AGENDA
ITEM
17 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
17 CITY COUNCIL
AGENDA STAFF REPORT
DATE: October 2, 2024
TO: Mayor and City Council
APPROVED BY: Juan Contreras, Acting City Manager JAC
REVIEWED BY: Sandra L. Fonseca, Interim Finance Director St PREPARED BY: Liliana Falomir, Public Works Manager - Administrative Tele SUBJECT: Authorize Acting City Manager to Issue Purchase Order to PureAir Filtration in the Amount of $113,340.00 for the Purchase and Installation of Two (2) Absorbent Media for Water Treatment Plant and Eastside Water Reservoir.
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Recommendation:
It is recommended that the City Council of the City of Calexico approve the following:
• Authorize Acting City Manager to issue Purchase Order to PureAir Filtration in the amount of $113,340.00 for the purchase and installation of two (2) absorbent media for Water Treatment Plant and Eastside Water Reservoir.
Background:
The City of Calexico 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 (IID) 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.
On August 4, 2009, the City Council of the City of Calexico awarded the construction of new chlorine facilities at WTP and EWR in the amount of $1,546,475.00. Due to additional work that was not anticipated to total cost of the project was $1,588,863.00. Notice to Proceed was issued on October 19, 2009, and construction was completed on November 2, 2010.
Discussion and Analysis:
An absorbent media is the type of filter media whose primary function works through absorbing a substance and/or gas when there is a leak, in the case of the WTP and EWR it absorbs chlorine gas fumes from being released into the atmosphere. The lifespan of an absorbent media is 10 years and the existing absorbent media in both the WTP and EWR are 4 years past it's useful life; therefore, City staff is recommending that the City Council of the City of Calexico authorize the Acting City Manager to issue Purchase Order to PureAir Filtration in the amount of $113,340.00 for the purchase and installation of two (2) absorbent media for WTP and EWR.
Fiscal Impact:
Capital Improvement Program Budgeted Item for FY 2024-2025 Fund No. 516-90-992-56014-000 $113,340.00
$113,340.00
Coordinated With:
City Manager's Office.
Finance Department.
Public Works Department.
Attachments):
1. PureAir Filtration Quote No. QT_45559.5013.
2. PureAir Filtration letter dated July 9, 2024.
3. D&H Water System letter dated July 11, 2024.
2 ATTACHMENT NO. 1
Headquarters: Atlanta, USA
Pure AIR Offices: Honolulu, USA
FILTRATION Amsterdam, NL
Kuala Lumpur, MY
Your World Leader in the Removal of Gases, Odors, & Vapors To: Jose Alvarado Quote No: QT_45559.5013
Company: City of Calexico
Date: Tuesday, September 24, 2024
PureAir Filtration is pleased to provide the following pricing:
Unit Price Quantity: Extended
Product: Description: (1unit=1 FT'): Price:
Water Plant: PureAir quality adsorbent media sold by
the cubic foot. A porous pellet, formed from
powdered activated alumina and impregnated with a
reagent which enhances the capacity for removal of
Safetysorb chlorine and some other toxic gases. $166.00 440 $73,040.00 East Side Reservoir: PureAir quality adsorbent
media sold by the cubic foot. A porous pellet, formed
from powdered activated alumina and impregnated
with a reagent which enhances the capacity for
Safetysorb removal of chlorine and some other toxic gases. $166.00 50 $8,300.00 Includes removal and installation of filtration media for Media Changeout 2 sites: Water Plant and Eastside Reservoir $22,000.00 $22,000.00 Includes disposal off site of spent media for 2 sites:
Disposal Water Plant and Eastside Reservoir $10,000.00 $10,000.00 *Freight Estimate: _PPA Best Way
*Freight is estimated based on a standard shipment. If any extra items are required (i.e. liftgate, unloading, or limited access), the additional cost of these items will be incurred by the customer. Ask factory for details. *Prices Valid for 90 days* Total Price: $113,340.00
Other Notes: Media to be packaged in bulk sacks.
Lead Time: Orders for Safetysorb or orders for any media quantities larger than 200 cubic feet may take up to 15 business days from receipt of PO until time of ship. Confirm with factory at time of purchase.
Not Included: Freight | Disposal | Replacement Parts or Tools | Taxes Terms: See attached standard terms and conditions
PureAir Contact: Olivia Tomlinson, 678-935-1431 ext. 233
STANDARD TERMS AND CONDITIONS
The following Terms and Conditions are an integral part of PureAir Filtration attached offer to sell equipment or services stated in this Proposal.
A. SHIPMENT: Subject to submittal approval. Estimated shipment is dependent on equipment or services provided. PureAir Filtration is not responsible for delay in shipment or delivery of any kind beyond our control.
B. TERMS: The prices quoted by PureAir Filtration are USD and subject to the following payment terms:
1. Payment (Equipment): 10% down payment, 25% on submittal approval (Due upon receipt), 65% net 30. Net amount due in thirty (30) days after date of each invoice on all orders. If submittal not required down payment will be 35%. Down payment and submittal approval fees are not refundable. Purchaser's payment of invoices shall not be contingent or dependent upon prior receipt of any payment to Purchaser from third parties.
2. ayment (Adsorbent Media): 45% down payment with Purchase Order (Due upon receipt, 55% net 30. Net amount due in thirty (30) days after date of ea voice on all orders. Purchaser's payment of invoices shall not be contingent or dependent upon prior receipt of any payment to Purchaser from third partie
3. Payment (Spare Parts (not including media)): 45% down payment with Purchase Order (Due upon receipt, 55% Due before shipment.
4. Production starts with receipt of submittal fee; for projects without a submittal required, production begins at receipt of initial down payment referenced in B.1.
5. Any invoice unpaid after 30 days from invoice date will be subject to interest charges of 2% per month, compounded.
6. No Retainer is Allowed per the Terms and Conditions of this offer to sell.
7. Lien laws and Bonding Company requirements are such that PureAir Filtration must file claim with City, Bonding Company and Engineer within 60 days from date of invoice on unpaid accounts in order to protect reserve of amounts to cover supplier's unpaid invoice. This is in no way reflective of Contractor's ability to pay. It is only a required action dictated by State lien Laws and Bonding Companies. Therefore, PureAir Filtration claim forms will be filed with the City, Bonding Company and Engineer 10 days before any account receivable becomes 60 days old.
8. Equipment cannot be returned and an order, once accepted and approved, cannot be canceled, without prior written consent. In case of cancellation, Buyer agrees to reimburse PureAir Filtration for all costs incurred plus a mark-up of 20% for overhead expenses.
9. Rental equipment- see separate Terms and Conditions for any products rented from PureAir Filtration.
10. Any orders that are delayed in delivery due to customer request, or orders that are not picked-up by the agreed to date, are subject to an unplanned warehouse storage fee of 1% of product value per day.
C. TAXES: We do not include in this Quotation any Federal, State or Municipal Sales, Use or Gross Income Tax which may be chargeable against the equipment offered. Any such tax which the Seller shall be liable for the payment or collection of shall be paid by the Buyer, although not specifically set out as an Item in this Proposal.
D. PENALTIES: There are no penalties or liquidated damages assessed except as may be specifically provided for in this Proposal.
E. CLAIMS FOR LOSS OR DAMAGE IN TRANSIT: Since material is sold "FOB Factory", the buyer shall handle arranging freight for pickup, or the buyer can request that PureAir assist in arranging freight. If the latter is the case, the freight terms will be "prepay and add" and will include an additional processing fee for PureAir's time. Freight invoice will be received separately. The responsibility for filing claims for loss or damage in transit is the Buyers. We will assist and cooperate with the Buyer in handling such problems.
F. WARRANTY & SERVICE: PureAir Filtration warranties on equipment are limited to the warranty provided to the Purchaser of the specific equipment contained In this Proposal. Start-up or operation of equipment containing electrical or electronic components by unauthorized persons and damage resulting from unauthorized operation will be sufficient grounds to void all warranties on that equipment unless it has been previously checked out and operated by qualified personnel of the manufacturer or their representatives. If such failure is attributable to defects in the material furnished and found to have existed at the time of delivery, the Seller's liability Shall be limited to furnishing necessary replacement material or parts. PureAir Filtration assumes no liability under any conditions for installation, labor, or materials associated with the installation of Seller's materials, unless installation is an integral part of this Proposal and are supplied by PureAir Filtration. This Proposal is for equipment only, and unless stipulated otherwise, does not include field service of any kind. Service will be charged at a rate of $1,500.00 per day, plus travel and living expenses. Two weeks minimum advance notice in writing for start-up service is required. Start-up or supervision service will not be provided by PureAir Filtration on equipment covered by this Proposal if payment for equipment is not current, per item B(1) of these Terms and Conditions.
G. ACCEPTANCE OF THE PROPOSAL: This proposal is subject to Buyer's offer to purchase and to the subsequent acceptance of an Officer of PureAir Filtration. Thereupon it will become the entire Agreement between Buyer and the Seller notwithstanding any previous communications or negotiations, whether oral or written. There are no covenants, agreements, inducements, guarantees, warranties, additions, or considerations other than as set out specifically in this Proposal. The parties intend to be legally bound by this Agreement and to be governed by Georgia law upon the execution of this instrument as a contract. In the event the Buyer issues his own purchase order or prepares a contract based on this Proposal, the Terms and Conditions of this Proposal shall be deemed to be incorporated in the said purchase order or contract unless exception is specifically taken.
H. SPECIAL CONDITIONS: No back charges or delay in payment of equipment shipped or services performed will be accepted by PureAir Filtration unless authorized in advance and confirmed in writing by PureAir Filtration. We wish to assure you that PureAir Filtration will do its utmost to meet your required delivery dates; however, we cannot be held responsible for delays and shortages of material caused by conditions beyond our control.
IN WITNESS WHEREOF, THE Purchaser shall have read the Terms and Conditions set forth above hereof and have executed this Agreement on the date first above written.
By the PURCHASER:
Name: Title:
Date:
ATTACHMENT NO. 2
6050 PEACHTREE PKWY, SUITE 240-187
Pure AIR ATLANTA, GA 30092
Ph: 678-935-1431 | Fax: 678-935-0648
www.pureairfiltration.com | [email protected]
FILTRATION
Date: July 9, 2024
City of Calexico
Water Treatment Plant
545 Pierce Avenue
Calexico, CA 92231
(760) 768-2162
To whom it may concern:
PureAir Filtration has informed the City of Calexico that their emergency chlorine system is out of date and not compliant. This system has been out of date for at least 4 years. Having up-to-date filtration media is important to ensure the safety of everyone involved, including the plant's employees, the surrounding community, and the environment. In case of a chlorine leak, outdated filtration media will not provide the necessary level of protection. To reduce the effects of a potential gas leak, PureAir Filtration recommends replacing the filtration media as soon as possible. We're happy to help in any way we can to ensure the continued safety and well-being of everyone in Calexico. The potential liabilities associated with the emergency chlorine system have been communicated to the City of Calexico, including the City of Calexico Water Treatment Plant.
Regards,
Kevin Jameson
CEO & Founder
PureAir Filtration
T: 678-935-1431 E: [email protected]
1 ATTACHMENT NO. 3
DEH WATEE
SYSTEMS
To: Jose Alvarado
From: Clint Freeman
CC: City of Calexico Public Works-Water Treatment and Distribution Date: 11-Jul-2024
Re: Chlorine Gas System Service
D&H Water Systems, Inc. has been performing annual chlorine gas equipment maintenance services for the City of Calexico for the past 10 years. During recent services our staff has encountered concerning situations around technician safety when performing services at the Water Treatment Plant and Eastside Reservoir chlorine gas system locations.
The media utilized in chlorine gas scrubbers have a 10 year lifespan and the media currently in operation at the City of Calexico's facilities is 4 years past it's useful life. In the event there is a chlorine gas release, there is no assurance that the scrubber will successfully mitigate chlorine gas fumes from being released into the atmosphere.
Most of the chlorine gas system is comprised of Schedule 80 PVC components, which have been in service for more than 15 years. Due to the age of the Schedule 80 PVC components, and conveyance of highly concentrated chlorine solution through the piping system, the structural integrity of the Sch80 PVC components has deteriorated significantly. This has lead to cracks and leaks on fittings used as part of the overall chlorine gas system. It is recommended that the Schedule 80 PVC components utilized on the chlorine gas system currently in operation should be replaced with new Schedule 80 PVC components.
Due to the safety concerns outlined in this memo, D&H Water Systems, Inc. must document all safety related concerns and include them in our Service Reports following each service that is scheduled from this date forward.
Clint Freeman
D&H Water Systems, Inc.
PHONE 925.550.8696 FAX 760.659.5540 WEB www.dandhwatersystems.com EMAIL [email protected]