December 5, 2022
TO: Honorable Mayor and City Council
FROM: Water ·and Power Department
SUBJECT: AUTHORIZATION TO ENTER INTO PURCHASE ORDE.R CONTRACT WITH TECHNOLOGY INTERNATIONAL, INC. TO FURNISH AND,
DELIVER WATERVALVE SERVICE BOXES AND COVERS FOR AN
AMOUNT NOTTO EXCEED $104,995 PERYEAR FOR THE WATER
AND POWER DEPARTMENT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subjectto the California Environmental Quality Act f'CEQA") pursuant to Section 21065 of CEQA and Sections 15060 (c)(2), 15060 (c)(3), and 15378 of the StateCEQA Guidelines and, as such, no environmental document pursuant to CEQA is required for the project; and
2. Accept the bid dated September 1,202 .2, submitted by Technology International, Inc. in response to Specification W□-22~10, to furnish and defiverwater valve service boxes and covers; reject all other bids received; and authorize the issuance of a purchase order contractwith Technology International, Inc. in an amount not to exceed $104,,995 per year for a period of four years, with two optional one-year extensions not to exceed $104,995 per yeat, at the discretion of the City Manager or designee, for g maximum total contract length ofsixyears not to exceed$629,970.
BACKGROUND:
The Pasadena Water and Power Department (IIPWP,t) regularly completes water distribution projects as identified in the adopted Capital Improvement Program ("CIP"), Water System and Resources Plan,, and other water operations~related work.
Specification wo ... 22 .. 1 o provides for a contract to furnish and deliver water valve service boxes and covers to PWP as needed to provide access for PW P's Water Division construction crews to underground water system gate valves for operaUon. - --1
10 I .,.,.....,...,--►-----~1_u_~_o_5·~1_2~0_22~· ~· ------=- --A_, G_:iE_t\l-'o_,'J....,,,.........._N_<o_•· _____ ~------ ---' Contract with Technology International, Inc. for Water Valve Service Boxes December 5, 2022
On August 11, 2022, a Notice Inviting Bids for Specification WD-22-1 O was advertised in the Pasadena Press and Pasadena Journal in addition to being posted online through Planet Bids. Planet Bids generated notices to 854 vendors. A total of 22 vendors downloaded the Specification, of which two were local. A total of two bids were received by due date of September 1, 2022, none from local vendors. A pre-bid conference was not conducted.
The bids were evaluated by multiplying the unit price by the estimated quantity to arrive at a total price per year. The estimated quantities were determined by the frequency with which the corresponding bid items are required by PWP. This evaluation method and estimated quantities were fully disclosed in the Specification.
The bid results are as follows:
Bidders Bid Amount ($)
Technoloav International, Inc., Lake Marv, FL $104,995
South Bay Foundry, San Bernardino, CA $118,684
Technology International, Inc. provided the lowest responsive and responsible bid. The proposed purchase order contract complies with Competitive Bidding and Purchasing Ordinance P.M.C. 4.08 and the rules and regulations promulgated thereunder. Staff recommends that the City Council authorize the issuance of a purchase order contract with Technology International, Inc. in an amount not to exceed $104,995 per year for a . period of four years, with two optional one-year extensions not to exceed $104,995 per year, at the discretion of the City Manager or designee.
Technology International, Inc. has no former or current contracts with the City. PWP Warehouse personnel will monitor the purchase order contract spending.
Contract with Technology International, Inc. for Water Valve Service Boxes December 5, 2022
COUNCIL POLICY CONSIDERATION:
The proposed purchase order contract is consistent with the City Council Strategic Planning Goal to improve, maintain, and enhance public facilities and infrastructure. It supports PWP's Water System and Resources Plan adopted by the City Council in 2021 and addresses the replacement of aging water distribution mains and establishment of reliable infrastructure for the City's water system.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not a project subject to CEQA in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2}, 15060 (c)(3), and 15378. The authorization of the proposed purchase order contract is a continuing administrative and maintenance activity (i.e., purchasing of supplies). Moreover, this action would not commit the City to undertaking or approving any actual or specific physical construction activities or any other actions that involve physical changes to the environment. Therefore, the proposed action is not a
11 project" subject to CEQA, as
defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines.
Since the action is not a project subject to CEQA, no environmental document is required.
Contract with Technology International, Inc. for Water Valve Service Boxes December 5, 2022
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FISCAL IMPACT:
The total cost of this acti.on will be $62.9,970 over six years ($104,995 peryear), which includes the two optional one--year extensions. Funding forth is actionwiU be addressed by the utilization of existing and futureapproprjations .in the Water Operating.Fund 402 and Water Capital Fund 412, Capital lrnprovernent Projects 01080 - OistribuUon Mains, 01082 - Customer Mains, Meters,. and Servicesj as well as the uUlization of approved appropriations for operating and maintenance of water transmission and distribution systems. It is antiGipated that $55,000 will be spent during thfi currentfiscal year. The remainder of the costs wm be spent over the next five fiscal years ifthe optional extensions are exercised.
The fiscal impact summary is shown below:
Maximum Contract Arnount $629,970
Contract Administration $. 10,000
Total Fiscal Impact: fiscal years 2023-2028 $639,970
Prepared by:
LH-fv YMtiuez
Leon Vasquez
Management Analyst II,
Approved by:
MIGUEL MARQUEZ
City Manager
J
I
water and Power Department