SR 06-26-2018 3F
City Council
Report
City Council Meeting: June 26, 2018
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Water Resources
Subject: Award Contract to Leed Electric Inc. for Electrical Services at Water and
Wastewater Treatment Facilities
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4336 to Leed Electric Inc., a California-based company, to provide
electrical contractor services at water treatment facilities and wastewater
facilities;
2. Authorize the City Manager to negotiate and execute an agreement with Leed
Electric Inc., in an amount not to exceed $1,660,000 over a five-year period,
including 5% annual increases, with future funding contingent on Council budget
approval.
Executive Summary
The Water Resources Division of the Public Works Department is charged with
providing safe, reliable water supply to our 2,741 commercial and institutional
customers and our 14,317 residential accounts covering our citywide population of
93,000 residents along with treating and disposing of the community’s wastewater. Vital
to ensuring reliable service is the maintenance of a variety of interconnected electrical
controls 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). Periodic repair and maintenance is needed to keep the
electrical controls working at all times. Staff recommends Leed Electric Inc. as the best
bidder for these services in an amount not to exceed $1,660,000 over five years.
Discussion
The Water Resources Division relies on several types of electrical controls that are
integral to the treatment and delivery of potable water to the City, the treatment and
delivery of non-potable water from the SMURRF, and the conveyance of wastewater to
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the Hyperion Water Reclamation Plant. These include motor control center panels,
breakers, flow meters, motor starters, soft starters, power cables, and variable
frequency drives. The three-year contract with the current vendor, Golden West Electric,
was awarded by Council on June 19, 2015 and expires on June 30, 2018 (Attachment
A). If the recommended award is approved by Council, the proposed vendor, Leed
Electric Inc., would implement a new preventative maintenance schedule created by
staff to ensure all the electrical controls are operating properly.
Vendor Selection
On April 2, 2018, the City published Notices Inviting Bids to provide all labor and
materials to service and repair pump motor equipment such as starters, drives, and
controls as required by the Water Resources Division 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. Twenty-nine vendors downloaded the bid, and six vendors
attended the mandatory pre-bid meeting. Two bids were received and publicly opened
on April 30, 2018 per Attachment B.
The bid from Reign Industries was considered non-responsive, because the company’s
Department of Industrial Relations (DIR) registration was expired at the time of the bid.
Contractors without a current DIR registration are ineligible to bid or work on a Public
Works contract, per California Labor Code Section 1725.5.
The bid from Leed Electric Inc. 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. City staff reviewed IBISWorld
Report, a research report that assists buyer with data and analysis of electrical
contracting service pricing. Staff concluded that the hourly rates within the bid are
consistent with electrical contracting services for the area.
City staff contacted references and all respondents reported that Leed Electric Inc’s
work was completed in a timely and cost-efficient manner, while maintaining consistent
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quality. Additionally, Leed Electric Inc. was awarded a prior City of Santa Monica
contract to replace the variable frequency drives at MAPS and the SMURRF, and City
staff reported that the contractor’s completed work was very thorough. The State
Contractor’s License Board verified that the company’s license is current, active, and in
good standing. The company’s DIR registration is also current. Based on these criteria,
Leed Electric Inc. is recommended as the best bidder to provide maintenance services
on electrical controls at water treatment facilities and wastewater facilities.
Financial Impacts and Budget Actions
The contract to be awarded to Leed Electric Inc. is for an amount not to exceed
$1,660,000. Funds in the amount of $300,000 are available in the proposed FY 2018-19
budget in the Public Works Department. The contract will be charged to the following
accounts:
JDE Account Number Tyler Munis Equivalent FY 2018-19
25671.555010 50500001.550010 $50,000
25672.555010 50500002.550010 $75,000
25673.555010 50500003.550010 $75,000
31661.566631 51500001.529450 $50,000
31661.566450 51500001.529420 $50,000
TOTAL $300,000
Future year funding is contingent on Council budget approval.
Prepared By: Deborah McCloskey, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. June 9, 2015 Staff Report (Web Link)
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B. F4336 Electrical Contractor Bid Results
C. Oaks Initiative Form for Leed Electric Inc.
Bid Results for Project ELECTRICAL CONTRACTOR (4336)
Issued on 04/02/2018
Bid Due on April 30, 2018 3:00 PM (Pacific)
ITEM
NUMBER SECTION ITEM CODE DESCRIPTION UNIT OF
MEASURE QUANTITY LEED ELECTRICAL ,
INC. - UNIT PRICE
LEED ELECTRICAL ,
INC. - LINE TOTAL LEED ELECTRICAL , INC. - COMMENT REIGN INDUSTRIES -
UNIT PRICE
REIGN INDUSTRIES -
LINE TOTAL REIGN INDUSTRIES - COMMENT
1 PRICING Enter the Lead Time (ARO) for each item listed below in the comment section.NOTE 0 $0.00 $0.00 Confirmed
2 PRICING Labor - Electrician/Foreman HOURLY RATE 1 $139.38 $139.38
3 PRICING Labor - Electrician/Helper HOURLY RATE 1 $101.42 $101.42
4 PRICING Emergency/After-Hours Labor Electrician/Foreman HOURLY RATE 1 $219.93 $219.93
5 PRICING Emergency/After-Hours Labor Electrician/Helper HOURLY RATE 1 $165.74 $165.74
SUBTOTAL $626.47
6 QUESTION - TRAVEL HOURLY
RATE Will an hourly travel rate be charged?QUESTION 0 $0.00 $0.00 No travel rate but we have a minimum 2 hours
charge
7 PRICING Hourly travel rate, if charged HOURLY RATE 1 $0.00 $0.00 No
8 PRICING 22C-D105A103 Allen-Bradley PowerFlex 400 75 HP 460V AC Drive or similar EACH 1 $22,000.00 $22,000.00 8 Weeks
SUBTOTAL $22,000.00
9 QUESTION - REQUIREMENTS Vendor must be Allen-Bradley factory trained on controls. Can you submit proof with bid?QUESTION 0 $0.00 $0.00 Yes, this is for our listed consultant
10 QUESTION - REQUIREMENTS Vendor must be a DNH Industries Digi-Fire supplier and service representative. Can you submit
proof with bid?QUESTION 0 $0.00 $0.00
No, Leed Electric Inc employees Qualified Union
Electricians. We have been maintaining several
similar systems same as this one.
11 QUESTION - REQUIREMENTS Vendor must have training or continuing education on Siemens equipment. Can you submit proof
with bid?QUESTION 0 $0.00 $0.00 Yes, this is for our listed consultants
12 QUESTION - REQUIREMENTS
Vendor must have at least five years experience working with motor controls at a Water Treatment
Plant and a Wastewater Treatment Plant. Can you submit proof of experience and references with
bid?
QUESTION 0 $0.00 $0.00
Yes, we have over 39 years of experience in
installation, maintenance and troubleshooting of
MCCs and VFDs
13 QUESTION - REQUIREMENTS Are you an Authorized Distributor for products offered for sale or used in the course of repairs?QUESTION 0 $0.00 $0.00 No but our subcontractors and supplier are
authorized.
14 PRICING Additional fees and charges not listed above (i.e. freight, fuel surcharges). Provide description in
the comments section.LUMP SUM 1 $0.00 $0.00 No
SUBTOTAL $0.00
15 QUESTION - ADDITIONAL
PRICING INFORMATION
Percent discount off of manufacturer's price list for related items subject to this bid not listed
above: __________ % to_________ %QUESTION 0 $0.00 $0.00 5% to 20%
16 QUESTION - PAYMENT TERMS Payment Terms (Enter payment discount terms; otherwise net thirty (30) days will apply.QUESTION 0 $0.00 $0.00 NET 30
17 RENEWAL OPTIONS
The City desires the right and option to extend any contract hereunder for additional one-year
renewal periods from date of expiration at the same price, terms and conditions, as specified
below from date of expiration at the same price, terms and conditions. For each subsequent
renewal period listed below please indicate in the comment section which of the following apply:
1) No renewal option offered. 2) Same price, terms and conditions offered. 3) % of increase
/decrease of previous year's price for all areas or options. Increases greater than CPI will be
subject to the "Escalation & De-Escalation of Bid Price" clause in the bid. Specify alternate terms
and conditions if applicable.
NOTE 0 $0.00 $0.00 Confirmed
18 QUESTION - RENEWAL
OPTIONS Period 2 (First Annual Renewal Option)QUESTION 0 $0.00 $0.00 5% Increase
19 QUESTION - RENEWAL
OPTIONS Period 3 (Second Annual Renewal Option)QUESTION 0 $0.00 $0.00 5% Increase
20 QUESTION - RENEWAL
OPTIONS Period 4 (Third Annual Renewal Option)QUESTION 0 $0.00 $0.00 5% Increase
21 QUESTION - RENEWAL
OPTIONS Period 5 (Fourth Annual Renewal Option)QUESTION 0 $0.00 $0.00 5% Increase
TOTAL $22,626.47
EXPERIENCE STATEMENT COMPLETE
LIST OF SUB-CONTRACTORS COMPLETE
LIVING WAGE CERTIFICATION COMPLETE
PREVAILING WAGE ACKNOWLEDGEMENT COMPLETE
CERTIFICATE OF COMPLIANCE COMPLETE
CERTIFICATION REGARDING DEBARMENT COMPLETE
NON-DISCRIMINATION POLICY ACKNOWLEDGMENT COMPLETE
NON-COLLUSION DECLARATION COMPLETE
BUSINESS LICENSE INCOMPLETE
OAKS INITIATIVE DISCLOSURE FORM INCOMPLETE
1,119
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BID INVALID - DIR REGISTRATION EXPIRED
PROSPECTIVE BIDDERS
REQUIRED FORMS
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VENDORS NOTIFIED
REFERENCE:
Agreement No. 10703
(CCS)