PASof^0 V-^4-
07 * *
(0 3E
co 0CD 0^
^<^ -<>^ 0
Agenda Report
December 15, 2025
TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT FOR AN AMOUNT NOT-TO-EXCEED $750,000 FOR THREE YEARS WITH
WESTAIR GASES & EQUIPMENT, INC. TO FURNISH AND DELIVER
CALIBRATION AND INDUSTRIAL GASES FOR THE BROADWAY AND
GLENARM POWER PLANTS
1 I
I
!
!
i
i
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the action proposed herein is not a "project" subject to the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 21065 and within the meaning of Section 15378(b); and
2. Award contract to the lowest responsive bid dated July 3, 2025 submitted by West^ir Gases & Equipment, Inc. to furnish and deliver calibration and industrial gases and authorize the City Manager to enter into a three-year contract for an amount not-to-exceed $750,000, which includes a base contract amount of $663,000 and a contingency of $87,000 for additional purchases based on unit operation.
BACKGROUND:
The City of Pasadena owns and operates the Gtenarm and Broadway Power Plants, whose generation units operate under local and federal air quality permits. In accordance with applicable rules and regulations, the generation units are equipped with Continuous Emissions Monitoring Systems (CEMS) which require calibration to ensure the quality and accuracy of the collected data. In addition, industrial gases are also used in the operation of the facilities as blanket gases, purge gases, and for welding activities. To fully comply with regulations and provide necessary facility maintenance, Pasadena Water and Power (PWP) requires the services of a contracted vendor that will regularly supply and deliver calibration gases and industrial gases for plant operation.
PWP issued a Notice Inviting Bids on May 8, 2025 to solicit competitive bids to Furnish I
s,
MEETING OF.12/15/2025AGENDA ITEM NO..5
Contract to Furnish and Deliver Calibration and Industrial Gases for the Power Plant December 15, 2025
and Deliver Calibration and Industrial Gases for Broadway/Glenarm Power Plant. The solicitation was posted through OpenGov, the City's procurement platform, which generated notices to all vendors who have previously registered with the city for this commodity class. A total of 10 vendors downloaded the specifications of which none were local. A total of three electronic bids were received, two of which were deemed non- responsive as the bidders would not accept the City's contractual terms and conditions.
None of the bids were from local companies. The City received a single responsive bid from WestAir Gases & Equipment, based in San Diego, California. The bid results are shown below in Table 1.
Table 1: Responsive Bid
BidderAmount ($)
WestAir Gases & Equipment, Inc. San Diego, CA$ 221,000
It is recommended that a three-year contract be awarded to West^ir Gases & Equipment Inc., the lowest responsive and responsible bidder. The three-year contract award will be for $750,000, which includes a base bid of $663,000 and a contingency of $87,000 to cover any purchases based on increased generation expected during work on the City's distribution system. The bid pricing submitted by WestAir Gases is in line with current industry pricing for the purchase of calibration and industrial gases to meet local and federal regulations. The proposed contract fully complies with the Competitive Bidding and Purchasing Ordinance, Pasadena Municipal Code, Chapter 4.08. West^ir Gases & Equipment, Inc. has not previously received a contract award from the City of Pasadena.
COUNCIL POLICY CONSIDERATION:
The proposed contract is consistent with the Public Facilities Element of the General Plan and supports the City Council's goal to improve, maintain and enhance public facilities and infrastructure; to provide high level of public service which adds to the quality of life in the City and increase its attractiveness through more efficient management of resources.
ENVIRONMENTAL ANALYSIS:
CEQA excludes, from environmental review, actions that are not "projects" as defined by CEQA Guidelines Section 21065 and within the meaning of Section 15378(b). Sections 21065 and 15378(b) define a project as an action which may cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Section 15378 excludes from the definition of "project" continuing administrative or maintenance activities, such as purchases for supplies and services. The actions proposed herein, authorizing the City Manager to enter into a contract with WestAir Gases & Equipment Inc. for calibration and industrial gases, is an administrative activity for the purchasing of supplies, and therefore is not a "project" as defined by CEQA. Since the action is not a project subject to CEQA, no environmental document is required.
Contract to Furnish and Deliver Calibration and Industrial Gases for the Power Plant December 15, 2025
FISCAL IMPACT:
The total cost of this action and contract award including contingency is $750,000. The Department will utilize existing budgeted appropriations in the Power Fund (Fund 401)to support the first six months of contract costs. Future contract costs will be budgeted as part of the department's annual operating budget. There is no fiscal impact to the General Fund.
Respectfully submitted,
DAVID M. REYES
General Manager
Water and Power Department
Prepared by:
'^^r^'^y-1'
Kelly Nguyen
Assistant General Manager
Approved by:
-^L ^...
(^/ MfGUEL MARQUEZ,
\ City Manager