SR 07-23-2019 3B
City Council
Report
City Council Meeting: July 23, 2019
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Water Resources
Subject: Award Bid for Instrumentation Services for Water and Wastewater Facilities
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4364 to Grace Environmental, a California-based company, and
Leed Electric, a California-based company, for instrumentation services for the
Public Works Department;
2. Authorize the City Manager to negotiate and execute an agreement with Grace
Environmental in an amount not to exceed $125,000 for one year, with four
additional one-year renewal options in the amount of $125,000, on the same
terms and conditions, for a total amount not to exceed $625,000 over a five-year
period, with future year funding contingent on Council budget approval.
3. Authorize the City Manager to negotiate and execute an agreement with Leed
Electric in an amount not to exceed $125,000 for one year, with four additional
one-year renewal options in the amount of $125,000, on the same terms and
conditions, for a total amount not to exceed $625,000 over a five-year period,
with future year funding contingent on Council budget approval .
Summary
The Water Resources Division is charged with providing a safe, reliable water supply to
Santa Monica’s 93,000 residents and 2,741 commercial and institutional customers, and
treating and disposing of the community’s wastewater. Vital to ensuring reliable service
is the maintenance of 13 sites, which include the water treatment plant, various wells,
the Santa Monica Urban Runoff (SMURRF) facility, the Moss Ave Pump Station
(MAPS), and the Pico-Kenter Outfall, that require various instrumentation to be
installed, calibrated, and maintained in order to record accurate data and ensure the
greatest percentage of yield of potable and non-potable water from the treatment
process. Staff recommends awarding contracts to Grace Environmental and Leed
Electric for total amounts not to exceed $625,000 respectively to provide installation,
calibration, and maintenance service for various Water Resources sites.
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Discussion
Accurate data from the various instrumentation at the Arcadia treatment site allows staff
to make adjustments to produce the highest yield of potable water from the groundwater
pumped from City wells and submit required reports to state and county agencies. The
instrumentation used at SMURRF, similar to the potable treatment process, allows staff
to treat stormwater for non-potable use more efficiently. MAPS and Pico-Kenter require
accurate discharge data, which staff provides to state and county agencies for billing
and regulatory purposes. Staff selected two vendors to provide instrumentation services
in the event one vendor cannot meet the scheduling requirements due to time
constraints.
Bid Data
Bid Posting
Date
Bid Posted
On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
11/02/18 City's Online
Bidding Site
Santa Monica Daily
Press 34 4 11/19/18
Submittals Received Selection Criteria
Dupree
Enterprises $158,000
Municipal Code SMMC 2.24.180
Grace
Environmental $150,099
Evaluation
Criteria
Price, previous experience,
ability to deliver, quality of
product, and compliance with
City specifications. Leed Electric $99,926
Trimax Systems $63,622
Best Bidders Grace Environmental and
Leed Electric
Best Bidder Justification
Staff evaluated all four submittals and found that Grace Environmental and Leed
Electric were able to meet all the evaluation criteria. Staff selected both vendors based
on their previous experience, ability to deliver, quality of product, and compliance with
City specifications. The lowest bidder, Trimax Systems, was deemed non-responsive as
its bid did not include prevailing wages and did not meet the City’s labor requirements in
the bidding documents.
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Water and Wastewater Fund to award
contracts with Grace Environmental and Leed Electric for instrumentation services.
Contract Request
Request
Amount
FY 2019-20 Budget
Department Account #
Vendor Total Contract
Amount
$110,000 50500001.550010 Grace Environmental
$7,500 51500001.529420 Grace Environmental
$7,500 51500001.529450 Grace Environmental $625,000
$110,000 50500001.550010 Leed Electric
$7,500 51500001.529420 Leed Electric
$7,500 51500001.529450 Leed Electric $625,000
Total $1,250,000
Future year funding is contingent on Council budget approval.
Prepared By: Thomas Poon, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative (Grace Environmental)
B. Oaks Initiative (Leed Electric)
REFERENCE:
Agreement No. 10880 - 10881
(CCS)