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CITY COUNCIL AGENDA ITEM NO. 12

Meeting Date: September 23, 2003

Subject/Title: Award the Construction Contract for the Water Distribution Telemetry/SCADA System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624.

Submitted by: Engineering: B. Grewal/P. Eldredge

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to award the construction contract for the Water Distribution Telemetry/SCADA System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624, to Control Manufacturing Company, Inc. and authorize the City Manager to execute the Agreement and necessary documents in the amount of $1,185,824, which includes one bid alternate, and also grant the City Manager authority to execute change orders up to 10% of the contract amount and amend the CIP Project Budget sheets accordingly.

PREVIOUS ACTION
On November 8, 2000, City Council authorized the City Manager to execute an agreement for an amount not to exceed $271,000 between Electrical and Control System Engineering Inc., and the City of Brentwood to provide design, biddable contract documents and services during construction for the Water Distribution Telemetry / SCADA System, CIP Project No. 562-5620.

On September 3, 2002, City Council passed a Resolution approving a Professional Services Agreement with JSP Automation to assist the City with the integration, programming and installation of the Water Distribution Telemetry/SCADA System Project, CIP Project No. 562-5620.

BACKGROUND
Currently the potable water system is operated manually by hand with the operators spending a good portion of their day turning pumps on and off, obtaining tank levels and other required data. As the City has grown over the years the number of water facilities required to support the population has grown as well and the above referenced method of operation has become unfeasible. This project will allow the system to be monitored and controlled remotely from one or more locations, and the system can be programmed to run efficiently as one cohesive unit.

The City utilizes pressurized chlorine cylinders at several of the well sites for the required disinfectant to maintain a residual in the potable water distribution system. The Well Disinfection System Upgrade Project removes the chlorine cylinders and replaces them with onsite sodium hypochlorite generation units, which are less labor intensive and safer than chlorine gas. These new generation units will require integration into the SCADA system for effective operation, and it was determined that combining the two projects under one design and bid, would provide the most cost effective and feasible approach.

The City advertised the project for construction bids beginning Thursday, August 7, 2003, and bids were opened on September 10, 2003. A total of four (4) bids were received, however, only three of the bids were acceptable as the apparent low bidder, Calcon Systems, Inc., had requested their bid in the amount of $635,734.02 be removed, due to a clerical error (in the amount of $652,222.08) in the calculation of the total bid amount. Public Contract Code Section 5103 allows for the apparent low bidder to withdraw their bid within five (5) calendar days from the bid opening upon discovery of a clerical error in the preparation of the bid. The notification was received from Calcon Systems, Inc., within the specified time period. The Public Contract Code also provides the ability for the City to award the bid to the next apparent low bidder upon receipt of the aforementioned request. The remaining bids were reviewed and the lowest responsive, responsible bid was received from Control Manufacturing Company, Inc. in the amount of $1,185,824.

The three bids were:
1. Control Manufacturing Co., Inc. $1,185,824.00
2. Wunderlich-Malec $1,411,800.00
3. Telstar Inc. $2,101,827.93
Alternatives:
1. Award contract to the apparent low bidder.
2. Reject all bids and authorize staff to re-advertise for bid.
3. Reject all bids and direct staff not to re-advertise.

Staff recommends the award of the construction contract for the Water Distribution Telemetry/SCADA System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624, to Control Manufacturing Company, Inc.

FISCAL IMPACT
In addition to the award of the construction contract, City staff is requesting that the respective budget sheets be modified to move the unspent amounts in the “prior” column of the CIP Project Budget Sheets to the current fiscal year 03/04. These funds were previously allocated in the prior fiscal year but were not utilized, due to the timing of the project.

The total bid amount is $1,185,824, which is comprised of work encompassed by both projects. It was determined that it would be more economical and efficient to bid both of these projects under a separate cover instead of individually as the installation of the new disinfection systems would require integration into the SCADA system. The total budget amount for the Water Distribution Telemetry/SCADA System, CIP Project No. 562-5620, and the Well Disinfection System Upgrade CIP Project No. 562-5624, in the approved CIP Final Budget 03/04 – 07/08 are $1,415,500 and $632,000 respectively. The amount of the total bid attributable to each respective budget is depicted below:

Water Distribution Telemetry/SCADA System, CIP Project No. 562-5620
Bid amount for SCADA $806,885.25

Well Disinfection System Upgrade, CIP Project No. 562-5624
Bid Amount for Disinfection $378,938.75

Attachments:
Resolution
Agreement
Amended CIP Budget Sheets
Site Maps
Withdrawl Request Letter from Calcon Systems, Inc.
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AWARDING THE CONSTRUCTION CONTRACT TO CONTROL MANUFACTURING COMPANY, INC. FOR THE WATER DISTRIBUTION TELEMETRY/SCADA SYSTEM AND WELL DISINFECTION SYSTEM UPGRADE, CIP PROJECT NO.’S 562-5620 AND 562-5624, IN THE AMOUNT OF $1,185,824; AND GRANT THE CITY MANAGER AUTHORITY TO EXECUTE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.

WHEREAS, On November 8, 2000, the City Council authorized the City Manager to execute an agreement for an amount not to exceed $271,000 between Electrical and Control System Engineering Inc., and the City of Brentwood to provide design, biddable contract documents and services during construction for the Water Distribution Telemetry / SCADA System, CIP No. 562-5620; and

WHEREAS, On September 3, 2002, the City Council passed a Resolution approving a Professional Services Agreement with JSP Automation to assist the City with the integration, programming and installation of the Water Distribution Telemetry/SCADA System Project, CIP Project No. 562-5620; and

WHEREAS, The City advertised the project for construction bids beginning Thursday, August 7, 2003, and bids were opened on September 10, 2003; and

WHEREAS, A total of four (4) bids were received, however, only three of the bids were acceptable as the apparent low bidder, Calcon Systems, Inc., had requested their bid in the amount of $635,734.02 be removed, due to a clerical error in the calculation of the total bid amount. Public Contract Code Section 5103 allows for the apparent low bidder to withdraw their bid within five (5) calendar days from the bid opening upon discovery of a clerical error in the preparation of the bid. The notification was received from Calcon Systems, Inc., within the specified time period; and

WHEREAS, The remaining bids were reviewed and the lowest responsive, responsible bid was received from Control Manufacturing Company, Inc.; and

WHEREAS, It was determined that combining the two projects under one design and bid, would provide the most cost effective and feasible approach.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to award the construction contract to Control Manufacturing Company, Inc. in the amount of $1,185,824, for the Water Distribution Telemetry/Scada System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624.

BE IT FURTHER RESOLVED that the City Manager is granted the authority to execute change orders up to 10% of the contract amount.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 23rd day of September 2003 by the following vote:

AGREEMENT

BRENTWOOD WATER DISTRIBUTION TELEMETRY/SCADA SYSTEM
PROJECT NO. 562-5620
AND
WELL DISINFECTION SYSTEM UPGRADE
PROJECT NO. 562-5624

THIS AGREEMENT FOR CONSTRUCTION is made and entered into this 23rd day of September 2003, by and between the City of Brentwood (herein called City) and Control Manufacturing Company, a California corporation, a partnership or an individual (circle one) located at 2650 Napa Valley Corporate Drive, Napa, California 94558, herein called Contractor.

The City and the Contractor agree as follows:

(1) CONTRACT SUM: The City agrees to pay, and the Contractor agrees to accept, in full payment for constructing the Project in strict accordance with the Contract Documents and performing all other requirements of the Contract Documents, the sum of One Million, One Hundred Eighty-Five Thousand, and Eight Hundred Twenty-Four dollars ($1,185,824) to be paid in accordance with the Contract Documents.


(2) COMPLIANCE WITH LAW: The City is a public agency. All provisions of law applicable to public contracts are a part of this contract to the same extent as though set forth herein and will be complied with by the Contractor.


(3) CONTRACT DOCUMENTS: The following Contract Documents relating to this Agreement are hereby made a part of and incorporated by reference into this Agreement: The Notice Inviting Bids, Invitation to Bid, Information for Bidders, Contract Proposal, Faithful Performance Bond, Labor and Materials Payment Bond, Contractor’s Certificate Regarding Worker’s Compensation, Certificate of Insurance and Endorsement (Worker’s Compensation), Certificate of Insurance and Endorsement (General Liability), General Conditions, Special Provisions, Plans and Specifications, CalTrans Standard Plans and Specifications, City of Brentwood Standard Plans and Specifications, Plans, and supplemental agreements, certifications, and endorsements applicable to this work, with all modifications incorporated in said documents prior to receipt of the Contract Proposals. Any work called for in one Contract Document not mentioned in another is to be performed and executed the same as if mentioned in all Contract Documents.

Contractors are required by law to be licensed and regulated by the Contractor’s State License Board which has jurisdiction to investigate complaints against contractors if a complaint is filed within three years of the date of the alleged violation. Any questions concerning a contractor may be referred to the Registrar, Contractors’ State License Board, P.O. Box 26000, Sacramento, California 95826.

This Agreement is executed by the City upon approval by the City Council at their regular scheduled meeting of September 23, 2003, and the Contractor has caused this Agreement to be duly executed.

CITY OF BRENTWOOD CONTROL MANUFACTURING COMPANY:

By: _____________ By: ________________
John E. Stevenson, City Manager (Authorized Representative of Contractor)

Dated: _________________________, 2003 Printed Name: ________________


ATTEST: Title: ________________
(Attach Acknowledgment for Authorized
Representative of Contractor)

___________________________________
Karen Diaz, CMC
City Clerk Dated :________________________, 2003

APPROVED AS TO FORM:

___________________________________
Dennis Beougher, City Attorney

(Attach Acknowledgment for Authorized Representatives of Contractor)

 

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