City Council
Report
City Council Meeting: October 25, 2022
Agenda Item: 5.H
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Award RFP #328 to Grace Environmental Services for Operations, Maintenance, & Management Services at Charnock Well Field Recommended Action
Staff recommends that the City Council:
1. Award RFP #328 to Grace Environmental Services, a California-based company, for Charnock Well Field operations, maintenance and management services for the production and treatment of potable water for the Public Works Department; and
2. Authorize the City Manager to negotiate and execute a agreement with Grace Environmental Services, in an amount not to exceed $475,000 for one year with four additional one year renewal options at a 2.0% increase for the first renewal year and 2.5% increase for renewal years 2 through 4 for a total amount not to exceed $2,500,000 over a five-year period, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica, Department of Public Works – Water Resources Division requires contractor services to operate and maintain the City's Charnock Treatment Plant, which treats contaminated groundwater from the Charnock Well Field before it is pumped to the City’s main water treatment facility, Arcadia Water Treatment Plant for further treatment in accordance with federal and state regulations. Staff recommends Grace Environmental Services to operate, maintain and manage the Charnock Treatment Plant for a total not to exceed amount of $2,500,000 over a five-year period. 2 of 4
Discussion
The City has used contractor services to operate, maintain and manage the Charnock Treatment Plant site (11375 Westminster Avenue, Los Angeles, CA 90066) since November 2010 when new facilities were commissioned to treat groundwater contaminated by methyl tertiary-butyl ether (MTBE) and other volatile organic compounds. The Charnock Treatment Plant leverages contract services to operate and maintain the facility as it will be decommissioned when the contamination has been completely removed from the local groundwater basin and the groundwater can be pumped directly to the City’s Arcadia Treatment Plant for treatment. Approximately 75% of the City’s current groundwater supply from the Santa Monica Basin is produced from the Charnock site.
The City requires the selected contractor to provide a State-certified water treatment plant operator onsite for 40 hours per week, 24/7 on-call services for emergencies, and other administrative support to comply with all the conditions of the City’s operating permit issued by the State Water Resources Control Board - Division of Drinking Water.
The contractor oversees day-to-day operations at the Charnock Treatment Plant, maintains and repairs equipment, ensures the proper application of chemicals, oversees repairs, takes water samples, monitors various analyzers and other instrumentation, keeps records, prepares reports, updates safety, training and operations plans, and performs other duties as required. The contractor coordinates Charnock operations and reports to City’s treatment operations staff based at the Arcadia Water Treatment Plant.
Vendor Selection
Best and Only Bidder Grace Environmental Services
Submittals Received Selection Criteria
Bidder $2,500,000 Municipal Code SMMC 2.24.180
Evaluation Criteria Price; the quality of services offered; the ability, capacity and skill of the bidder to perform the services; experience and efficiency of the bidder; the ability of the bidder to provide such future maintenance or service as may be needed.
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Bid Data
Date Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
08/15/2022 City's Online
Bidding Site Santa Monica Daily Press 15 09/19/2022
Additional Vendor Outreach & Justification to Award
Grace Environmental Services has previously provided similar services for the San Simeon Community Services District, Los Osos Community Services District, and Lockheed Martin Corporation and is currently providing the service to Santa Monica.
Based on these criteria, Grace Environmental Services is recommended as the best and only bidder.
Procurement conducted additional outreach to vendors who downloaded the bid to see why they did not submit a bid. Vendors who were notified did not submit bids due to the inability to provide the services needed and vendors opening the notification late and missing the mandatory job walk.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Water Fund to award a contract with Grace Environmental Services to operate, maintain and manage the Charnock Treatment Plant. Future year funding is contingent on Council budget approval.
Contract Request
FY 2022-23 Amount Future Years Amount Department Account # Total Contract Amount
$475,000 $2,025,000 50500002.550010 $2,500,000
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Prepared By: Thomas Poon, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Oaks Initiative (Grace Environmental)