CITY OF SIMI VALLEY
MEMORANDUM
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eptember 8, 2025
T
O: City Council
F
ROM: Department of Public Works
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UBJECT: AUTHORIZATION TO WAIVE THE BIDDING PROCESS PURSUANT TO
THE SIMI VALLEY MUNICIPAL CODE, AWARD A CONTRACT TO
CHARLES P. CROWLEY COMPANY FOR THE PURCHASE OF
MASTRRR COMPANY EQUIPMENT AND REPLACEMENT PARTS, AND
AUTHORIZE THE CITY MANAGER TO APPROVE ANY SUBSEQUENT
CONTRACT AMENDMENTS
STAFF RECOMMENDATION
I
t is recommended that the City Council:
1. F
ind that equipment and replacement parts produced by Mastrrr Company are necessary to ensure uniformity and compatibility with the City’s existing Water Quality Control Plant (WQCP) and determine that Charles P. Crowley Company (CP Crowley) is the only distributor for such equipment and supplies;
2. B
ased upon such findings, waive bidding requirements and award a contract to CP Crowley, page 4, in the amount of $1 00,000 for the period of five years from September 8, 2025, through September 7, 2030, for the purchase of Mastrrr Company products; and
3. A
uthorize the City Manager to execute any subsequent contract amendments to incorporate future budgeted funds into the contract amount, and to extend the contract by up to one additional five-year term (not to exceed a total of 10 years), for a total not to exceed amount of $200,000, in accordance with the contract terms.
BACKGROUND AND OVERVIEW
T
he City’s WQCP relies on Mastrrr Company equipment to provide chemical mixing as part of the disinfection process. This equipment was first installed in approximately 2001 during a major plant upgrade, replacing the obsolete Flash Mixer, which no longer met operational needs. For more than two decades, the MASTRRR unit has provided reliable performance and is an integral part of the wastewater treatment process, ensuring proper chemical dispersion to maintain regulatory compliance.
T
he existing unit has now reached the end of its service life and requires replacement.
While other mixing technologies are available on the market, evaluation of alternative equipment would require a detailed engineering study of the plant’s flows, compat ibility AGENDA ITEM NO.
Consent (5)
with upstream pumps, and integration with existing control systems. Staff believe that this process would significantly increase cost and delay implementation. Replacing the unit in kind allows the City to maintain operational continuity with proven equipment while avoiding unnecessary expenditures on analysis and modifications.
FINDINGS AND ALTERNATIVES
The City’s WQCP has relied on Mastrrr Company equipment since its installation in approximately 2001, when it replaced the obsolete Flash Mixer as part of a plant disinfection process upgrade. The decision to implement Mastrrr Company equipment was recommended by the staff during the Sodium Hypochlorite Disinfection System upgrade project in 2001, and approved by City Council at that time, based on the need for reliable and effective chemical mixing to meet treatment requirements. Over the past 24 years, the equipment has consistently performed as intended, providing dependable mixing necessary for regulatory compliance.
Replacing the existing unit in kind is the most cost -effective and operationally reliable solution. Evaluation of alternative equipment would require the City to engage an outside engineering consultant to model plant flows, evaluate compatibility with exi sting pumps and controls, and design modifications to support installation of a different technology. It is anticipated that this process would add significant cost and delay, and may require additional plant upgrades. Installing alternate equipment without such analysis would present an even greater risk, as it could result in inadequate mixing, control system incompatibility, or operational failures that could jeopardize permit compliance. In comparison, replacement with the same make and model ensures continuity of operations, avoids costly redesign and retrofitting, and maintains the proven reliability of the existing system.
Further, Mastrrr Company equipment and replacement parts are proprietary. The manufacturer has confirmed that C P Crowley is the sole authorized distributor for California, making it the exclusive source of supply for this purchase.
The Sanitation budget (Fund 700) includes $25,000 for pump equipment and supplies in FY 2025-26, and a similar amount will be requested in future years. Funding for the proposed contract with CP Crowley is contingent upon City Council approval of the proposed FY 2026-27 through FY 2030-31 Public Works operating budget.
The following alternatives are available to the City Council:
1. Find that equipment and replacement parts produced by Mastrrr Company are necessary to ensure uniformity and compatibility with the City’s existing WQCP and determine that CP Crowley is the only distributor for such equipment and supplies;
2. Based upon such findings, waive bidding requirements and award a contract to CP Crowley, in the amount of $100,000 for the period of five years from September 8, 2025, through September 7, 2030, for the purchase of Mastrrr Company products;
2 3. Authorize the City Manager to execute any subsequent contract amendments to incorporate future budgeted funds into the contract amount, and to extend the contract by up to one additional five-year term (not to exceed a total of 10 years), for a total not to exceed amount of $200,000, in accordance with the contract terms;
4. Do not award a contract at this time and provide staff with further direction.
Staff recommends Alternative Nos. 1, 2, and 3.
SUGGESTED CITY COUNCIL MOTION
I move to find that equipment and replacement parts produced by Mastrrr Company are necessary to ensure uniformity and compatibility with the City’s existing WQCP; award a contract to CP Crowley for the purchase of Mastrrr Company equipment and replacement parts in the amount of $1 00,000 from September 8, 2025, through September 7, 2030; and further authorize the City Manager to execute any subsequent contract amendments, in a form approved by the City Attorney, to incorporate future budgeted funds into the contract amount, and to extend the contract by up to one additional five-year term, for a total not to exceed amount of $200,000, in accordance with the contract terms.
SUMMARY
The City’s WQCP has utilized Mastrrr Company equipment since 2001 as part of the disinfection process. The existing unit has reached the end of its service life and requires replacement. Replacing the unit in kind ensures continuity of operations with proven equipment and avoids the significant cost and delay of evaluating alternative technologies. MASTRRR equipment is proprietary, and CP Crowley is the sole authorized distributor for California.
It is recommended that the City Council award the attached contract to CP Crowley for the purchase of Mastrrr Company equipment and replacement parts in the amount of $100,000 from September 8, 2025, through September 7, 2030, and further authorize the City Manager to approve any subsequent contract amendments to incorporate future budgeted funds into the contract amount, and to extend the contract term.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Matt Mckenna, Senior Management Analyst
INDEX Page
Contract .............................................................................................. 4 3 2-Contract.doc 9/3/25
AGREEMENT NO. 3260012
Services Agreement
CONTRACTOR: CHARLES P. CROWLEY COMPANY DATE MAILED: September 8, 2025 Below you will find a checklist relating to Insurance and other requirements that are required for doing business with the Ci ty of Simi Valley. Only those items checked- off are MANDATORY, however if your standard policies exceed the minimum requirements please include. Commercial general liability insurance must meet or exceed the requirements of ISO -CGL Form No. CG 00 01 11 85 or 88, or equivalent. The amount of insurance set forth below will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name the City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.
Comprehensive General Liability, including coverage for premises, products and completed operations, independent contractors, personal injury and contractual obligations with combined single limits of coverage of at least $2 ,000,000 per occurrence. Auto Liability, including owned, non-owned and hired vehicles with at least:
$500,000 per occurrence.
$1,000,000 per occurrence.
As required by State Statutes. A copy of your current policy must be submitted naming yourself and or your company. Workers’ Compensation Insurance: as required by State Statutes. (Not needed if Self -employed with no employees and CONTRACTOR signs statement to this effect.)
Errors & Omissions or Malpractice or Professional Liability: depending on type of contract/service. At least $5 00,000 per occurrence. Business License: The CONTRACTOR must have a current City of Simi Valley license on file at City Hall or purchase said license (at no cost to the City).
PLEASE NOTE: ALL APPLICABLE INFORMATION LISTED ABOVE MUST BE OBTAINED AND ON FILE, PRIOR TO THE ISSUANCE OF A CITY
PURCHASE ORDER BEING SENT TO YOU (VIA EMAIL OR HARD COPY) BY THE RISK MANAGER/PURCHASING AGENT, THUS AUTHORIZING COMMENCEMENT OF WORK FOR THE CITY.
Submitted by (complete all blanks): COLOR COPY REQUIRED BACK TO THE CITY Company Name: CHARLES P. CROWLEY COMPANY
By (Print name & title): JON CROWLEY, PRESIDENT
Company Street Address: 15861 BUSINESS CENTER DRIVE
Vendor’s Authorized Signature required:
City, State, Zip: IRWINDALE, CA 91706
Date signed:
Phone: (626) 856-5656
Agreement Date & Expiration Date: SEPTEMBER 8, 2025
THROUGH SEPTEMBER 7, 2030
Services Rendered: PURCHASE OF GAS MASTRRR
EQUIPMENT AND REPLACEMENT PARTS
Agreement Amount: $100,000
Originator/Department Contact: Travis Fisher Date initiated:
Department Head Review: City Manager Approval :
Return the original fully executed form to the City Clerk's office
Attach: Scope of Work and/or Quotes
4 1.GENERALLY. The materials, supplies, or services (collectively,
“Purchase”) covered by this purchase order (“order”) must be furnished by
Seller subject to all the terms and conditions contained in this order which Seller, in accepting this order, agrees to be bound by and comply with in all particulars. No other terms or conditions are binding upon the parties unless subsequently agreed to in writing. Written acceptance or shipment of all or any portion of the Purchase covered by this order constitutes unqualified acceptance of all terms and conditions in this order. The terms of any proposal referred to in this order are included and made a part of the order only to the extent it specified the Purchase ordered, the price, and the delivery, and then only to the extent that such terms are consistent with the terms and conditions of this order.
2.INSPECTION. The Purchase furnished must be exactly as specified in this order, free from all defects in Seller’s performance, design, workmanship, and materials, and, except as otherwise provided, is subject to inspection and test by City at all times and places. If, before final acceptance, any Purchase is found to be incomplete, or not as specified, City may reject it, require Seller to correct it without charge, or require delivery of such Purchase at a reduction in price that is equitable under the circumstances. If seller is unable or refuses to correct such items within a time deemed reasonable by City, City may terminate the order in whole or in part. Seller bears all risks as to rejected Purchases and, in addition to any costs for which Seller may become liable to City under other provisions of this order, must reimburse City for all transportation costs, other related costs incurred, or payments to Seller in accordance with the terms of this order for unaccepted Purchases. Notwithstanding City’s acceptance of any Purchase, Seller is liable for latent defects, fraud, or such gross mistakes as constitute fraud.
3.CHANGES. City may make changes within the general scope of this order in drawings and specifications for specially manufactured supplies, place of delivery, method of shipment or packing of the order by giving notice to Seller and subsequently confirming such changes in writing. If such changes affect the cost of or the time required for performance of this order, an equitable adjustment in the price or delivery or both must be made. No change by Seller is allowed without City’s written approval. Any claim by Seller for an adjustment under this section must be made in writing within thirty (30) days from the date of receipt by Seller of notification of such change unless City waives this condition in writing. Nothing in this section excuses Seller from proceeding with performance of the order as changed.
4. TERMINATION. City may terminate this order at any time, either verbally or in writing, with or without cause. Should termination occur, City will pay Seller as full performance until such termination the unit or pro rata order price for the performed and accepted portion of the Purchase. City may provide written notice of termination for Seller’s default if Seller refuses or fails to comply with this order. If Seller does not cure such failure within a reasonable time period, or fails to perform the Purchase within the time specified (or allowed by extension), Seller will be liable to City for any excess costs incurred by City.
5.TIME EXTENSION. City may extend the time for completion if, in City’s sole determination, Seller was delayed because of causes beyond Seller’s control and without Seller’s fault or negligence. In the event delay was caused by City, Seller’s sole remedy is limited to recovering money actually and necessarily expended by Seller because of the delay; there is no right to recover anticipated profit.
6.REMEDIES CUMULATIVE. City’s rights and remedies under this order are not exclusive and are in addition to any rights and remedies provided by law.
7.TITLE. Title to materials and supplies purchased under this order pass directly from Seller to City upon City’s written acceptance following an actual inspection and City’s opportunity to reject.
8.PAYMENT. City will pay Seller after receiving acceptable invoices for materials and supplies delivered and accepted or services rendered and accepted. City will not pay cartage, shipping, packaging or boxing expenses unless specified in this order. Drafts will not be honored.
9.INDEMNIFICATION. Seller agrees to indemnify and hold City harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of the Purchase or the order, or their performance, except for such loss or damage arising from City’s sole negligence or willful misconduct. Should City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of the Purchase or order, or their performance, Seller will defend City (at City’s request and with counsel satisfactory to City) and indemnify City for any judgment rendered against it or any sums paid out in settlement or otherwise. For purposes of this section “City” includes City’s officers, elected officials, and employees. It is expressly understood and agreed that the foregoing provisions will survive termination of this order. The requirements as to the types and limits of insurance coverage to be maintained by Seller, and any approval of such insurance by City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by Seller pursuant to this order, including, without limitation, to the provisions concerning indemnification.
10.WARRANTY. Seller agrees that the Purchase is covered by the most favorable commercial warranties the Seller gives to any customer for the same or substantially similar supplies or services, or such other more favorable warranties as is specified in this order. Warranties will be effective notwithstanding any inspection or acceptance of the Purchase by City.
11.ASSIGNMENT. City may assign this order. Except as to any payment due under this order, Seller may not assign or subcontract the order without City’s written approval. Should City give consent, it will not relieve Seller from any obligations under this order and any transferee or subcontractor will be considered Seller’s agent.
12.INSURANCE. Seller must provide the insurance indicated on the face sheet of this order.
13.PERMITS. Seller must procure all necessary permits and licenses, and abide by all federal, state, and local laws, for performing this order.
14.INDEPENDENT CONTRACTOR. City and Seller agree that Seller will act as an independent contractor and will have control of all work and the manner in which is it performed. Seller will be free to contract for similar service to be performed for other employers while under contract with City.
Seller is not an agent or employee of City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Any provision in this order that may appear to give City the right to direct Seller as to the details of doing the work or to exercise a measure of control over the work means that Seller will follow the direction of the City as to end results of the work only.
15.WAIVER. City’s review or acceptance of, or payment for, work product prepared by Seller under this order will not be construed to operate as a waiver of any rights City may have under this Agreement or of any cause of action arising from Seller’s performance. A waiver by City of any breach of any term, covenant, or condition contained in this order will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this order, whether of the same or different character.
16.INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Ventura County.
5 Manufacturer of Chemical Mixing Systems 1420 Atlantis Drive, Webster, Texas 77598 (281-648-8703) January 1, 2025
Please use this letter as an acknowledgement that THE MASTRRR COMPANY has designated an exclusive sole source representative for sales and service of THE MASTRRR COMPANY products for the State of California and southern Nevada. These products include but are not limited to GAS MASTRRR Chemical Induction Units, Sarape Blankets, Control Panels, parts, and service.
C.P. Crowley Company will be the sole designated exclusive distributor for GAS MASTRRR equipment and replacement parts to the state of California and southern Nevada.
All inquiries on THE MASTRRR COMPANY products in the referenced area should contact:
Sherri Lynn Prock
Inside Sales
CHARLES P. CROWLEY COMPANY
15861 Business Center Drive, Irwindale, CA USA 91706
Phone (626) 856-5656; (Fax) 856-5658
THE MASTRRR COMPANY is proud to provide quality products for the water and wastewater industry since 1989. We strive to develop better and innovative products for high-rate flash mixing of chemicals into water for disinfection, de-chlorination, and chemical addition in a demanding water quality market.
Only MASTRRR COMPANY supplied factory parts can be used to maintain the integrity of the equipment. Non-factory parts void warranty consideration.
Please let us know if you require any additional information or if we can help you in any way.
Respectfully submitted,
David Macaulay
THE MASTRRR COMPANY
CONTRACT ATTACHMENT
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