SR-10-13-2015-3K - 205-003/502-009
City Council
Report
City Council Regular Meeting: October 13, 2015
Agenda Item: 3.K
1 of 3
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Water Resources
Subject: Granular Activated Carbon Replacement Services at the Charnock Well Field
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4213 to Carbon Activated Corporation, a California-based company,
for Granular Activated Carbon replacement services at the Charnock Well Field ;
2. Authorize the City Manager to negotiate and execute a contractual service
agreement with Carbon Activated Corporation, in an amount not to exceed
$1,100,000 for one year, with two additional one -year renewal options in the
amount of $1,100,000, on the same terms and conditions for a total amount not
to exceed $3,300,000 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 ground water wells in the Charnock Well Field represent 80% of the City’s
groundwater resource and the major source of the City’s domestic water supply.
Contamination by Methyl tert-Butyl Ether (MTBE) shuttered the wells for over fourteen
years until Charnock Treatment Facility was commissioned in 2010 which provides for
the treatment by filtration through Granular Activated Carbon (GAC) to remove the
contaminant. Regular replacement of the GAC is required to meet water quality
requirements of the State. Staff recommends Carbon Activated Corporation as the best
bidder for these services in an amount not to exceed $1,100,000 for one year, for a total
amount not to exceed $3,300,000 over three years.
Discussion
MTBE and other Volatile Organic Chemicals (VOCs) are removed from contaminated
groundwater at the City’s Charnock Well Field by filtration through ten GAC vessels
each containing 20,000 pounds of virgin, coconut -shell GAC. This media must be
removed and replaced periodically to optimize the removal of the MTBE and other
2 of 3
VOCs. The contractor removing the spent media will also provide related services such
as carbon sample testing, regeneration of spent filter media at an off -site facility for
resale, and replacement with virgin, coconut shell carbon as needed.
Vendor Selection
In August 2015, the City published Notice Inviting Bids to provide Granular Activated
Carbon Replacement Services as required by the Water Resources Division in
accordance with the City scope of work. 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 990 vendors
were notified and 27 vendors downloaded the bid. Six 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, ability to meet material quality specification,
previous experience, capacity and skill, ability to deliver and provide future maintenance
or service, and compliance with City scope of work. Based on these criteria, Carbon
Activated Corporation, the lowest bidder, is recommended as the best bidder to provide
Granular Activated Carbon Replacement Services at the Charnock Well Field in
accordance with City scope of work. Carbon Activated Corporation offered the best
price, demonstrated meeting the City’s specification for technical grade of GAC and
prior experience.
Financial Impacts and Budget Actions
The contract to be awarded to Carbon Activated Corporation is for an amount not to
exceed $3,300,000 over three years. Funds in the amount of $1,100,000 are available
in the FY 2015-16 budget in the Public Works Department. The contract will be charged
to account 25672.544014. Future year funding is contingent on Council budget
approval.
Prepared By: Myriam Cardenas, Water Production & Treatment Administrator
Approved Forwarded to Council
3 of 3
Attachments:
A. Bid Results #4215 Granular Activated Carbon
BID RESULTS:# 4215 GAC
BID CLOSE DATE:
TITLE:Provide Granular Activated Carbon as Required by the Water Treatment Plant
Aqua Carb 1240C
(AC1240C)
Completed
3% Increase
3% Increase
Completed
Completed
Submitted
Completed
Completed
Arizona Disclosure
Oaks Initiative
Completed
Completed
Completed
Completed
Compton, CA
Carbon Activard Corp.
Year 2 (FY 16/17):
Year 3 (FY 17/18):
Same Price, Terms, &
Conditions
Same Price, Terms, &
Conditions
Renewal Years
17,294.99$
14,958.11$
None
COC L‐60
4 ‐ 6 Days ARO
NET 30
Taxable Amount of the Change Out:
Cost Per Change Out:
Submitted
Completed
Completed
NET 30
Same Price, Terms, &
Conditions
Calgon Carbon Corp.
Moon Township, PA
18,129.00$
13,600.00$
Completed
Completed
Completed
Completed
2,387.00$ Freight
Calgon OLC 12x40 GAC
21 Days ARO
NET 30
Same Price, Terms, &
Conditions
Same Price, Terms, &
Conditions
Completed
Completed
Total Cost of Change Out: 17,294.99$ 18,129.00$ 21,000.00$
12x40 Virgin Coconut Shell
DID NOT RESPOND
NET 30
2% Increase
2% Increase
Completed
CompletedNon Collusion Completed
Living Wage
Pervailing Wage
Completed
18,200.00$
Prominent Systems, Inc.
PS‐CS1240
48‐72 Hours
PSC Industrial
Outsourcing
Riverside, CA
24,440.00$
‐$
None
Completed
Same Price, Terms, &
Conditions
Prominent Systems, Inc
City of Industry, CA
18,200.00$
16,800.00$
None
Envirosupply & Service
Irvine, CA
21,000.00$
N/A
Evoqua Water
Technologies
Elizabeth, NJ
Pricing
Completed
24,440.00$
12 x 40 Virgin Coconut
Carbon
2‐3 Business Days
N/A
2% Increase
2% Increase
Addendum #1
Name & Model of Media:
Delivery Lead Time:
Payment Terms:
Additional Fees:
26,400.00$
20,480.00$
None
26,400.00$
City Documents:
Completed
Submitted
Completed
Completed
Completed
Completed
Submitted
Completed
Completed
Completed
Completed
ATTACHMENT A
5‐7 Business Days
NET 30
8/25/2015
Purchasing Section
1717 Fourth Street, Suite 250
Santa Monica, CA 90401
Telephone: (310)458‐8281
Fax: (310)393‐6142
Reference:
Agreement No. 10199
(CCS)