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8 DATE: August 19, 2024
TO: President and Members of the EMID Board of Directors VIA: Stefan Chatwin, City/District Manager
Marlene Subhashini, Assistant City/District Manager
FROM: Andrew Brozyna, Public Works Director/City/District Engineer Laura Galli, Engineering Manager
DEPARTMENT: Public Works
SUBJECT: EMERGENCY GENERATOR REPLACEMENTS PROJECT (CIP
455-705) – AWARD OF VENDOR CONTRACT TO BAY CITY
ELECTRIC WORKS FOR PURCHASE OF THREE GENERATORS
AND TWO AUTOMATIC TRANSFER SWITCHES FOR LIFT
STATIONS 22, 29, AND 59
RECOMMENDATION
It is recommended that the EMID Board of Directors adopt the attached resolution authorizing the President to execute an agreement with Bay City Electric Works (BCEW) for the purchase of three (3) emergency generator systems and two (2) automatic transfer switches for CIP 455-705 - Emergency Generator Replacements Project in the amount of $1,587,158.
EXECUTIVE SUMMARY
CIP 455-705 addresses the replacement of emergency generator systems (generators) and automatic transfer switches (ATSs) at ten (10) of the District’s lift stations.
Staff prioritized Lift Station 22, 29 and 59 because their generators and ATSs have reached the end of their service lives. The lead time for the delivery of the new equipment is estimated to be between 42 and 60 weeks.
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8 The EMID Board action to award the vendor contract to BCEW will allow staff to pursue the equipment procurement prior to the award of the construction contract to keep its delivery in sync with the construction timeline while the project design is underway, minimize the supply chain issues including potential future price increases, and reduce potential delay claims by the installation contractor.
BACKGROUND
CIP 455-705 consists of the replacement of generators and ATSs at ten (10) of the District’s lift stations. Lift Stations 22, 29 and 59 are prioritized because their equipment has reached the end of their service lives.
At the meeting on June 6, 2022, the District Board adopted EMID Resolution No. 3652 approving the issuance of a Request for Proposals (RFP) for a professional design firm to prepare the design and scope of work for the three priority lift stations.
Subsequently, on August 16, 2022, the District Board adopted EMID Resolution No. 3672 authorizing a Professional Services Agreement with Freyer & Laureta, Inc., in an amount not to exceed $240,128 to provide professional engineering services for the preparation of construction documents suitable for bidding.
A basis of design report, including assessment of the existing generators and ATSs, recommendations for replacement sizes and locations, preliminary project timeline, and engineer’s estimate, was then prepared for these three priority lift stations in 2023. Lead time for the equipment was estimated to be between 42 and 60 weeks out.
Due to the long lead time, a separate equipment procurement prior to the award of the construction contract is prudent to minimize the effects of supply chain issues including potential future price increases and potential delay claims by the installation contractor.
On May 20, 2024, the District Board adopted EMID Resolution No. 3757 approving the equipment procurement bid package and authorizing the call for bids for three (3) generators and two (2) ATSs for Lift Station 22, 29, and 59.
ANALYSIS
Staff followed competitive bidding requirements of the California Public Contract Code and advertised the bid on various media channels. A Notice to Bidders was published in the Foster City Islander for 2 weeks. The bid description and package were posted on the Foster City and Barker Blue websites and distributed to six (6) Builders Exchanges, covering Alameda County, Santa Clara County, Contra Costa County, the Bay area, the San Francisco area, and the Sacramento area. In addition, four (4) qualified vendors were notified of the request for bid via telephone calls and emails with a link to the bid package posted on both the Foster City and Barker Blue websites. 7 0
8 One (1) bid was received on June 18. Staff contacted the four qualified vendors for their feedback on the bid package and their no-bid decision making. Peterson Power and Cummins expressed they are at their capacity due to high demand in the industry. Generac indicated they missed the bid albeit they were notified via email directly. The sole bid was opened on June 24, 2024, with the following results.
Company Name Total Base Bid
Plus Alternate
Amount
over/under Base
Bid Plus Alternate
% over/under Base
Bid Plus Alternate
$ $ %
BCEW $1,587,158.00 $ 66,776.00 4.2%
Engineer’s Estimate $1,520,382.00 - -
The total bid price of $1,587,158 is $66,776 (4.2%) over the Engineer’s Estimate (EE).
Because the bid price is very close to the overall engineer’s estimate for the total package costs, it is recommended that the City/District lock in this pricing with BCEW. Staff also evaluated the bid for responsiveness and responsibleness based on qualification-based selection criteria. BCEW has all the necessary certifications, qualifications, and experience to deliver the equipment in alignment with the project construction timeline in addition to their total bid price being responsive and in line with the EE. BCEW has performed similar work throughout the Bay Area and their clientele includes San Jose City, Silicon Vally Clean Water WWTP, Sunnyvale WWTP, Livermore WTP, Palo Alto Pump Station, and VAT Palo Alto.
CALIFORNIA ENVIRONMENTAL QUALITY ACT
This action is not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.) as this project is exempt from the provisions of CEQA as a Class 2 (Replacement or Reconstruction) pursuant to CEQA Guidelines 15302 because this project will be a replacement of existing facilities on the same site for the same purpose and capacity as the structure being replaced.
FISCAL IMPACT
Funding in the amount of $1,587,158 for the equipment procurement is available in the CIP 455-705 Emergency Generator Replacement Project budget.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
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8 ATTACHMENTS:
Attachment 1 - Resolution
Attachment 2 – Vendor Agreement