Agenda Item #12.6
For Council Meeting of: October 11, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEFF TIBBETTS, DEPUTY DIRECTOR RECREATION, RECREATION AND PARKS DEPARTMENT
BRANDALYN TRAMEL, PURCHASING AGENT, FINANCE DEPARTMENT
DON HICKS, RECREATION SUPERVISOR, RECREATION AND PARKS DEPARTMENT SUBJECT: APPROVAL – WAIVER OF COMPETITIVE BID AND PURCHASE ORDER FOR MICROCLOR ON-SITE HYPOCHLORITE GENERATOR SYSTEM AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Recreation and Parks and Finance Departments that the Council, by resolution: 1) waive competitive bidding pursuant to Section 3-08.100(D); 2) approve issuance of a purchase order for the purchase of a new larger Microclor On-Site Hypochlorite Generator to PSI Water Technologies, Inc., Milpitas, California, in a not to exceed amount of $140,932.50; and 3) delegate authority to the City Manager or designee to execute the Non-Standard Agreement, subject to approval as to form by the City Attorney.
EXECUTIVE SUMMARY
Purchasing received notification from Recreation and Parks in August 2022 that the Sodium Hypochlorite Generator System (liquid Chlorine) at the Ridgway Swim Center has failed and is in immediate need of replacement to continue operations.
BACKGROUND
At the Ridgway Swim Center, there is a Chlorine Generation System that generates/manufactures the necessary liquid chlorine (Sodium Hypochlorite) for sanitizing the pool water. The use of the generator saves the aquatic program considerable chemical costs ($20,000+ per year). This generator has reached its life expectancy, has become difficult to find replacement parts, and is frequently needing expensive servicing and repairs.
The pool cannot convert to a bulk liquid chlorine delivery process, similar to the Finley Aquatic Center, as the location does not have the necessary space in the mechanical room for a HAZMAT required double containment storage tank. In addition, the City recently received notification that chemical and delivery costs are increasing 25%, which further supports the savings and cost effectiveness of the generator process at this facility.
Replacing this system is urgently needed to enable staff to maintain County Health standards for sanitizing the aquatic facility. On days the system is down, waiting for parts and service, staff have been adding bottled liquid chlorine manually which has become very expensive and unsustainable.
Eighteen months ago, the manufacturer representative and certified service provider in Northern California for the current system (PSI Water Technologies, Inc.), said the system is failing because it was originally undersized for the sanitizing needs of the busy Ridgway Swim Center, and it has become very difficult to service and find parts for this system, and thus recommends replacing/upgrading it to a larger system.
This proposal includes reusing some components of the existing system, which is helping keep costs down from a full replacement of the system.
The Microclor On-Site Hypochlorite Generator is a patented proprietary system that only PSI Water Technologies Inc sells and services.
PSI Water Technologies Inc. is a Bay Area company, easily accessible for parts and servicing, which is important for quick response from technicians keeping our facility up and running.
PRIOR CITY COUNCIL REVIEW
Not Applicable
ANALYSIS
In November of 2021 PSI Water Technologies provided a proposal for a replacement/upgrade of the system, including a detailed scope with a cost proposal of $124,700. The Department was tasked with getting an updated quote which would include all relevant bonds, removal of the current system and installation of the upgraded unit. We expect costs to have increased due to the current state of the economy. The original quote did not include bonds.
The Department contacted the vendor for a revised quote and found that the cost of materials plus installation were well beyond the funds available for the project. After further conversation with the vendor about their product the vendor informed staff that they now produce and deliver their equipment pre-installed on a skid, as a “Plug & Play” system. It was determined that the City’s Electricians and Aquatic Senior Maintenance Worker could do all necessary wiring for electrical connection to the unit and all necessary plumbing connections. Therefore, the design and installation are not needed, and the approval is for purchase of equipment only. Staff requested an updated quote for equipment only.
Section 3-08.100(D) of the City Code provides that purchases of supplies, material, equipment, and services may be made without recourse to competitive bidding requirements where the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears.
Under Section 3-08.100(D), the approval of the waiver of competitive bidding must be approved at the same level of authority as set forth in Section 3-08.110 of the City Code. Council is the award authority for a purchase with a not-to-exceed amount over $100,000 and must approve the waiver of competitive bidding.
FISCAL IMPACT
Funds for this purchase are included in the FY 2022-23 adopted budget for this award in JL Key 09781 set aside and encumbered for this project. There is no direct fiscal impact to the General Fund.
ENVIRONMENTAL IMPACT
The Council finds that the proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and that no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution/Exhibit A (Proposal)
CONTACT
Jeffrey Tibbetts, 707-543-3275, [email protected]
Don Hicks, 707-543-3740, [email protected]
Brandalyn Tramel, 707-543-3706, [email protected]
Amy Carter, 707-543-3702. [email protected]
APPROVAL - WAIVER OF COMPETITIVE BID AND PURCHASE ORDER FOR MICROCLOR ON-SITE HYPOCHLORITE GENERATOR SYSTEM PAGE 3 OF 3