REPORT TO COUNCIL
SUBJECT
Title
Action on Award of a Purchase Order to American Truck & Trailer Body Co. for Automated Valve Operators and Installation Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Water & Sewer Utilities Department (Department) delivers potable water to approximately 26,000 residential, commercial, and industrial customers. In doing so, Department staff maintains, rehabilitates, repairs, or replaces approximately 335 miles of potable water mains throughout the City. These water mains are controlled by valves that can control, direct and regulate water flow in pipes.
The valve turning equipment is used to exercise main line valves throughout the distribution system to assure reliable operation and maintain water quality. It is used during routine water main replacement and emergency main breaks to stop water flow to the segment(s) being replaced. During an emergency main break, the valve turning equipment will play the vital role of stopping the flow of water, thereby mitigating property damage in the area. This equipment will make the process safer and more efficient. Having multiple pieces of equipment provides the redundancy necessary in a water distribution system.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement, with the award recommendation based on the “lowest bid”.
In April 2022, the RFB for the purchase and installation services of three (3) automated valve operators was issued using the City’s e-procurement platform. A total of 16 companies viewed the RFB and one bid was received as follows:
|
Bidder |
Total Base Bid |
|
American Truck & Trailer Body Co. (AT&TBC) |
$156,844 |
In addition to the automated bid notifications sent to potential bidders through the e-procurement platform, staff reached out to firms in the industry.
Staff recommends award of purchase order to AT&TBC as the sole bidder meeting all RFB specifications and requirements.
Under this purchase order, AT&TBC will provide and install three (3) automated valve operators onto the front of City vehicles. Pricing shall be fixed for the one-year term of the purchase order.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 (b)(2) in that the proposed actions are agreements for the purchase of products and services that are continuing maintenance and administrative activities.
FISCAL IMPACT
There is sufficient budget in the Water Utility Fund of the Water & Sewer Utilities Department’s FY 2022/23 adopted operating budget to cover the costs of this purchase order ($156,844) and a recommended 10% contingency amount ($15,684).
COORDINATION
This report has been coordinated with the Fleet Division of Public Works Department, Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute a Purchase Order with American Truck and Trailer Body Co. for the purchase and installation of three (3) automated valve operators, with a maximum compensation of $156,844 plus applicable taxes for a one-year term; and
2. Authorize the City Manager to execute change orders for a not-to-exceed contingency amount of $15,684 in the event any unforeseen changes arise, subject to the appropriation of funds.
Staff
Reviewed by: Gary Welling, Director of Water & Sewer Utilities
Approved by: Rajeev Batra, City Manager