Agend a eport
TO:
FROM:
Honorable Mayor and City Council
Water and Power Department
June 5, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH SHERMAN + REILLY, INC. FOR A TRAILER MOUNTED
UNDERGROUND CABLE PULLER FOR AN AMOUNT NOT TO
EXCEED $282,901
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is not a project subject to the California Environmental Quality Act ("CEQA") pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required; and
2. Accept the bid dated April 14, 2023, submitted by Sherman+ Reilly, Inc. in response to Specifications for Trailer Mounted Underground Cable Puller; and authorize the City Manager or designee, to enter into a Purchase Order ("PO") Contract with Sherman + Reilly, Inc. not to exceed $282,901, which includes the base contract amount of $257,182 and a contingency of $25,719 to provide for any necessary change orders.
BACKGROUND:
The Pasadena Water and Power Department ("PWP") performs maintenance, construction, and emergency operations on the City's electrical transmission and distribution systems. Power Delivery crews require specialized equipment and construction material essential to completing activities critical to electric system reliability, resilience, and safety. A new trailer mounted underground cable puller is required for the installation of underground cable. An underground cable puller is a tool used to install or replace electrical cables in conduits that are buried underground. It is commonly used in the construction and maintenance of power transmission and distribution systems, telecommunications networks, and other underground infrastructure.
The cable puller typically consists of a hydraulic winch mounted on a trailer or truck, along with a series of rollers, guides, and tensioners. The cable puller is an essential tool for ensuring the safe and efficient installation of underground cables. It helps to minimize the risk of damage to the cable, reduce the time. and labor required for installation, and ensure that the cable is properly positioned and tensioned for optimal performance. The purchase MEETING OF 06/05/2023 AGENDA ITEM NO. _2 __ _
PO Contract Award to Sherman+ Reilly, Inc.
June 5, 2023
of a cable puller will alleviate the need to annually rent one for large cable installation jobs and it could also be used for urgent unexpected cable failure replacements.
On April 6, 2023, a Notice Inviting Bids for Specifications for Trailer Mounted Underground Cable Puller was published in the Pasadena Press and Pasadena Journal. The invitation was also published on OpenGov, which generated notices to all vendors previously registered with the City for this particular commodity class. A total of 15 vendors downloaded the Specification of which none were local. A total of three bids were received by the bid opening date. No bids were received from local firms and staff was unable to identify any local business that can provide these services. The responsive bid results are shown below in Table I.
Table I: Bid Results
Bidder Location Bid Amount
Sherman + Reilly, Inc. Chattanooga,TN $257,181
Technology International, Inc. Lake Mary, FL $288,855
Al Asher & Sons, Inc. Los Angeles, CA $296,828
Sherman was the lowest responsive and responsible bidder for this Specification.
Therefore, staff recommends that the City Council authorize the City Manager or designee to enter into a PO Contract with Sherman + Reilly, Inc. for an amount not to exceed $282,901, which includes a 10% contingency of $25,719 to cover unforeseen change orders.
The City has not previously issued any purchase orders or contracts to Sherman + Reilly, Inc. The proposed PO Contract complies with the Competitive Bidding and Purchasing Ordinance pursuant to Pasadena Municipal Code Chapter 4.08 and the rules and regulations promulgated thereunder.
COUNCIL POLICY CONSIDERATION:
The proposed PO Contract is consistent with the City Council's goals to maintain fiscal responsibility and stability, and PWP's strategic initiatives to enhance customer satisfaction and confidence, improve efficiency and business continuity, and maintain PWP's fiscal health and stability.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not 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 contract, which provides for the purchasing of equipment, is a continuing administrative and maintenance activity (i.e., purchasing of supplies).
Moreover, this act.ion would not commit the City to undertaking or approving any actual or specific physical construction activities or any other actions that involve physical PO Contract Award to Sherman + Reilly, Inc.
June 5, 2023
changes to the environment. Therefore, the proposed action is not a "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.
FISCAL IMPACT:
The maximum cost of this action will be $282,901. Funding for this action will be addressed by the utilization of existing appropriations in the Power Capital Fund 411, Power System Equipment (3254). The contract summary is shown below in Table II.
Table II: Contract Summary
Contract Expenditures
Price
Tax (10.25%)
Delivery
Subtotal
Continaency (10%)
Total PO Contract
Prepared by:
c:}11- o,C4_.'2.
Marvin D. Moon
Assistant General Manager
Water and Power Department
Approved by:
MIG~~Q~
City Manager
Amount
$224,598
$23,021
$9,562
$257.181
$25,719
$282,901
Respectfully submitted,
~ SIDNEYJASON
General Manager
Water and Power Department