CITY OF POMONA
COUNCIL REPORT
May 16, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Chris Diggs, Water Resources Director
SUBJECT: AWARD A THREE YEAR CONTRACT TO CARBON ACTIVATED CORPORATION FOR THE PURCHASE OF GRANULAR ACTIVATED CARBON AND RESIN FOR WATER TREATMENT IN THE AMOUNT OF $3,407,703 RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a three year contract to Carbon Activated Corporation for the purchase of Granular Activated Carbon (GAC) and resin in the total contract amount of $3,407,703; Reject the bid from Calgon Carbon Corp.; and
Authorize the City Manager to execute a three-year agreement with Carbon Activated Corporation to supply GAC, resin, and to remove and replace the supplies filter media in a total not-to-exceed amount of $3,407,703.
EXECUTIVE SUMMARY:
The current contract for GAC and resin expires June 30, 2022. Staff is requesting Council’s approval to award a new contract to Carbon Activated Corporation. The recommended agreement will allow for the procurement of filter media necessary to comply with drinking water standards.
FISCAL IMPACT:
Funding for the replacement of GAC and resin is available within the WRD proposed FY 2022-23 Water Operating budget (571-8129-53880-00000). Expenditures are limited annually by the Department’s budgeted appropriations. Annual expenditures are estimated on average to be $1,340,000. Funding for future year contract amounts will be included in future annual budget submissions.
PUBLIC NOTICING REQUIREMENT:
In accordance with Section 2-993.1(4)a of the City’s Purchasing Ordinance, a public notice inviting bids was posted on the City’s website on March 23, 2022 and bids were open on April 4, 2022.
PREVIOUS RELATED ACTION:
On September 14, 2020, Council approved an agreement with Prominent Systems, Inc., now known as Karbonous was awarded a one-year contract with a one year option to renew for the purchase of GAC and resin.
On November 15, 2021, Council approved payment to Carbon Activated Corporation for an emergency purchase of GAC and services due to Karbonous’s inability to supply the materials and services.
DISCUSSION:
The City’s Water Resources Department (WRD) staff operate and maintain 15 wells in the Chino Basin. As part of the water treatment process GAC and resin are used to remove volatile organic compounds and perchlorate.
On March 23, 2022, the Invitation for Bid (IFB) No. IFB 2022-1005 “GAC and Resin Services” was issued on the City’s electronic bidding platform. The solicitation notified 330 potential suppliers, of which 19 suppliers downloaded the IFB, resulting in the City receiving 4 proposals. All proposals met minimum qualifications.
Vendor
Bid (Three-Year)
Carbon Activated Corp
$ 522,713.50
Evoqua Water Technologies, LLC
$ 560.846.00
Karbonous, Inc
$ 825,904.00
Calgon Carbon Corporation(GAC Only)
$ 259,722.00
Calgon Carbon Corporation submitted the lowest bid but their bid only includes GAC and not the resin. WRD is requesting their bid is disqualified for this reason.
Carbon Activated Corporation proposal submitted the next lowest responsive bid. Therefore, staff recommends City Council authorize the City Manager to execute the attached agreement with Carbon Activated Corporation (Attachment No. 1).
Prepared by:
_____________________________
Steve Paz
Production and Treatment Supervisor
Attachment No. 1 – Agreement with Carbon Activated Corporation Award of Contract for Granular Activated Carbon and Resin