CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: March 4, 2025
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Mark A Rincon-Ibarra, P.E. – Public Works Director / City Engineer Subject: Approval of Acceptance of Bid for Well 7 Filter Media Replacement and CO2 Skid Retrofit =========================================================================================== RECOMMENDATIONS:
Staff recommends that City Council consider and approve the City Manager to proceed with a purchase order with De Nora Water Technologies, Inc. for replacement of arsenic removal media and CO2 skid retrofit at Sebastopol City Well 7.
EXECUTIVE SUMMARY:
To continue to provide a clean, safe and environmentally sound water supply to all existing and future water users in Sebastopol we have an arsenic removal treatment system at City Well 7. The current media is reaching a level of absorption that requires initiating the replacement process. There is also some equipment that needs to be replaced as it is reaching the end of its useful life.
BACKGROUND AND DISCUSSION:
Sebastopol City Well 7 arsenic removal treatment system, located at 1157 Village Way, was commissioned and placed in service October 2015 for supplying water to the City of Sebastopol municipal water system. The well is operated daily with samples taken weekly to monitor the quality of the water and results are submitted to the State Water Board. At the current usage the treatment system media needs to be replaced every two years and was last changed in February 2023. The CO2 skid, which helps the media be more efficient, needs to be retrofitted with updated equipment and layout. The CO2 skid has not been updated since installation. Staff solicited quotes from three (3) vendors and acquired two (2) quotes from those vendors for the media replacement process. The third vendor did not respond with a quote.
STAFF ANALYSIS:
Having reviewed the quotes staff is recommending moving forward with the lowest bid quote for the media replacement from De Nora Technologies, Inc. Staff is also recommending moving forward with De Nora Technologies, Inc for the retrofit of the CO2 skid. Having one company performs the work is more efficient and minimizes the amount of downtime for the well.
COMMUNITY OUTREACH:
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item. This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date.
FISCAL IMPACT:
The total cost for the Well 7 media replacement and CO2 skid retrofit is $102,198, which exceeds the planned and budgeted amount of $94,250 in the 2024/25 Water Enterprise Fund. However, the overage can be absorbed within the current approved budget.
Agenda Item Number 6 Agenda Item Number 6
City Council Meeting Packet for March 4, 2025
De Nora Water Technologies, Inc. provided the lowest bid for the replacement of new treatment media, labor costs for the physical change-out of the materials, and disposal of the spent media, totaling $85,382.69. Additionally, their quote for the CO2 skid retrofit is $11,948.09. City staff is also requesting a 5% contingency ($4,867) to address any unforeseen issues during the replacement process
• Approved 2024-25 Budget Amount: $94,250
• De Nora Water Tech Quoted Cost: $97,331
• 5% Contingency: $4,867
• Total Not to Exceed Cost: $102,198
OPTIONS:
1. Approve staff to proceed with a purchase order to De Nora Water Technologies, Inc. for the replacement of the arsenic removal media and CO2 skid retrofit at City Well 7 and authorize the City Manager to execute all documents required to proceed.; or
2. Decide not to approve the repairs and potentially have the State Water Board force the City of Sebastopol to shut down the well due to not meeting State water quality standards.
ATTACHMENTS:
Proposals for media replacement services.
APPROVALS:
Department Head Approval: Approval Date: 2/18/25
CEQA Determination (Planning): Approval Date: 2/19/25
This action is a categorical exemption under CEQA § 15301.
Administrative Services (Financial) Approval Date:_2/11/25_____ Costs authorized in City Approved Budget: Yes ☐ No ☐ N/A Account Code (f applicable) __510-44-02-4210 & 510-44-02-5100___ City Attorney Approval: Approval Date: __N/A____________ City Manager Approval: Approval Date: 2/24/25
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for March 4, 2025
Quote # CH-010325-1
Project Contract
Date 1/3/2025
2055 Boggs Road Phone:770-580-9935 (Cole Heard)
Duluth, GA 30096 Fax: 678-835-0057 Terms See Below
www.adedgetech.com [email protected]
Prices FOB Tempe, AZ
Sold To/ Bill To: Sebastapol Public Works - Erik Billing Delivery TBD 714 Johnson Street, Sebastapol, California 95472
Customer PO
Ship to: Sebastapol Public Works - Erik Billing
Customer
Phone # 707-823-5331
(Carbon Supply) 8429 Eastern Avenue, Bell Gardens California 90201 Project: MCO Quote Sebastapol
Item Quantity Description Unit Price Total
Media
208 Bayoxide E33 GFO Media
cu/ft Packaged in (4) 52cuft SuperSacks (6614lbs Total) 6 1/8 X 1/16 Gravel Underbedding (Top Off Only)
cu/ft Packaged in (12) 1/2cuft Bags (600lbs Total)
Project Supervision
1 AdEdge project coordination, onsite supervision of media extraction and loading, Trip Media conditioning and Chlorination, backwashing of media, Recommissioning of treatment system, and Replacing all nessecary parts Media Extraction and Disposal
1 Vac Truck removal of exhausted media, containerization, media loading labor and equipment Waste Profile, disposal of media at Non-Haz landfill
Required Lab Testing
RCRA TCLP Metals 8 Testing for Disposal
Utility to Provide Sample Collection, Laboratory Testing, and Submit Results for Waste Profile Waste profile completed & approved for disposal before media removal additional costs may incur if waste profile not completed Shipping and Handling
Estimate Included
Attn: Sam Yearby (562-806-0300)
Shipping Estimate Includes: Deliver Notification
G 0 Taxes
Taxes not included/ See Terms
Total Quote Cost:
Notes:
* Freight Estimate Included/ Additonal Charges will be applied to final invoice * Freight is best estimate; actuals will be billed if exceeds cost shown * Quote is valid for 30 days from date of this proposal Terms:
* 100% Due Upon Shipment (30 day terms on final invoice) * Late payments subject to 12% interest annual
Customer Proposal Authorization: _____________________________________________ Date:
AdEdge Authorization: _______________________________________________________ Date: 1/3/2025 Prices quoted above are current prices in effect and are subject to acceptance within 30 days from the above date, and are firm on an order resulting from this quote scheduled to ship within 30 days from date of order entry. All items quoted will be produced in strict accordance to any Government Regulation in effect including Fair Labor-Standards Act, OSHA, and Equal Employment Opportunity Executive orders. Delivery schedules are contingent upon strikes, accidents, fires, availability of materials and all other causes beyond our control.
The Parties hereto acknowledge that the signatory above is authorized to represent the respective party and bind that party to the terms and conditions contained herein 0 1
$6,478.90
Not Included
E
D $23,258.40
F
[email protected]
[email protected]
C
* Taxes are not included and will be determined at time of invoicing $95,907.74
Not Included
$1,427.24
Included
MM10033
GR10018
A
B
$310.40 $64,563.20
$30.00 $180.00
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for March 4, 2025
our research - your future
DE NORA WATER TECHNOLOGIES, LLC
2000 McClaren Woods Drive, Coraopolis, PA 15108 USA Ph: 1+ 724 218 7000 mail [email protected] web www.denora.com
Erik Billing 30 January 2025
City of Sebastopol Proposal #P-124247
Sebastopol, CA 95472
As requested, I am pleased to offer you the following as a formal quote to retrofit the TETRApHIX Skid with a new CO2 Injection System. De Nora Water Technologies, Inc. will provide:
• Field Service $4,810.00
• Engineering, and Piping and fittings per attached drawing $5,447.00 • Shipping $1,160.00
• CA taxes at 9.75% $531.09
TOTAL $11,948.09
Lead time: 7-9 Weeks ARO
Shipping to Sebastapol and Installation is included, and CA taxes are estimated above.
Prices are valid for thirty (30) days. All purchases are subject to the De Nora Water Technologies Terms and Conditions of Sale as attached. Please reference Proposal P124247 in the body of your purchase order.
If you have any questions or need further assistance, please contact me anytime.
Regards,
Shannon Pennington
After Sales-Filtration
DE NORA
mobile: +1 267 450 1811
e-mail: [email protected]
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for March 4, 2025
City of Sebastopol
Water Company
PROPOSAL FOR
MEDIA CHANGE OUT SERVICES
This proposal contains proprietary or confidential information of De Nora Water Technologies, Inc. (DNWT) regarding patent protected proprietary technologies and their implementation in the field, recommended uses and costs. Any such proprietary or confidential information disclosed herein is provided at buyer's request and solely for the purpose of enabling buyer to evaluate this proposal.
In receiving and reading this proposal, buyer agrees that it will not reveal or otherwise distribute its contents to any third party without DNWT's prior written consent. The foregoing limitation shall not preclude buyer from disclosing the contents of this proposal to its employees, on a need to know basis, who have the responsibility to evaluate and/or implement the program set forth in this proposal. This proposal shall at all times remain the exclusive property of DNWT until accepted by the party to which it was tendered.
DNWT Proposal P-151126
30 January 2025
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for March 4, 2025
MEDIA CHANGE OUT SERVICES
1.0 INTRODUCTION
De Nora Water Technologies, Inc. (DNWT) is pleased to offer The City of Sebastopol this proposal for the supply of new SORB33 media, and services for media change-out and conditioning of the one (1) 9’ diameter Arsenic Removal Filter.
2.0 SCOPE OF WORK
DNWT will bring its own crew to the site to remove the old media, install new media, and put the adsorber back into service. Included in this service are the following:
Media Supply: DNWT will supply virgin granular SORB33 Media for the change out. The vessel will be filled with ~208 cu. ft. of virgin media, delivered in (4) supersacks.
Change-Out Services: DNWT will provide all labor, expertise and equipment required for the removal and replacement of spent media at the site listed above. The removal and replacement services include pumping/sucking spent media out of the vessel and placing into appropriate transportable container(s). The filters will then be refilled with virgin media, disinfection chemicals (supplied by Sebastopol) will be added and media beds should be left to ‘soak’ for a minimum of 4 hours (preferable overnight) to disinfect the media These services will require taking the adsorber out of service for approximately one (1) day.
DNWT requires a minimum of four (4) weeks notice for the proposed service to arrange media delivery and scheduling of a crew to perform the work. Services will be performed at a mutually agreed upon date.
3.0 QUALIFICATIONS AND CLARIFICATIONS
The following items and/or services are to be provided by others and are not considered to be part of DNWT scope of supply.
• Electric power for hand tools and use of restroom facilities for change out personnel.
• Sebastopol will have drained the adsorbers prior to having the change out crew arrival on site.
• Disinfection chemicals for conditioning and the initial backwash of the filters. • All permits for personnel access and work activities (i.e.; confined space entry permits) are to be ready upon arrival of the change out crew.
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Agenda Item Number 6
City Council Meeting Packet for March 4, 2025
• The spent media must have a Toxicity Characteristic Leaching Procedure (TCLP) test done before disposal in order to confirm that it meets the federal guidelines. The City of Sebastopol will take a composite core sample from the filter and send it to an approved lab for the TCLP (8 RCRA metals) testing. Cost for this testing is included in this proposal. A copy of the TCLP test results will need to be provided to DNWT a minimum of one (1) week prior to the scheduled service.
• If the number of days on site is extended beyond the time outlined above and is due to Force Majeure, then DNWT will be allowed an appropriate number of day(s) extension. If additional days are required due to delays caused by parties other than DNWT then additional days will be allowed to complete the services and additional charges will be negotiated.
4.0 PRICE AND PAYMENT SCHEDULE
SORB33 Media, ~208 cubic feet (4 supersacks) $58,284.00 Labor for media changeout $21,416.00
CA Taxes at 9.75% $5,682.69
DNWT will deliver the materials and service described herein to Sebastopol, CA for a lump sum price of $85,382.69. California taxes have been estimated. The above price is based on the spent media being free flowing during the removal process. If the spent media is not free flowing and causes delays in the service, additional charges may apply.
Pricing and acceptance of this proposal is valid for thirty (30) days, and provided that the media change out is executed within six (6) months after purchase order.
ADDER
Denora will supply the services of one of our field service engineers at an additional $1600/day plus travel and living expenses. Based on prior media changeout services on similar filters, De Nora would estimate this cost to be around $6,000.
ACCEPTANCE OF PROPOSAL P-151126
Acceptance of this proposal is based on the incorporation of any referenced documents including but not limited to an insurance certificate, and the attached Standard Terms and Conditions of Sale are incorporated herein and are agreed to be a material part of this Agreement.
AGREED BY: AGREED BY:
De Nora Water Technologies, Inc. The City of Sebastopol ___________________________ __________________________
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for March 4, 2025
(Name) (Name)
___________________________ __________________________
(Title) (Title)
___________________________ __________________________
(Date) (Date)
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for March 4, 2025