CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
10/10/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
CONTRACT SERVICES AGREEMENTS WITH W.A. RASIC CONSTRUCTION COMPANY, INCORPORATED AND T.E. ROBERTS, INCORPORATED FOR ONCALL WATER INFRASTRUCTURE MAINTENANCE AND REPAIR SERVICES Summary:
The City Council will consider entering into Contract Services Agreements with W.A. Rasic Construction Company, Incorporated and T.E. Roberts, Incorporated for on-call water infrastructure maintenance and repair services. The proposed contracts would serve on an as-needed basis to provide emergency and non-emergency services to the City’s water system.
Strategic Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
Recommendations:
1. Authorize the City Manager to award a Contract Services Agreement to W.A. Rasic Construction Company, Incorporated for as-needed water maintenance and repair services, for a not-to-exceed amount of $200,000 in a form approved by the City Attorney. The term of this agreement is for one-year with no more than three additional one-year extensions.
2. Authorize the City Manager to award a Contract Services Agreement to T.E. Roberts, Incorporated for as-needed water maintenance and repair services, for a not-to-exceed amount of $200,000 in a form approved by the City Attorney. The term of this agreement is for one-year with no more than three additional one-year extensions.
Fiscal Impact:
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The annual budget for emergency and non-emergency repair work from specialty contractors is $200,000 annually, as identified in the Repair and Maintenance Services account (Account No: 500- 40-5560). Currently, the remaining available budget for Fiscal Year 2023-24 is $55,550; additional emergency repair work exceeding the available budget would require a budget adjustment as necessary.
Background:
The City’s potable water service area is entirely contained within its boundaries. The water distribution system is comprised of three main pressure zones (Zone I, II, and III) and an additional sub-zone (Zone IIIA), which receives its water supply from a pressure regulating station. The water distribution system encompasses the following key facilities:
· 50 miles of pipe, 4-inches to 20-inches in diameter
· 3 Storage Reservoirs (Gundry, Temple, Hilltop) with a total capacity of 7.3 million gallons (MG)
· 3 Wells (Well Nos. 7, 9, and 10) with a total capacity of 3,585 gallons per minute (GPM) · 3 Booster Pump Stations (Gundry, Temple, Hilltop)
· 2 Pressure Regulating Stations (Walnut and Zone 3A)
· 1 Imported Water Connection (CB-19), maximum capacity of 7.5 cubic feet per second (CFS) or 3,366 gpm
· Two 6” emergency connections with Long Beach and Lakewood · 2 Groundwater Treatment Facilities
The primary water sources supplying the City consist of imported water from the Metropolitan Water District of Southern California (MWD) and groundwater extracted from the Central Basin. The City owns and operates three wells-Well No. 7, Well No. 9, and Well No. 10. The City's water treatment system involves the application of chloramination.
Water is pumped from Well Numbers 7 and 10 to Gundry Reservoir for treatment and distribution.
Gundry Reservoir functions as a forebay to the broader network. Water from Well Number 9, on the other hand, undergoes an extensive treatment process directly on-site via a 3-stage nano-filtration system followed by treatment with liquid granular activated carbon (LGAC).
Additionally, the system incorporates two other storage reservoirs-Temple Reservoir and Hilltop Reservoir. These reservoirs play a pivotal role as temporary storage, chlorine contact time, and management of flow through the water system. The water is efficiently conveyed through a network of approximately 50 miles of transmission and distribution pipelines to a total of 3,123 customers, fulfilling the City's vital water supply requirements.
To maintain its water system, the City historically contracts with various contractors with a range of tasks and abilities to perform various maintenance work. The proposed contracts would enable the City to work efficiently with qualified contractors utilizing time and material rates procured competitively.
Analysis:
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The City’s Water Department provides regular maintenance of the water system. However, unanticipated maintenance issues occur within the water system that require the City to call upon qualified firms to perform services when necessary. The proposed on-call water infrastructure maintenance and repair contracts would provide both emergency and non-emergency services to the City’s water distribution system. These on-call contracts assist the City’s Water Division in addressing emergency events that pose risks to health, safety, and property, such as:
· Water main breaks
· Water connection leaks
· Fire hydrant strikes
· Broken water main valves
Non-emergency services consist of the following tasks:
· Water main replacement
· Water line abandonment
· Service line replacement
· Hydrant replacement
· Valve replacement
· Street, sidewalk, curb, and gutter restoration
· Valve exercising
· Well and pump work
· SCADA Control/Instrumentation and electrical work
The goal of the on-call water infrastructure maintenance and repair services agreement is to obtain the appropriate services on an as-needed basis to ensure the proper functioning and maintenance of the City’s water distribution system.
RFP Circulation Process
On September 1, 2023, staff issued a Request for Proposals (RFP) for on-call water infrastructure maintenance and repair services. The City posted the RFP at the following locations:
· PlanetBids via the City’s online portal
· City’s website
· Public notice locations as identified in Signal Hill Municipal Code Section 1.08.010.
A total of 206 vendors were notified of the bid opportunity through PlanetBids and a total of two (2) qualified vendors submitted proposals by the deadline of September 22, 2023, at 5:00 pm.
Proposal Opening
The City received the following proposals for on-call water infrastructure maintenance and repair services by the proposal deadline:
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Staff evaluated the proposals using the following criteria:
1. Ability to perform specific tasks.
2. Qualifications of the specific firm’s experience working on a similar project.
3. Reasonableness of the schedule to complete each task element.
4. Rate schedule.
During the proposal review, staff found that both respondents met all the required criteria. However, T.E. Roberts, Inc. did not include services for pump, motor, well and electrical work in their proposal.
While T.E. Roberts does not typically perform said specific tasks during its normal course of business, they did provide evidence of its ability to perform the other remaining tasks.
Staff conducted reference checks of both companies and verified that both are properly licensed to perform the work under this agreement and are duly registered in the Department of Industrial Relations. Furthermore, staff reviewed both companies’ proposal documents, and found all documents were complete and in good order. Subsequently, staff determined W.A. Rasic Construction Company, Incorporated and T.E. Roberts, Incorporated to be qualified respondents.
As outlined in section 8.3 of the RFP, the City reserves the right to contract for services in the manner that most benefits the City including awarding more than one (1) contract if desired. Therefore, staff recommends the City Council authorize the City Manager to enter into agreements with both proposers. This proposed approach provides the City with greater flexibility in choosing the company that best fits the specific service request as the need arises. Additionally, this approach offers the City an alternate option in case one company is unable to meet the City’s emergency timeline or budget.
Next Steps
Should the City Council approve the proposed agreements with W.A. Rasic Construction Company, Incorporated and T.E. Roberts, Incorporated, staff would issue a Notice to Proceed and begin coordinating with both contractors to commence as-needed water infrastructure and maintenance services.
Reviewed:
_________________________
Sharon del Rosario
Attachment(s):
A. Agreement with W.A. Rasic Construction Company, Incorporated CITY OF SIGNAL HILL Page 4 of 5 Printed on 10/6/2023
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B. Agreement with T.E. Roberts, Incorporated
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