REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
DATE: 09/01/2021
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
SUBJECT:
Title
Award Contract to Best Drilling and Pump, Inc., Layne Christensen Company, Legend Pump and Well Service, Inc., and Weber Water Resources CA, LLC. for Well and Booster Pump Services.
End
EXECUTIVE SUMMARY:
The City issued Request for Proposals 21-081AC for on-call Well and Booster Pump Services to ensure reliability and redundancy among six treatment facilities, 21 active wells, and 20 booster stations. Pumps are in service 24 hours a day, 7 days a week. It is essential to have multiple contractors available to respond when equipment fails or is not operating correctly.
RECOMMENDED ACTION:
Recommended action
That the:
a. City Council award Request for Proposals 21-081AC for On-call Well and Booster Pump Services to the following contractors for an initial contract term ending June 30, 2023, with two optional 2-year extensions.
-Best Drilling and Pump, Inc. of Colton, CA for $500,000
-Layne Christensen Company of Redlands, CA for $500,000
-Legend Pump and Well Service, Inc. of San Bernardino, CA for $500,000
-Weber Water Resources CA, LLC of Riverside, CA for $500,000
b. City Council authorize the City Manager, or his designee, to negotiate and execute Maintenance/General Services Agreements to the aforementioned contractors for an initial contract term ending June 30, 2023, with two optional 2-year extensions.
c. City Council authorize the General Manager and City Attorney, or their designees, to negotiate and execute non-substantive extensions, change orders, and amendments up to 10% or $50,000 of the original contract amount as authorized in Corona Municipal Code Section 3.08.060(J).
d. City Council authorize the Purchasing Manager to issue purchase orders to the aforementioned contractors for the initial term beginning September 1, 2021.
e. Corona Utility Authority review, ratify, and to the extent necessary, direct the City Council to take the above actions.
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BACKGROUND & HISTORY:
The Utilities Department (UD), previously the Department of Water and Power, currently operates and maintains 6 treatment facilities, 21 active wells, and 20 booster stations. The UD has wells that range from 200 to 600 feet in depth. Booster stations have an average depth of 20 feet. The UD Maintenance Division plans and coordinates as-needed service to install and repair well pumps and booster stations to provide high-quality drinking water to the community. Such services may include removing and installing deep well turbine pumps, column pipes, shafts, oil lines, motors, and other appurtenances.
ANALYSIS:
On June 9, 2021, the Purchasing Division issued Request for Proposals (RFP) 21-081AC - DWP on-call Well and Booster Pump Services through the City’s PlanetBids portal pursuant to Corona Municipal Code (CMC) Section 3.08.110 non-public projects formal bidding procedure requirements. The City received four proposals by the submission date of June 22, 2021.
Staff performed evaluations of the proposals from the four contractors. The evaluations were based on the following criteria:
|
Criteria |
Maximum Points |
|
Work Plan/Work Organization |
25% |
|
Qualifications of Company and Personnel (Experience) |
25% |
|
Approach to Safety Measures |
25% |
|
Reasonableness of Cost and Price |
25% |
|
Total |
100% |
Planetbids notified seventy-eight contractors of the bid proposal opportunity. Thirteen (13) contractors and 4 plan rooms downloaded the RFP document. Four (4) contractors responded to the RFP and submitted proposals by the due date and time. The evaluation panel carefully reviewed the four proposals and scored each firm’s response utilizing the evaluation criteria above. Table 1 below reveals the final ranking for each firm.
Table 1: RFP Rankings
|
Firm |
Ranking |
|
Best Drilling and Pump, Inc. (Colton, CA) |
1 |
|
Layne Christensen Company (Redlands, CA) |
2 |
|
Legend Pump and Well Service, Inc. (San Bernardino, CA) |
3 |
|
Weber Water Resources CA, LLC (Riverside, CA) |
4 |
The above-noted contractors have multiple contracts with agencies locally and out of state. Therefore, UD requests on-call agreements with multiple contractors to ensure redundancy and availability when needed. Having multiple contractors on retainer will provide UD the option to select contractors based on availability to immediately repair or replace failing or failed equipment in an expedited timeframe.
All licenses and references for each firm have been reviewed and verified by City staff.
FINANCIAL IMPACT:
Funding for the recommended action is included in the Fiscal Year 2022 Utilities Department Operating Budget. The total budget of $2,000,000 is equally allocated among the four contractors and is included in the water, water reclamation and reclaimed water funds. Funding in future fiscal years will be recommended through the budget process.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15301 of the Guidelines for the California Environmental Quality Act (CEQA), which states that operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination, is exempt from CEQA. Therefore, no environmental review is required.
PREPARED BY: KRISTIAN ALFELOR, OPERATIONS MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
Attachments:
1. Exhibit 1 - RFP 21-081AC
2. Exhibit 2 - RFP Summary
3. Exhibit 3 - MGSA with Best Drilling and Pump, Inc.
4. Exhibit 4 - MGSA with Layne Christensen Company
5. Exhibit 5 - MGSA with Legend Pump and Well Service, Inc.
6. Exhibit 6 - MGSA with Weber Water Resource CA, LLC