AGENDA
ITEM
21 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
21 CITY COUNCIL
AGENDA STAFF REPORT
DATE: February 21, 2024
Mayor and City Council
APPROVED BY: Esporane Colo Were, Cly Manager m Cleater
REVIEWED BY: Sandra L. Fonseca, Interim Finance Director PREPARED BY: Guillermo Sillas, Public Works Director/City Engineer SUBJECT: Authorize City Manager to Issue Purchase Order to D&H Water Systems in the Amount of $49,206.54 for Annual Chlorine System Maintenance at Water Treatment Plant and Eastside Water Reservoir.
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Recommendation:
Authorize City Manager to Issue Purchase Order to D&H Water Systems in the amount of $49,206.54 for Annual Chlorine System Maintenance at Water Treatment Plant and Eastside Water Reservoir.
Background:
The City owns and operates a Water Treatment Plant ("WTP) and Eastside Water Reservoir ("EWR"). The WTP receives its water supply from the Colorado River through the Imperial Irrigation District's ("'ID") canal. The City's WTP has a design capacity of 14 Million Gallon per Day ("MGD"), with an average daily demand of 9 MGD and current peak flow of 7-8 MGD. The EWR has a design capacity of 6 MGD, with an average daily demand of 1.25 MGD. Both the WTP and EWR currently operate on gaseous chlorine water disinfection system to disinfect the water prior to discharging it into the City's supply lines.
Discussion and Analysis:
The Department of Toxic Substance Control Enforcement and Emergency Response Division (EERD) conducts annual reviews of Unified Program agencies to ensure their programs are consistent statewide, conform to standards, and deliver quality environmental protection at the local level. Both the WTP and EWR chlorine room facilities fall within this category; therefore, City staff is recommending that the City Council authorize the City Manager to issue purchase order to D&H Water Systems for annual Chlorine System Maintenance at Water Treatment Plant and Eastside Water Reservoir. Please note that D&H Water Systems is the exclusive distributor and authorized service provider representative for Evoqua Water Technologies, LLC for equipment that is installed at both WTP and EWR.
Fiscal Impact:
Budgeted Item for FY 2023-2024
Fund No. 513-81-813-55001-000
Water Treatment Plant - Labor $19,360.00
Water Treatment Plant - Parts $14,809.97
Eastside Water Reservoir - Labor and Parts $15,036.57
Total $49,206.54
Coordinated With:
City Manager's Office.
Public Works Department.
Office of the City Clerk.
Attachments):
D&H Water Systems Quote No. Q2024-0051, Q2024-0052 and Q2024-0053
2. D&H Water Systems Sole Source Letter.
3. Ordinance No. 1218 - Sole Source.
2 ATTACHMENT NO. 1
Quote
SYSTEMS
603 Seagaze Dr. # 241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0051
ph: 760-722-6893
Bill To Ship To
City of Calexico WTP City of Calexico WTP
Attention: Finance Department 545 Pierce Ave.
608 Heber Ave. Calexico, CA 92231
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount SERVICE DATE: 4/15 - 4/19 (Jon & James)
DIR - Prevailing Wage
WARRANTY - 30 days if determined to be faulty
service. Warranty does not cover maintenance
items or issues caused by dirty chlorine and other
extraneous circumstances outside of D&H Water
'ystems control
Main Plant - Labor
Qly [4] 510m Vacuum Regulators w/ Dripleg
Qty [4] V2030 Chlorinators
Qty [4] 2" Injectors
Qty [1] 55-400 Switch Over
Qty [S] Acutec 35 Sensors Replaced & Calibrated
Qly [5j Acutec 35 Gas Generators Replaced
2ly [4] MC3 Pump:
Replace all 5/8" Tubing, O-Rings, Grab Ring
POC:
Jose Alvarado
(760) 768-2162
[email protected]
Subtotal
Sales Tax (8.25%)
Total
DE WATER Quote
SYSTEMS
603 Seagaze Di. # 241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0051
ph: 760-722-6893
Bill To Ship To
City of Calexico WTP City of Calexico WTI
Attention: Finance Department 545 Pierce Avc
608 Heber Ave. Calexico, CA 92231
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount 65 Service - Site Hours 220.00 14,300.00
12 Service - Travel Hours 220.00 2,640.00
600 Service - Mileage 0.70 420.00
8 Service - Per Diem 250.00 2,000.00
Conditions of Sale: 0.00 0.00T
- Payment terms: (upon approved credit) Net 30
days.
- This quote is firm for 30 days.
- Freight is estimated and is subject to change.
- All credit card transactions will incur a 4% pass
through service charge.
- This quotation is limited to the products and
services as listed, and excludes any item or service
not listed.
- This quotation EXCLUDES any permits, licenses,
bonds, inspections, seismic calculations, or fees.
Subtotal $19,360.00
Sales Tax (8.25%) $0.00
Total $19,360.00
DEWATER Quote
SYSTEMS
603 Seagaze Dr. # 241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0052
ph: 760-722-6893
Bill To Ship To
City of Calexico WTP
Attention: Finance Department
608 Heber Ave. 'alexico, CA 9223
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount SERVICE DATE: 4/15 - 4/19 (Jon & James)
DIR - Prevailing Wage
WARRANTY - 30 days if determined to be faulty
Main Plant - Parts
Qty [4] 510m Vacuum Regulators w/ Dripleg
Qly [4] V2030 Chlorinators
Qly [4] 2" Injectors
Qty [1] 55-400 Switch Over
Qly [5] Acutec 35 Sensors Replaced & Calibrated
Qty [5] Acutec 35 Gas Generators Replaced
Qly [3j Acutec 35 Backup Batteries Replaced
Qly [2] Halogen Actuators Replaced
Qly D] Halogen Batteries Replaced
Qly [4] MC3 Pumps
Replace all 5/8" Tubing, O-Rings, Grab Rings
POC:
Jose Alvarado
(760) 768-2162
[email protected]
Subtotal
Sales Tax (8.25%)
Total
& WATER Quote
SYSTEMS
603 Seagaze Dr. # 241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0052
ph: 760-722-6893
Bill To Ship To
City of Calexico WIP
Attention: Finance Department
608 Heber Ave.
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Description Bin Loc MPN Cost Each Total Amount
Quantity
Qty [4] 510m Vacuum Regulators w/ Dripleg
4 W3T99090 KIT, PM VAC REG 200/500 PPD A-8-6 AAA1160 247.03 988.12T Qty [4] V2030 Chlorinators
4W3T108256 KIT, PM V2000 3000 PPD CHLOR B-8-3 AAC1937 295.20 1,180.80T 4W212161 DIAPHRAGM DIFF ROLT VLV A-4-1 P6010S 224.08 896.32T W2T12046 / 0318.069 PTFE-0504 TFE TUBING, TSPTFE-031 5.85563 93.69T 1/4" X 5/16" (200 Feet Order Minimum) 2-031-50
Oty [4] 2" Injectors
W2T19274 O-RING, BUNA-N #228 2.5" OD A-2-2-D-T/V P41329 2.22 26.64T 4 W2T16578 O-RING, #110 BUNA-N A-2-2-A-T/V P31702 1,385 5.54T
0.09375"THK 65-75DUR
4W217502 O-RING, #148 BUNA-N A-2-2-E/V P40578 3.1225 12.49T 1W215623 GASKET, CSM #156 4.25'ID A-2-2-F-T/V P50286 22.0325 88.13T W2T11991 DIAPHRAGM,TNJ CHK-VLV UNIT A-2-1-B/T P43717 38.11 152.44T 8 W2T375955 GASKET, FLAT 0.016"THK A-2-5-B-T/V P34487 2.31 18.48T
VINYLITE
4 W2T8317 GSKT,SEAL,#210 A-2-2-B-T/V AAC7568 116.70 466.80T
PERFLUOROELASTOMER KALREZ
Qly [i] 55-400 Switch Over
Subtotal
Sales Tax (8.25%)
Total
DE WATER Quote
SYSTEMS
603 Seagaze Dr: # 241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0052
ph: 760-722-6893
Bill To Ship To
City of Calexico WIP ity of Calexico WT
Attention: Finance Department 45 Pierce Ave
608 Heber Avc. Calexico, CA 92231
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount 1 W3T108148 KIT, PM 55-400 REMOTE S/O, CL2 B-5-7 AAB3527 323.17 323.17T Qly ES] Acutec 35 Sensors Replaced & Calibrated
5 W2T11717 SENSOR UNIT, CL2 GAS; ACUTEC C-8-5 U29329 515.69 2,578.45T 2 10218000 CAL GAS .58 It. chlorine Nitrogen TRUCK 351.00 702.00T Balance
Oty [5] Acutec 35 Gas Generators Replaced
5 W2TIÎ710 GENERATOR,CL2 GAS AUTOTEST; C-8-4 U29326 531.246 2,656.23T ACUTEC 35
Qty [3] Acutec 35 Backup Batteries Replaced
3 W2T11698 BATTERY, 12 VOLT SERIES; C-8-6 U29314 299.04667 897.14T ACUTEC 35
Qly [2] Halogen Actuators Replaced
2 3400.00-Y Eclipse Annual Certification Program 280.00 560.00 (Includes ACP Rebuild Kit)
Qly [1] Halogen Batteries Replaced
1 4100.00 Replacement Battery - HR9-12, 8.5Ah 89.00 89.00T High Rate, UL/CE (12V, 36WPC/15Min.)
Qty [4] MC3 Pumps 757.76T
• 20000-195 KIT 4 EACH CART INSERT C3 E 189.44
+ 72000-295 KIT DIAPHRAGM PVDF C3/MC- 224.00 896.00T
Replace all 5/8" Tubing, O-Rings, Grab Rings
Subtotal
Sales Tax (8.25%)
Total
D& WATER Quote
sYSTEMS
603 Seagaze Dr. #241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0052
ph: 760-722-6893
Bill To Ship To
City of Calexico WTP ity of Calexico WI
Attention: Finance Deparlment
608 Heber Ave.
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount 16 B-108-0100 / 0535.040 5/8" O.D. x .500" I.D. x 2.43 38.88T 062" Wall Tubing, Polyethylene, Natural,
Instrument Grade, FDA, NSF Listed, 100' Coil
100R-V / 0694.207 O-RING 5/8" VITON A-5-7-B/V 10OR-V 4.68 37.44T 10GRP / 0696.507 5/8" Grab Ring Plastic VAN 10GRP 3.435 27.48T Freight Charges - FOB Shipping Point 250.00 250.00
Conditions of Sale: 0.00 0.00T
- Payment terms: (upon approved credit) Net 30
- This quote is firm for 30 days.
- Freight is estimated and is subject to change.
- All credit card transactions will incur a 4% pass
- This quotation is limited to the products and
services as listed, and excludes any item or service
Subtotal $13,743.00
Sales Tax (8.25%) $1,066.97
Total $14,809.97
•& WATER Quote
SYSTEMS
603 Seagaze Dr. # 241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0053
ph: 760-722-6893
Bill To Ship To
Cily of Calexico WTP
Attention: Finance Department S45 FEE ANO WTP
608 Heber Ave. Calexico, CA 92231
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount SERVICE DATE: 4/15 - 4/19 (Jon & James)
DIR - Prevailing Wage
East Plant - Labor & Parts
Qly 14] 510 Vacuum Regulators
Qty i2j Acutec 35 Sensors Replaced & Calibrated
Qty [2] Acutec 35 Gas Generators Replaced
Oly [I] Acutec 35 Backup Battery Replaced
Qly [3] V10Ks
Qty [3] Gas Flow Transmitters Calibrated
Qty [4j I" Standard Injectors
ty [I] Halogen Actuator Replace
Ly L Halogen Battery Replaces
Plant Labor que micage accounted for on Main
Subtotal
Sales Tax (8.25%)
Total
DH WATER Quote
SYSTEMS
603 Seagaze Dr. # 241 Date Quote #
Oceanside, CA 92054 Q2024-0053
1/15/2024
ph: 760-722-6893
Bill To Ship To
City of Calexico WIP
Attention: Finance Department
608 Heber Ave. Calexico, CA 92231
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Nel 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount POC:
Jose Alvarado
(760) 768-2162
[email protected]
37 Service - Site Hours 220.00 8,140.00
4 Service - Per Diem 250.00 1,000.00
Qty [4] 510 Vacuum Regulators
4W3199090 KIT, PM VAC REG 200/500 PPD A-8-6 AAA1160 247.03 988.12T Qly [2] Acutec 35 Sensors Replaced & Calibrated
2 W2T11717 SENSOR UNIT, CL2 GAS; ACUTEC C-8-5 U29329 515.69 1,031.38T 1 10218000 CAL GAS .58 It. chlorine Nitrogen TRUCK 351.00 351.00T Balance
Qty [2] Acutec 35 Gas Generators Replaced
2 W2T11710 GENERATOR, CL2 GAS AUTOTEST; C-8-4 U29326 531.245 1,062.49T ACUTEC 35
Oty [1] Acutec 35 Backup Battery Replaced
1 W211698 BATTERY, 12 VOLT SERIES; C-8-6 U29314 299.05 299.05T ACUTEC 35
Qly [3] VIOKS
3W399880 KIT, PM V10K/V2000 500 PPD A-8-5 AJA4393 149.15 447.45T Qty [3] Gas Flow Transmitters Calibrated
Subtotal
Sales Tax (8.25%)
Total
Quote
DH WATER
SYSTEMS
603 Seagaze Dr. # 241 Date Quote #
Oceanside, CA 92054 1/15/2024 02024-0053
ph: 760-722-6893
Bill To Ship To
City of Calexico WTP
Attention: Finance Department S45 Perce Ave. WTF
608 Heber Avc. Calexico, CA 92231
Calexico, CA 92231
Rep P.O. Number Terms Entered By Estimate Status
CDF Net 30 Days BG Open
Quantity Description Bin Loc MPN Cost Each Total Amount. 12 W2T12046 / 0318.069 PTFE-0504 TFE TUBING, TSPTFE-031 5.85583 70.27T 1/4" X 5/16" (200 Feet Order Minimum) 2-031-50
Oty [4] I" Standard Injectors
4 W3T99885 KIT, PM 1" STD INJECTOR, CL A-8-3 AJE4406 166.25 665.00T Oty [1] Halogen Actuator Replaced
1 3400.00-Y Eclipse Annual Certification Program 280.00 280.00 (Includes ACP Rebuild Kit)
Qty [1] Halogen Battery Replaced
1 4100.00 Replacement Battery - HR9-12, 8.5Ah 89.00 89.00T High Rate, UL/CE (12V, 36WPC/15Min.)
Freight Charges - FOB Shipping Point 200.00 200.00
Conditions of Sale: 0.00 0.00T
- Payment terms: (upon approved credit) Net 30
days.
- This quote is firm for 30 days.
- Freight is estimated and is subject to change.
- All credit card transactions will incur a 4% pass
through service charge.
- This quotation is limited to the products and
services as listed, and excludes any item or service
This quotation EXCLUDES any permits, licenso
onds, inspections, seismic calculations, or fee
Subtotal $14,623.76
Sales Tax (8.25%) $412.81
Total $15,036.57
ATTACHMENT NO. 2
Sole Source Authorization Letter
eVOQUA
WATER TECHNOLOGIES
February 1, 2024
To Whom it May Concern:
This letter is to advise that Doane and Hartwig Water Systems, Inc. is an exclusive distributor and authorized service provider representative for Evoqua Water Technologies, LLC for equipment service and sales of aftermarket parts to municipal customers.
Doane and Hartwig Water Systems, Inc. is authorized for the sale of equipment, instruments and products manufactured by us in the following product lines: Wallace and Tiernan.
Doane and Hartwig Water Systems, Inc. is authorized to sell products within the following territory. States of southern California and southern Nevada.
Doane and Hartwig Water Systems, Inc. is located at:
4121 Avenida De La Plata
Oceanside, California 92054
Evoqua Water Technologies, LLC utilizes Distributors and Sales Representatives to promote and support our equipment on a regional basis.
Contract#: Doane and Hartwig_2020_0128
Letter Expiration Date: December 31, 2024
With regards,
Timothy Schneller
Timothy Schneller
Global Channel Leader
Cc: [email protected]
Authorization letter valid only if on file with Evoqua Water Technologies. To validate the authenticity of this letter or specific products covered, contact [email protected].
210 Sixth Avenue, Suite 3300 Tel: +1 (724) 772-0044
Pittsburgh, PA 15222 USA
Fax: +1 (412) 281-8180 www.evoqua.com
ATTACHMENT NO. 3
ATTACHMENT "1"
CITY OF CALEXICO PURCHASING POLICY & PROCEDURES
performance problem encountered immediately following the occurrence so that corrective action may be taken.
Contract Purchase Orders are annual and may include option for renewal for specific products, product types, or services at agreed upon prices or pricing structure and for a specified period of time.
Cooperative Purchases
The City may participate in purchases and contracts established by other political jurisdictions, provided the cooperative agreement is established following a competitive bid process. The City Manager may authorize the award of cooperative purchase agreements up to $24,999. City Council approval is required for the award of any cooperative purchase of $25,000 or more.
Sole Source Purchases
this area or a certain product had been proven to be the only product that has proven to be acceptable. All sole source purchases shall be supported by written documentation signed by the appropriate Department Head and forwarded to the Finance Department.
The Finance Director or designee will make final determination that an item is a valid sole source purchase.
Urgency Purchases
An urgency is one where there is an unforeseen situation which requires immediate procurement of materials or services in order to continue operations of an essential department, or for the preservation of health, safety and welfare of the people, or protection of property, when there is a present, immediate and existing danger. A depletion of stock through normal routine usage is not considered an urgency item.
Urgency purchases may be made without competitive bidding when time is of the essence, and shall be made only for the following reasons:
1. to preserve or protect life, health or property; or
2. upon natural disaster; or
to forestall a shutdown of essential public services
Since urgency purchases do not normally provide the City an opportunity to obtain competitive quotes or properly encumber funds committed, sound judgment shall be used in keeping such order to an absolute minimum. In addition, the following requirements shall apply:
The Finance Department shall be contacted as soon as possible for an advance purchase order number, which may be given verbally to cover the urgent 4 81211.00100134278866.1