City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 5, 2022 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: AWARD OF REQUEST FOR QUALIFICATION NO. 2117 FOR A CONTRACTORS PANEL TO PROVIDE CONSTRUCTION, MAINTENANCE, REPAIR, AND REHABILITATION SERVICES AT THE RIVERSIDE REGIONAL WATER QUALITY CONTROL PLANT, CITY-WIDE SEWER/STORM DRAIN COLLECTION SYSTEM AND THE TEQUESQUITE LANDFILL ISSUE:
Approve Master Agreements for Riverside Regional Water Quality Control Plant, Citywide Sewer/Storm Drain Collection System and the Tequesquite Landfill Construction Work on an as-needed basis for Request for Qualification No. 2117.
RECOMMENDATIONS:
That the City Council:
With at least five affirmative votes, adopt a resolution waiving the formal competitive procurement requirements of Section 1109 of the City Charter for the bidding and award of Public Works construction projects under $350,000, under the Master Agreement for construction, maintenance, repair, and rehabilitation services at the Riverside Regional Water Quality Control Plant, City-wide Sewer/Storm Drain Collection System and the Tequesquite Landfill, and authorizing the City Manager, or his designee, to award such construction projects; Award Request for Qualification No. 2117 for construction, maintenance, repair, and rehabilitation services at the Riverside Regional Water Quality Control Plant (RWQCP), City-wide Sewer/Storm Drain Collection Systems and the Tequesquite Landfill on an As-needed Basis to the responsive and responsible contractors as noted hereon; and Approve ten (10) Master Agreements for construction, maintenance, repair, and rehabilitation services at the Riverside Regional Water Quality Control Plant, City-wide Sewer/Storm Drain Collection System and the Tequesquite Landfill on an As-needed Basis, for an initial term of three years and three optional one-year extensions; and Authorize the City Manager, or his designee, to execute the Master Agreement for construction, maintenance, repair, and rehabilitation services at the Riverside Regional Water Quality Control Plant, City-wide Sewer/Storm Drain Collection Systems and the Tequesquite Landfill on an As-needed Basis to the responsive and responsible contractors as noted hereon, including making non-substantive changes, to execute project specific supplemental agreements, and to add qualified contractors to the contractors’ panel, and to execute the Master Agreement in substantially the same form as attached to this report, with subsequent reports back to the City Council from time to time on the addition or deletion of such new Panel members.
BACKGROUND:
On December 4, 2018, City Council authorized the establishment of a construction services panel to support the Wastewater Division’s RWQCP capital improvement program on an as-needed basis. Over the past three years, seven (7) agreements have been issued to two (2) contractors, and four (4) purchase orders with no agreements have been issued to three (3) contractors for smaller projects of less than $25,000, in the total amount of $1,034,071 (see Table 1 below). The contractor panel expired on December 31, 2021.
Table 1
Contractor
Project Name
Agreement / PO Date
Amount
1 C.P. Construction Company, Inc.
1. Miscellaneous Storm Drain Repair Work
2. Sewer Odor Control Improvement Project – SART II
3. Sewer Lateral Repair
2-6-2019
4-4-2019
2-21-2019
$106,156
$33,950
$3,500
2 GSE Construction Company, Inc.
1. Effluent Metering Flow Control Outflow Structure Rehab
2. Valve Replacement in the Sludge Pump Station No. 3
3. Headworks Raw Screening and Grit Removal Screw Replacement
4. Sewer Lift Station generation electrical connects for Dexter, Fairgrounds, Lakewood, Rivercrest, University Knolls, and Western Quick Connect.
5. Van Buren Lift Station Equipment Rehabilitation
6. JFK Sewer Lift Station Rehabilitation
6-4-2019
8-16-2019
6-2-2020
6-2-2020
9-21-2021
10-19-2021
$21,700
$168,495
$69,300
$189,700
$200,385
$208,100
3 Sancon
Engineering Inc.
Fairmont Park Sewer Repair
5-15-2019
$22,985
4 Trautwein Construction
Dirt Replacement and relocate
3-12-2019
$9,800
DISCUSSION:
The contractors on the Panel are pre-qualified to bid on construction projects under a Master Agreement. The Master Agreement incorporates all contractual requirements including bonding and insurance. When RWQCP requires work by a contractor, request for bids is sent out to Panel members that are within their categories of installation and construction. Bids are returned and opened within one to two weeks. The Finance Department, Purchasing Division, will award each bid to the lowest responsive and responsible bidder by means of a signed Supplemental Agreement with requires bonds, if necessary, and issuance of a Purchase Order. RWQCP will only use the Panel for projects that are less than $350,000; projects in excess of this amount are bid through the City’s formal competitive bidding process. The overall cost of each Specific Project Contract under this agreement shall not exceed $350,000, or the cumulative cost of multiple projects shall not exceed $1,000,000 annually. Any project that exceeds the total $350,000 amount during construction for change orders will be brought to Council for approval before work can begin.
City Charter Section 1109 requires that public works construction projects be awarded to “the lowest responsible bidder after notice by publication in a newspaper of general circulation within the City by one or more insertions, the first of which shall be at least ten (10) days before the time for opening bids”. Section 1109 also provides that public works projects for the construction and/or improvement of any public utility operated by the City may be exempt from such requirement, provided that the City Council so determines by at least five affirmative votes. Here, under the proposed panel, such projects will still be awarded to the lowest responsive bidder, but advertisement for such bids will not be published in a newspaper within the Charter specified time requirements.
RFQ 2117
On October 14, 2021, the City of Riverside Public Works Department issued a Request for Qualification (RFQ No. 2117) through PlanetBids. The range of construction services being sought includes, but is not limited to; Sewer, Potable Water and Reclaimed Water Pipelines, Property Security Systems and Fencing, Landscape Work and General Maintenance, Sewer/Storm Drain Lift/Pump Station Repair/Rehabilitation, Instrumentation/Control Systems, SCADA, CCTV of City-wide Sewer Collection System, RWQCP Equipment Repair/Rehabilitation, Hazardous waste spill response & Confined Space rescue, City-wide Sewer and Storm Drain System Repair, City-wide Septic Pumping and Disposal, and Tequesquite Landfill Gas Collection System Repair and Rehabilitation. Ten contractors submitted completed proposals. A review panel consisting of Public Works Department staff members reviewed the proposals and found all ten contractors are qualified in some or all of their respective areas, and determined to be responsive and responsible. Below is a list of the twelve categories:
Category
Description
1 Sewer, Potable Water and Reclaimed Water Pipelines and associated ancillary devices & equipment within the RWQCP 2 Miscellaneous Work, Property Security Systems and Fencing, Landscape Work and General Maintenance, Repair and Rehabilitation 3 Sewer Lift Station Repair/Rehabilitation
4 Instrumentation/Control Systems, SCADA
5 City-owned CCTV equipment and maintenance of Sewer Collection System 6 RWQCP Equipment Repair/Rehabilitation
7 Hazardous waste spill response & Confined Space Rescue 8 City-wide Sewer System Repair
9 City-wide Septic Pumping and Disposal
10 Tequesquite Landfill Gas Collection System, Flare and Water Monitoring Well Maintenance, Repair and Rehabilitation 11 City-wide Storm Drain System Repair Services
12 Storm Water Pump Station Repair/Rehabilitation
Master Panel Agreements
Attached is the Master Agreement for construction, maintenance, repair and rehabilitation services for the Contractors Panel. The terms of the agreements for construction service are through March 30, 2025. An annual cap of $1,000,000 has been established for each contractor. Each contractor has been pre-qualified based on the RFQ results into one or more of the following Categories:
Contractors Name
Category
City
1 C.P. Construction Company, Inc.
1, 8
Ontario, CA
2 Downstream Services Inc.
1,3,4,5,8,11,12
Escondido, CA
3 E.J. Meyer Company
1,8,11
Highland, CA
4 GSE Construction Company Inc.
1,2,3,6,8,11,12
Livermore, CA
5 Houalla Enterprises, Ltd. dba Metro Builders & Engineers Group, Ltd. 3,4
Newport Beach, CA
6 J.R. Filanc Construction Company, Inc.
1,3,6,8,11,12
Escondido, CA
7 MCC Equipment Rentals, Inc.
1,2,8,11
Yucaipa, CA
8 Sancon Engineering, Inc.
3,5,8,11
Huntington Beach. CA
9 U.S. National Corp
2 Pacoima, CA
10 Weka, Inc.
1,2,3,8,11,12
Highland, CA
The Purchasing Manager concurs that the recommended actions comply with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
The project aligns with City’s Strategic Priority No. 6 - Infrastructure, Mobility, and Connectivity as detailed below:
Goal 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This project focuses on fiscal responsibility to prudently utilize public funds to provide exceptional services that are efficient, accessible, and responsive. Authorizing the execution of these agreements provides timing installation, maintenance, repair, rehabilitation, and to ensure safe, reliable infrastructures that benefits the community and facilities.
Furthermore, this project aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – These agreements will help expedite timely repair and rehabilitation as needed to ensure wastewater discharges do not negatively impact the community and environment, to prevent surface and subsurface emissions at the Closed Tequesquite Landfill and to restore City infrastructures. This project serves the public interest, benefits the City’s diverse populations, and results in greater public good.
Equity – These agreements support Public Works Department efforts in protecting the public’s health and the environment by ensuring critical City infrastructures and RWQCP equipment are operating efficiently and effectively, and the Closed Tequesquite Landfill site is compliant and aligns with local laws and regulations.
Fiscal Responsibility – These agreements target ways to reduce costs, minimize inefficiencies, and restore infrastructures in an expeditious and fiscally responsible manner.
Innovation – These agreements exemplify a collaborative partnership between Public Works Department and the qualified contractors to enhance operational reliability by achieving measurable improvements through proper maintenance, repair and rehabilitation services of City assets and infrastructures. This approach provides better services and be more responsive to community members and elected officials.
Sustainability & Resiliency –These agreements support continuous evaluation of performance measures and practices of the RWQCP, the closed Tequesquite Landfill that can be managed and maintained for overall optimum performance and to meet future needs. These agreements would also help avert additional damage for Sewer/Storm Drain Collection systems in needed for repair and rehabilitation.
FISCAL IMPACT:
There is no immediate fiscal impact with this action. Cost associated with the Contractors Panel will be on a project-by-project basis and funded through the Public Works Capital Project accounts within the Sewer and Refuse Funds.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/City Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Master Agreements
Bid Award Recommendation
Resolution
Award of Request for Qualification No. 2117 for Construction Work on an As-Needed Basis ● Page 4