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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Contract to Ancon Marine DBA Ancon Services to Furnish Materials and Labor for Vault Dewatering, Hazardous Waste Disposal and Emergency Response Clean-Up for Glendale Water & Power (GWP).
1. Motion authorizing the City Manager, or designee, to enter into and execute a three-year contract, with two one-year extensions, with Ancon Marine DBA Ancon Services to Furnish Materials and Labor for Vault Dewatering, Hazardous Waste Disposal and Emergency Response Clean-Up for Glendale Water & Power (Specification No. 3982R) in the amount of $86,015 per year, plus a ten percent (10%) contingency of $8,602 per year, for a total not-to-exceed amount of $283,851 for three-year term, plus the option for the City to renew the contract for two additional one year terms.
The cost for year one of the renewal including 3% escalation is $88,595 plus a 10% percent contingency in the amount of $8,860. The cost for the second year renewal including 3% escalation is $91,254 plus a 10% contingency in the amount of $9,125.
COUNCIL ACTION
Item Type: Consent Items
Approved for December 17, 2024 calendar
EXECUTIVE SUMMARY
In providing reliable operation and maintenance services, Glendale Water & Power (GWP) is occasionally faced with challenges that prevent the continuous service to the public. Intermittently an overhead transformer explodes that requires immediate clean- up and/or an equipment failure in the underground vault requires repair to restore power to the immediate vicinity. But, to conduct these repairs, the vault must first be cleaned and dewatered for GWP staff to safely perform their job. Furthermore, the oily water cannot be discharged to the street as GWP needs to comply with the federal and state environmental regulations. As such, GWP needs a contractor that can dewater and clean these vaults as soon as possible for GWP staff to repair the defective equipment and restore power immediately to the customers. The clean-up and emergency response usually generates hazardous waste that should be disposed properly by a certified contractor.
GWP needs a company that can furnish Vault Dewatering, Hazardous Waste Disposal and Emergency Response Clean-Up services to allow GWP staff to conduct repair and maintenance and restore power and water services as soon as possible to the residents and businesses in Glendale following interruption of service. 2{{section.number}}{{item.number}}
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RECOMMENDATION
Authorize the City Manager to enter into a three-year contract, with two one-year extensions, with Ancon Marine DBA Ancon Services to furnish materials and labor for vault dewatering, hazardous waste disposal and emergency response clean-up for GWP in the amount of $86,015 per year plus a 10% contingency of $8,602 per year, for a total not-to-exceed amount of $283,851. The costs for years four and five will total $197,834 inclusive of a 3% escalation and 10% contingency, for a total not-exceed of $481,685 for the five-year contract term should the City exercise its renewal option.
ANALYSIS
GWP provides reliable power and water services to the residents and businesses in Glendale. In conducting these services, GWP is faced daily with operational, maintenance and construction and regulatory challenges that prevent the continuous service to the public. Occasionally, an overhead transformer explodes and spills oil into resident’s pool or garden, a pipeline breaks and discharges polluted water into the street, or an equipment fails inside an electric vault that is full of water. Additionally, a chemical spill at the Power Plant may require immediate clean-up to protect the public and the nearby river. To conduct some repairs, for example inside the vault, it must first be cleaned and dewatered for GWP staff to safely conduct the repairs. Additionally, the oily water cannot be discharged to the street, as GWP needs to comply with the federal and state discharge regulations. As such, GWP needs a contractor that can provide support services such as vault dewatering, hazardous waste disposal and emergency response clean-up for GWP restore operation. The exact cost for each service varies depending on the location of the work, the size of the vaults, the amount and type of waste generated, and the final disposal location.
Vault Dewatering - Underground vaults accumulate water from rain, from yard cleaning or from residents’ lawn irrigation. An equipment failure in the vault requires cleaning and dewatering these vaults as soon as possible for GWP staff to safely repair the defective equipment and restore power immediately to the customers. At times, the water cannot be discharged to the street, as GWP electric must comply with the water discharge requirements. Additionally, the vault dewatering clean-up and emergency response may generate hazardous waste requiring timely and proper disposal as mandated by the federal and state environmental laws.
Hazardous Waste Disposal - Aside from the waste generated from the emergency clean-up, the GWP water and power O & M and construction activities generate and accumulate hazardous waste in their work areas. The generated waste must be stored, managed and disposed properly and timely. GWP relies on contractors who can transport the waste to certified disposal in-state or out-of-state facilities for appropriate treatment and disposal.
Emergency Response Clean-Up - In some instances GWP operations may generate spills in their work areas that require immediate clean-up due to proximity to a storm drain or water resources that can pose potential risk to the public and the environment.
At times, the spill is large and is beyond GWP staff capacity to clean-up. For example, 3{{section.number}}{{item.number}}
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a damaged transformer may cause its contents to spray into the resident’s swimming pool or vegetable garden requiring immediate clean-up to avoid health risk to the residents in the area. Similarly, a large spill that may occur in the power plant area and may potentially discharge to the river, requires immediate response clean-up to prevent the discharge to the river, avoiding costly environmental and public risk.
GWP needs a certified contractor who can provide a reliable clean-up service to reduce risk to the public and the environment.
GWP posted Specification 3982R on September 11, 2024, on the Glendale Post and at the City’s website under Glendale RFQs. A mandatory pre-bid meeting was held on September 25, 2024, with six potential bidders attending. The bid opened on October 16, 2024, where three qualifying bids were opened, with Ancon Marine DBA Ancon Services being the lowest bidder.
The bid breakdown of the three bidders is as follows:
Rank Bidder Number of
Services
per Year
Bid Amount
per service
Total per year Total/Three-Year
1 Ancon
Marine DBA
Ancon
Services
15 $ 5,734.33 $ 86,014.95 $258,044.85
2 United
Pumping,
Inc.
15 $11,929.63 $178,944.45 $536,833.35
3 Patriot
Environment
al Services
15 $14,770.85 $221,562.75 $664,688.25
Based on the foregoing, GWP staff recommends that the City Council authorize the City Manager, or his designee, to enter into and execute the contract with Ancon Marine DBA Ancon Services.
STAKEHOLDERS/OUTREACH
Not applicable.
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FISCAL IMPACT
The contract with Ancon Services cost $258,045 over the course of three contractual years, not including contingency. Factoring in the potential for contingency, the total not- to-exceed cost for the three-year term is $283,851. The cost for the FY 2024-25, inclusive of contingency is $94,617 which has been included the budget as follows:
Existing Appropriation
Amount Account String Funding Source
$73,801 GL: 43110-5820-GWP-4540-P0000 Electric Works Revenue Fund
$20,816 GL: 43110-5920-GWP-4540-P0000 Water Works Revenue Fund
Future appropriations will be included in the annual budget process for each year.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The project is Categorically Exempt under the provisions of the California Environmental Quality Act (CEQA) pursuant to the California Code of Regulations, Title 14, Sections 15301 and 15302, repair, maintenance, or minor alterations of existing utility facilities, and replacement or reconstruction of existing utility systems or facilities.
CAMPAIGN DISCLOSURE
Not applicable.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Not to approve the staff recommendation to award the contract to Ancon Marine DBA Ancon Services.
Alternative 2: Consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Manuel Robledo, Interim General Manager - Glendale Water and Power Prepared by:
Stephen Nersesyan, Assistant General Manager - Support Services Miriam C. Sykes, Sr. Environmental Program Specialist
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None.