwarded to Council
s
t .I ..
Susan Cline, Interim Director of FEU@80M Elaine M Polachek, Interim City M&NOW 5
Attachments:
A. Summary of Bid No. F4188 (PDF)
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Bid No: F4188
Bid Close Date: May 7, 2015
Bid Description: Provide Electrical Services on Motor Starter Centers and Controls as Required by the
Water and Wastwater Divisions
Golden West Electric
Covina, CA
Pricing:
Hourly Labor Rate Electrician / Foreman:
$ 95.00
per hour
Hourly Labor Rate Electrician / Helper:
$ 45.00
1 per hour
Emergency /After Hour Rate Foreman:
$ 130.00
per hour
Emergency /After Hour Rate Electrician:
$ 60.00
per hour
After -Hours are from:
6:00 PM to 6:00 AM
Travel Hourly Rate:
Will an hourly ratebe charged?
Yes
If Yes:
$ 95.00
per hour
Pricing on Parts:
Allen - Bradley PowerFlex 400 22C- D105A103 Drive:
$ 7,810.72 each
Mufactu
anrer:
Allen Bradley
Percentage Discount on Additional Parts &Supplies:
12%
Additional Fees /Charges:
None
Payment Terms:
NET 30
Renewal Options:
Period 2 (July 1, 2016 -June 30, 2017):
Same Price, Terms, &
Conditions
Period 3 (July 1, 2017 -June 30, 2018):
Same Price, Terms, &
Conditions
City Requirments:
Proof of Allen - Bradley Factory Training on Controls:
Submitted
DNH Industries Digi -Fire Supplier /Representative:
Submitted
Training & Continuing Education on Siemens Equipment:
Submitted
5 Years Experience Working on Motor Controls at a Water
Treatment and Wastewater Treatment Plant:
Submitted
Reference:
Agreement No. 10072
(CCS)