CITY OF POMONA
COUNCIL REPORT
April 17, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted by: Chris Diggs, Water Resources Director
Subject: AWARD A BID TO GRISWOLD INDUSTRIES, TO PROVIDE AUTOMATIC CONTROL VALVE REPAIR, REPLACEMENT AND MAINTENANCE SERVICES AT THE PRICES BID RECOMMENDATION:
It is recommended that the City Council approve the following action:
Award a bid to Griswold Industries (Griswold), for a three-year term, with two, one-year extension options to provide automatic control valve repair, replacement and maintenance services at the prices bid for time and materials; and Authorize the City Manager, or designee, to execute the agreement and any amendments, subject to approval to form by the City Attorney.
EXECUTIVE SUMMARY:
The proposed action will award a three-year contract, with an additional two (2) one-year options, for automatic control valve repair, replacement and maintenance services. These valves are responsible for maintaining pressures throughout the water distribution system, and as such their proper operation is paramount to a properly operating system.
FISCAL IMPACT:
The proposed agreement is anticipated to start July 1, 2023, at the beginning of FY 2023-24. The total estimated fiscal impact for the three-year term is $300,000 ($95,000 FY 2023-24, $95,000 FY 2024-25 and $110,000 FY 2025-26). Funding for this agreement is included in the Water Resources Department Operating proposed budget FY 2023-24 request ($50k, Acct # 571-8124-53720-00000 and $45k, 571-8123-52285-00000) for automatic control valve repair, replacement and maintenance services.
DISCUSSION
The City maintains and operates over 130 automatic control valves throughout the City ranging in size from 4-inch to 24-inch in diameter. Automatic control valves are a critical component of the water system which are utilized to manage water flow and pressures throughout the City’s potable and recycled water distribution systems. The City repairs approximately 30 automatic control valves per year, some of which need full replacement. The contractor will be responsible for the maintenance, repair and replacement as needed, of the City’s automatic control valves.
In accordance with Section 2-993.1 (4) of the City’s Purchasing Ordinance, a public notice inviting bids was posted on PlanetBids on November 30, 2022; IFB # 2022-1020, where 215 prospective vendors were notified, 5 downloaded bid and ultimately 1 bid was received from Griswold. Griswold is the owner of Cla-Val Inc., who is the manufacturer of the automatic control valves which is the City’s standard equipment for the water system. Griswold submitted the only bid and was able to fully meet the requirements listed in the scope of services. The agreement will begin on July 1, 2023 and expire on June 30, 2026, at the department’s option they have the ability to extend twice for one-year periods.
Prepared by:
Stephen Paz
Water Treatment Supervisor
Attachment:
Attachment 1 – Griswold pricing sheet, IFB# 2022-1020
Award of Contract to Griswold Industries for Control Valve Repairs and Replacements April 17, 2023