City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 6, 2024 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: APPROVE BID NO. 8062 FOR THE PURCHASE OF TWO (2) DUPERON FLEXRAKE BAR SCREENS MODEL FR-IQ WITH CONTROL PANEL FROM JBI WATER AND WASTEWATER EQUIPMENT OF EL DORADO HILLS, CALIFORNIA, IN THE AMOUNT OF $995,785 – SUPPLEMENTAL APPROPRIATION.
ISSUE:
Approve Bid No. 8062 for the purchase of two (2) Duperon Flexrake Bar Screens Model FR-IQ with Control Panel from JBI Water and Wastewater Equipment of El Dorado Hills, California, in the amount of $995,785; and authorize a supplemental appropriation in the amount of $995,785.
RECOMMENDATIONS:
That the City Council:
Approve Bid No. 8062 for the purchase of two (2) Duperon Flexrake Bar Screens Model FR-IQ with Control Panel from JBI Water and Wastewater Equipment of El Dorado Hills, California, in the amount of $995,785; and With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $995,785 from available Sewer Working Capital to the Headworks Replacement/Rehabilitation project expenditure account.
BACKGROUND:
The Riverside Water Quality Control Plant (RWQCP) treats wastewater generated within the City of Riverside and the communities of Edgemont, Highgrove, Jurupa, and Rubidoux. The RWQCP has a wastewater treatment capacity of approximately 52 Million Gallons per Day (MGD).
The liquid handling facilities include preliminary, primary, secondary, and tertiary treatment processes. At the preliminary stage, sewer flow passes through headworks, which comprises of four bar screens and two vortex grit chambers. The purpose of the bar screens is to remove large objects such as diaper wipes, feminine products, rags, rocks, tree branches, and plastic bags from the wastewater. The bar screens not only allow downstream processes to be more efficient, they also protect and extend the service life of downstream equipment, which translates to significant cost savings for the City.
DISCUSSION:
The current Headworks Facility at the Riverside Water Quality Control Plant (RWQCP) was constructed in 1999, which consists of four bar screens. However, two of them have reached the end of their useful life and need to be replaced. The lack of spare parts due to long lead times has caused the existing bar screens to be inoperable for extended time periods and impacted the treatment capacity. The proposed equipment shall be retrofitted into the existing channels to avoid major infrastructure modifications cost and lower the overall project costs.
On April 16, 2024, the Purchasing Division posted Bid No. 8062—Headworks Bar Screens Purchase for Riverside Wastewater Control Plant on PlanetBids (the City’s formal bidding platform) to purchase two (2) Duperon Flexrake Bar Screens Model FR-IQ with Control Panel. Upon the release of the Bid No. 8062, there were 15 potential vendors who reviewed and downloaded the bidding documents.
The City did not schedule a pre-bid job walk. During the bidding process, twelve (12) questions were submitted from the prospective bidders and three (3) addenda were issued by the City for this advertisement. On May 22, 2024, a responsive bid was received for the purchase of the bar screens. The responsive bid was from JBI Water and Wastewater Equipment in the amount of $995,785.
On May 22, 2024, one bid was received. A Non-Bidder Status Update request was sent to all Prospective bidders to clarify why only one response was received. There were two (2) responses to the request, one (1) declining to clarify their reasons for not participating, and one (1) stating that they could not provide the type of quality of goods the City desires to purchase.
Purchasing Resolution No. 24101, Section 508 states that “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder.” The Purchasing Manager concurs with the recommendation to approve as it is in compliance with Purchasing Resolution No. 24101, Section 508.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 6 – Infrastructure, Mobility and Connectivity and Goal No. 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.
Furthermore, this project aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Riverside is transparent and makes decisions based on sound policy, inclusive community engagement, involvement of City Boards & Commissions, and timely and reliable information. Activities and actions by the City serve the public interest, benefit the City’s diverse populations, and result in greater public good. The proposed bar screens will produce a cleaner wastewater influent free of large debris and extend the life of downstream equipment.
Equity – Riverside is supportive of the City’s racial, ethnic, religious, sexual orientation, identity, geographic, and other attributes of diversity and is committed to advancing the fairness of treatment, recognition of rights, and equitable distribution of services to ensure every member of the community has equal access to share the benefits of community progress. The Project will improve the operational efficiency of the wastewater treatment facility and provide a higher degree of service reliability for residents in the service areas.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources while providing quality public services to all. The proposed project improvements will produce a cleaner wastewater influent free of large debris and reduce the wear on downstream process equipment, thereby providing significant cost savings for the City.
Innovation – Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through collaborative partnerships and adaptive processes. This project provides an improved solution to address the operational challenges and improve the wastewater influent quality.
Sustainability & Resiliency – Riverside is committed to meeting the needs of the present without compromising the needs of the future and ensuring the City’s capacity to persevere, adapt and grow during good and difficult times alike. The proposed improvements will provide a cleaner wastewater influent free of large debris and thereby reducing the wear on downstream process equipment, which equates to significant cost savings for the City.
FISCAL IMPACT:
The total fiscal impact of this action is $995,785. Upon Council approval, a supplemental appropriation of $995,785 will be recorded in the Sewer Fund, Headworks Replacement/Rehabilitation project account number 99117232-440301 to fund the bar screens purchase. There are sufficient reserves to accommodate the supplemental appropriation.
Prepared by: Thuy Nguyen, Principal Engineer
Approved by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Award Recommendation
Bid 8062 - Approve the purchase of Headworks Bar Screens ● Page 2