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Agenda Report
December 11, 2023
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TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT WITH MORAN
WELDING DBA BROOKS BROTHERS TRAILERS FOR AN ELECTRIC
TRAILER MOUNTED UNDERGROUND CABLE PULLER FOR AN
AMOUNT NOT-TO-EXCEED $221,260 FOR THE WATER AND POWER
DEPARTMENT.
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 ofCEQAand 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 August 25, 2023, submitted by Moran Welding DBA Brooks Brothers Trailers ("Brooks Brothers") in response to Specifications for an Electric Trailer Mounted Underground Cable Puller for the Water and Power Department ("PWP"); and authorize the City Manager to enter into a Contract with Brooks Brothers for an amount not-to-exceed $221,260, which includes the base contract amount of $201,145 and a contingency of $20,115 to provide for any necessary change orders.
BACKGROUND:
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 electric 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 I
MEETING OF 12/11/2023AGENDA ITEM NO. _...6,
Contract Award to Brooks Brothers
December 11, 2023
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 electric cable puller runs by an electric motor powered by a battery pack. The purchase of a battery-powered electric cable puller will greatly reduce emissions that a diesel or gas-powered cable puller would produce. Currently, there are no known supply chain issues for this equipment.
On August 17,2023,a Notice Inviting Bids for Specifications for an Electric 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 1 1 vendors downloaded the Specification of which none were local. A total of four 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 this equipment. The responsive bid results are shown below in Table I.
Table I: Bid Results
BidderLocationBid Amount
Moran Welding DBA Brooks
Brothers Trailers & EquipmentTroy, MO$201,145
Sherman + Reilly, Inc.Chattanooga, TN$233,199
Technology International, Inc. | Lake Mary, FL$326,982
Al Asher& Sons, Inc.Los Angeles, CA$327,860
Brooks Brothers was the lowest responsive and responsible bidder for this Specification. Therefore, staff recommends that the City Council authorize the City Manager to enter into a Contract with Brooks Brothers for an amount not-to-exceed $221,260, which includes the base contract amount of $201,145 and a 10% contingency of $20,115 to cover unforeseen change orders.
The City has not previously issued any contracts to Brooks Brothers. The proposed Contract complies with the Competitive Bidding and Purchasing Ordinance pursuant to Pasadena Municipal Code Chapter4.GS and the rules and regulations promulgated thereunder.
COUNCIL POLICY CONSIDERATION:
The proposed 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.
Contract Award to Brooks Brothers
December 11,2023
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not a project subject to CEQA in accordance with Section 21065 ofCEQAand 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) that would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in 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. ^
Contract Award to Brooks Brothers
December 11, 2023
FISCAL IMPACT:
The total cost of this action is $221,260, which includes the base contract amount of $201,145 and a 10% contingency of $20,115 to cover unforeseen change orders.
Funding for this action will be addressed by the utilization of existing appropriations in the Power Capital Fund 41 1, Capital Improvement Program 03254 - Power System Equipment. The Contract summary is shown below in Table II.
Indirect and support costs such as maintenance, repair and fuel costs are anticipated to be approximately $14,000 over the 14-year life span of the equipment and will be addressed annually in the operating budget.
Table II: PO Contract Summary
Contract ExpendituresAmount
Base Price$201,145
Contingency (10%)$20,115
Total Not-To-Exceed Contract Amount:$221,260
Respectfully submitted,
SIDNE'HACKSON
General Manager
Water and Power Department
Prepared by:
For Marvin D. Moon
Marvin D. Moon
Assistant General Manager
Water and Power Department
Approved by:
^<t-MIGUEFMARQUEZ
City Manager
NICHOLAS G. RODRIGUEZ
Assistant City Manager