SR-10-13-2015-3J
City Council
Report
City Council Regular Meeting: October 13, 2015
Agenda Item: 3.J
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To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Water Resources
Subject: Purchase of Reverse Osmosis Antiscalant Chemicals
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4214 to King Lee Technologies, a California-based company, for the
purchase and delivery of Reverse Osmosis Antiscalant Chemicals;
2. Authorize the Purchasing Services Manager to issue a purchase order with King
Lee Technologies for Reverse Osmosis Antiscalant Chemicals in the amount not
to exceed $185,000 for one year, with two additional one-year renewal options to
extend on the same price, terms and conditions for a total amount not to exceed
cost of $555,000, with future year funding contingent on Council budget approval.
Executive Summary
The Reverse Osmosis filtration system at the City’s main water treatment facility is a
critical component of the City’s domestic water supply. In order to prevent mineral and
scale build up on the surface of the membranes as required to insure optimal system
performance, continuous treatment with Reverse Osmosis antiscalant chemicals is
needed. Reverse Osmosis antiscalant trials were conducted by staff in FY 2011 -12 in
order to determine acceptable dosage and pH levels needed to achieve satisfactory
performance. In August 2015, the City solicited bids for Reverse Osmosis antiscalant
chemicals. After evaluating the bids received based on dosage/pH combinations
trialed, staff recommends King Lee Technologies as the best bidder to supply
antiscalant chemicals for an amount not to exceed $185,000 for one year, for a total
amount not to exceed $555,000 over a three -year period.
Discussion
Scaling and fouling of Reverse Osmosis membranes is a limiting factor in the amount of
ground water that can be recovered during treatment and the expected service life of
the membranes is reduced if scaling and fouling is not properly controlled. The use of a
Reverse Osmosis antiscalant is the accepted method of controlling scaling and fouling.
Because every water source differs in mineral content and physical characteristics,
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there is no exact method to determine the optimum product, dosage and pH
combination that would work best for a given water source. For this reason, antiscalant
trials were conducted by staff which resulted in a number of product dosage and pH
combinations that demonstrated the ability to limit scaling to an acceptable level.
Vendor Selection
On August 6, 2015, the City published Notices Inviting Bids to furnish and deliver
Reverse Osmosis Antiscalant Chemicals as required by the Water Resources Division
responsible for the production of potable water in accordance with City specifications.
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 465 vendors were notified and 14 vendors downloaded the bid.
Three bids were received and publicly opened on August 25, 2015 per Attachment A.
Bids were 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.
Procurement conducted additional outreach to vendors who downloaded the bid to see
why they did not submit a bid; two no bids were received noting unable to provide the
product. Of the three bids received, King Lee Technologies was found to be effective in
controlling scaling at the lowest cost. King Lee Technologies is recommended as the
best bidder for the purchase of Reverse Osmosis Antiscalant for a total amount not to
exceed $555,000 over a three-year period.
A protest was received on September 17, 2015 from ChemTreat. The protest indicated
that the recommended bid was a less efficient product and wou ld require additional
cleanings and result in additional costs from staff time. In 2011, staff completed a
product trial to certify acceptable products and their effective dosage. Both King Lee’s
Y2k product and ChemTreat’s RL9007 & RL9009 products received passing grades and
were deemed acceptable among four other antiscalants for use. A response was
prepared and submitted to ChemTreat outlining the additional costs from potential
additional cleanings. Total costs for King Lee’s Y2k product remained less than
ChemTreat’s RL9007 & RL9009 products. ChemTreat accepted the evaluation as valid.
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Financial Impacts and Budget Actions
The purchase order to be awarded to King Lee Technologies is for an amount not to
exceed $555,000 over a three-year period. Funds in the amount of $185,000 are
available in the FY 2015-16 budget in the Public Works Department. The purchase
order will be charged to account 25673.544011. Future year funding is contingent on
Council budget approval.
Prepared By: Myriam Cardenas, Water Production & Treatment Administrator
Approved
Forwarded to Council
Attachments:
A. Bid Results # 4214 Reverse Osmosis Antiscalant Chemicals
ATTACHMENT A
BID RESULTS:# 4214 Antiscalant
BID CLOSE DATE:
TITLE:Furnish & Deliver Reverse Osmosis Antiscalant Chemicals Required by the Water Trea
NET 30
Glen Allen, VA
ChemTreat
Delivery Compliance
within 7 days:Yes
gal AS needed to treat 1
mgal
Cost per gal AS 9.14$
20.11$
Additional Cost to treat 1
mgal water w/ acid 1.46$
21.57$
King Lee Y2k
Period 2 (FY 17/18):
Same price, terms, and
conditions offered
Same price, terms, and
conditions offered
Same price, terms, and
conditions offered
Same price, terms, and
conditions offered
None
NET 30
Yes
Chemtreat RL 9009
5.00
16.43$
Renewal Options
Period 1 (FY 16/17):
Payment Terms:
None
Completed
Completed
Submitted
N/A
Completed
Completed
Completed
Completed
N/A
Completed
City Documents
Addendum #1
Arizona Disclosure
Oaks Initiative
Living Wage
Non Collusion:
8/25/2015
Purchasing Section
1717 Fourth Street, Suite 250
Santa Monica, CA 90401
Telephone: (310)458‐8281
Fax: (310)393‐6142
Pricing
Product Name:
82.15$
1.46$
83.61$
King Lee Technologies
San Diego, CA
Total Cost to treat 1 mgal
water
2.20
Cost to treat 1 mgal water
W/AS
Additional Fees &
Charges:
Yes
NET 30
None
ChemTreat ‐ Alternante
Proposal
Glen Allen, VA
Chemtreat RL 9007
2.50
12.69$
31.73$
64.24$
95.97$
Completed
Completed
Submitted
N/A
Completed
Same price, terms, and
conditions offered
Same price, terms, and
conditions offered
atment Plant