PASb^^0 ^^^
0T
•^ *
<o 3:
co 0co 0
^<</ -^^ 0^ ?-4rEO
Agenda Report
March 11, 2024
TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: CONTRACT AWARD TO EFR ENVIRONMENTAL SERVICES, INC. TO
FURNISH LABOR, MATERIALS, AND EQUIPMENT FOR THE RENTAL
OF TEMPORARY WATER STORAGE TANKS FOR AN AMOUNT NOT-
TO-EXCEED $270,510 FOR THE MONK HILL TREATMENT PLANT
FOR THE WATER AND POWER DEPARTMENT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the project is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15301 (Existing Facilities) and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. Accept the bid dated December 06, 2023, submitted by EFR Environmental Services, Inc. ("EFR") in response to Specifications 2023-IFB-LM-900 to furnish labor, materials, and equipment for the rental of temporary water storage tanks for the Monk Hill Treatment Plant; reject all other bids received; and, authorize the City Manager to enter into a contract with EFR for $135,255, or three years, whichever comes first, with an option for three additional one-year terms at $45,085 per year, at the discretion of the City Manager for a maximum total contract amount not-to-exceed $270,510.
BACKGROUND:
Pasadena Water and Power ("PWP") owns and operates the Monk Hill Treatment Plant ("MHTP"). The MHTP removes perchlorate and volatile organic compounds from the Monk Hill Wells. The MHTP is part of the offsite groundwater cleanup of the Jet Propulsion Laboratory ("JPL") and is fully funded by JPL.
At MHTP, PWP rents two 18,000-gallon Adler Tanks from EFR, which are used to temporarily store water during backwashing of virgin Granular Activated Carbon ("GAC") and/or reactivated GAC. Water is sent in an up-flow direction (backwash) through a steel vessel containing GAC for removal of carbon fines and directed to the tanks via MEETING OF 3/11/2024AGENDA ITEM N0.__11
Contract with EFR Environmental Services, Inc. for Rental of Temporary Water Storage Tanks for Monk Hill Treatment Plant
March 11, 2024
hoses. The tanks require removal of the incidental water and carbon fines that accumulate and slow the draining process. When this occurs, PWP field operators notify EFR for tank cleaning and disposal of incidental water and carbon fines in the tanks.
The water and carbon fines are non-hazardous waste. EFR is responsible for cleaning the tanks, disposing of the non-hazardous waste, and providing waste hauling documentation for hauling and disposal.
On November 30, 2023, a Notice Inviting Bids for temporary water storage tanks for Monk Hill Treatment Plant was published in the Pasadena Press, as well as posted on OpenGov. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 16 vendors downloaded the specifications. A total of two bids were received by the bid due date, with no bids received from local contractors.
The results of the bids were as follows:
Bidders
EFR Environmental Services, Inc., Alpine, CA
MP Environmental, Bakersfield, CA
Total Bid
$45,085/year
$70,630/year
EFR Environmental Services, Inc. is the lowest responsive and responsible bidder that complied with the Specification requirements and possesses a valid California State Contractors License Classification "A".
The proposed contract complies with Competitive Bidding and Purchasing Ordinance P.M.C. 4.08 and the rules and regulations promulgated thereunder. The project was bid as a prevailing wage project and workers employed by the contractor will be paid the general prevailing rate of per diem wages as determined by the California Director of Industrial Relations. The project will meet the requirements of prevailing wage law under California Labor Code Sections 1720 through 1861 and Title 8 of the California Code of Regulations.
It is recommended that the City Council authorize the City Manager to enter into a contract with EFR Environmental Sen/ices, Inc. for $135,255, or three years, whichever comes first, with an option for three additional one-year terms at $45,085 per year, at the discretion of the City Manager, for a maximum total amount not-to-exceed $270,510. The bid includes the furnishing of all labor, material, equipment, apparatus, delivery, and all other services necessary and incidental for the cleaning and rental of temporary water storage tanks as required by PWP.
The City has awarded two contracts and a purchase order to EFR Environmental Services, Inc. since July 2019, collectively valued at approximately $157,359.
Pasadena's previous Contract (#32101) with EFR expired in September of 2023.
Contract with EFR Environmental Sen/ices, Inc. for Rental of Temporary Water Storage Tanks for Monk Hill Treatment Plant
March 11, 2024
COUNCIL POLICY CONSIDERATION:
The proposed contract is consistent with the City Council's Strategic Planning Goals to:
(i) Improve, maintain, and enhance public facilities and infrastructure; and (ii) Ensure public safety. It supports the Water System and Resources Plan that was adopted by the City Council in 2021 to provide reliable water service and avoid and/or mitigate disruptions in the PWP water system.
ENVIRONMENTAL ANALYSIS:
The proposed contract is categorically exempt from CEQA pursuant to State CEQA Guidelines Section 15301 (Class 1: Existing Facilities). Class 1 exempts from environmental review "the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use." The proposed contract would provide for the rental and maintenance of temporary water storage tanks as required by PWP. There would be no expansion of use of the MHTP. There are no features that distinguish this project from others in the exempt classes and, therefore, there are no unusual circumstances.
Contract with EFR Environmental Services, Inc. for Rental of Temporary Water Storage Tanks for Monk Hill Treatment Plant
March 11, 2024
FISCAL IMPACT:
The total cost of this action will be $270,510, which includes the initial period of three years and three optional one-year terms, if exercised. Funding for this action will be addressed by the utilization of existing appropriations in the Water Operating Fund 402 (Account No. 49507430-811400) and the total cost will be reimbursable by Caltech under Contract No. 18,989. It is anticipated that $45,085 of the cost will be spent during the current fiscal year. The remainder of the costs will be spent over the next five fiscal years.
The following table presents the contract summary:
Initial three-year term$135,255
Three optional one-year extensions | $135,255
Total Fiscal Impact$270,510
Respectfully submitted,
DAVID M. REYES
Acting General Manager
Water and Power Department
Prepared by:
Gabe Morris
Management Analyst II
Water and Power Department
Approved by:
A-\^Q f^=^
"MARQUEZMIGUE
City Manager