SR 11-28-2017 3B
City Council Report
City Council Meeting: November 28, 2017
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Water Resources
Subject: Reject All Bids for Water / Wastewater Instrumentation Maintenance Services
Recommended Action
Staff recommends that the City Council:
1. Reject all bids for Bid #4288 for Water/Wastewater instrumentation maintenance
services.
2. Direct staff to reissue a bid in order to obtain the best bidder for
Water/Wastewater instrumentation maintenance services.
Executive Summary
Contractor services are required to maintain and ensure the accuracy of equipment
used to monitor and control systems at City water treatment and wastewater facilities,
wells, and pumping and distribution networks. Two bids were received in response to a
City Notice Inviting Bids for such services issued on September 11, 2017. One bidder
did not possess a contractor’s license, and the other bid far exceeded the available
budget for these services. Staff recommends rejecting both bids and re-advertising the
bid with improved vendor outreach efforts. Section 2.24.100(a) of the Municipal Code
requires Council approval to reject all bids and re-advertise.
Background
The City owns and operates facilities and equipment in Santa Monica and West Los
Angeles for the production, treatment and distribution of potable and non-potable water;
and to control the flow of wastewater as a part of systems serving approximately 93,000
residents and 18,000+ water/sewer accounts. Instrumentation and equipment at these
sites include chemical controllers, flow meters, pressure transmitters, pump controls,
recorders, tank level indicators and valve controllers. Contractor services are required to
keep this equipment in good working order to ensure the accuracy of readings and
maximize safety. If not properly calibrated, errors in measuring and controlling liquid and
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chemical flows may occur, inadvertently leading to water quality issues, overflows/spills
and poor data reported to state and local entities for regulatory and informational
purposes. Sites requiring services include:
Arcadia Water Treatment Plant - 1228 S. Bundy Drive, Los Angeles, CA
Charnock Treatment Facility - 11375 Westminster Avenue, Los Angeles, CA
Moss Avenue Pump Station - 1623 Appian Way, Santa Monica, CA
Santa Monica Urban Runoff Recycling Facility - 1625 Appian Way, Santa
Monica, CA
3 potable water reservoirs in Santa Monica and Los Angeles
10 water production wells in Santa Monica and Los Angeles
Discussion
The City utilizes contractor services for the maintenance and repair of equipment used
to monitor and control systems at City water treatment and wastewater facilities, wells,
and pumping and distribution networks.
On September 11, 2017, the City published a Notice Inviting Bids #4288 for Water /
Wastewater instrumentation maintenance and repair services in accordance with City
specifications. The bid was posted on the City’s online bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. A total of 27 vendors downloaded the bid, and two bids were
received on October 4, 2017. Gold Coast Environmental did not possess a contractor’s
license as required by the City, and Telstar Instruments’ cost of $647,000 per year for
instrumentation calibration services, excluding repairs, exceeded the budget available
for these services.
Municipal Code Section 2.24.100(a) requires formal rejection of proposals to re-
advertise. Therefore, staff recommends that Council reject the two proposals received
and direct staff to refine and re-advertise the bid.
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In an effort to engage additional bidders, staff would perform additional outreach efforts
to instrumentation vendors, review/refine contractor licensing and certification
requirements, and require a mandatory pre-bid conference and job walk at the Arcadia
Water Treatment Plant to ensure firms have complete information on City service
requirements and the available budget for the requested services.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
Prepared By: Kevin Nagata, Senior Administrative Analyst
Approved
Forwarded to Council