HomeMy WebLinkAboutItem 6c. Authorize replacement of Actoflo Mixer Gearboxes as part of Water Treatment Plant Major Facility Maintenance Item 6c
Department: Utilities
Cost Center: 6003
For Agenda of: 3/7/2023
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Utilities Director
Prepared By: Mychal Boerman, Utilities Deputy Director - Water
Miguel Barcenas, Utilities Deputy Director-Engineering and Planning
Shawna Scott, Utilities Special Projects Manager
SUBJECT: AUTHORIZE THE REPLACEMENT OF ACTIFLO MIXER GEARBOXES
AS PART OF WATER TREATMENT PLANT MAJOR FACILITY
MAINTENANCE
RECOMMENDATION
1. Approve the purchase and installation of replacement parts for the City’s Water
Treatment Plant (WTP) Actiflo Mixer Gearboxes and authorize the City Manager to
execute a Sole Source Purchase Agreement with MISCOwater in the amount of
$500,322; and
2. Authorize the use of Water Fund Undesignated Capital for the purchase and
installation of replacement parts for the City Water Treatment Plant Actiflo Mixer s in
the amount of $255,322, Specification No. 1000542-05; and
3. Find the project exempt from the California Environmental Quality Act (CEQA).
POLICY CONTEXT
The City Utilities Department is responsible for providing uninterrupted water service to
the community, the California Polytechnic State University campus, and the San Luis
Obispo County Regional Airport. This project will provide necessary facility maintenance
including the purchase of replacement parts to continue providing water service the
community and contract based customers.
DISCUSSION
Background
The City’s Water Treatment Plant (WTP) was originally constructed in 1961. In 1995, a
significant upgrade to the plant was completed to meet changing water quality
requirements. In April 2008, another major upgrade project was completed that replaced
older equipment, added additional storage capacity for treated water, and enhanced
treatment processes. The ongoing maintenance of the facilities and equipment at the
WTP is necessary to prolong the useful life of the facilities and to ensure staff’s ability to
operate the plant and treat water to state and federal standards.
Page 17 of 375
Item 6c
Proposed Project
The City’s potable water is treated by a multi-step process including the mixing of
aluminum sulfate (alum) and polymer flocculant1 with water to start a coagulation process.
The alum and polymers neutralize the electrical charges on the fine particles in the water,
allowing them to coagulate into larger particles and clumps (flocculation process). The
next step in the water treatment process is ballasted flocculation, which improves the
settling properties of suspended solids by adding a weighting or ballast material, such as
micro-sand. The settled material is then collected and processed to separate the
undesirable solids for disposal and return the ballast material back into the treatment
cycle.
The ballasted flocculation system at the City’s WTP is an Actiflo® system, which includes
six Philadelphia mixer gearboxes. The gearboxes were installed during the 2008 upgrade
project described above and have an expected lifespan of 15 to 20 years. During an
annual maintenance review, the technician recommended replacement of the gearboxes
because they are at the end of their useful life. Based on the age of the equipment, the
gearboxes need to be replaced, as the coagulation process is critical for the treatment
and disinfection of the City’s potable water. The proposed maintenance project in cludes
the purchase and in-kind replacement of six Philadelphia mixer gearboxes, including the
polymer mixing unit’s gears, bearings, associated equipment related to the coagulation
system, and gear oil. An authorized and factory-trained technician will supervise
installation of the equipment and perform a factory-approved start-up and testing to
ensure successful replacement and operation. The purchase would be sole sourced, as
explained further in the Fiscal Analysis, below.
Previous Council or Advisory Body Action
The purchase of replacement parts for the Actiflo® Mixers is included in the City’s 2021-
23 Financial Plan and Financial Plan Supplement.
Public Engagement
The Project has been identified as a priority project in the Financial Plan Capital
Improvement Plan, which is available for public review.
CONCURRENCE
The City’s Finance Director concurs with the Utilities Department ’s findings that the
recommended purchase is consistent with required considerations for sole source
purchasing. The project is consistent with the City’s Fiscal Health Contingency Pla n
because the equipment replacement is necessary to continue providing potable drinking
water to City customers, an essential service of the City.
1 A polymer is a substance that has a molecular structure consisting predominantly or entirely of a large
number of similar units bonded together. A flocculant is a substance that reacts with solids suspended in
the water to form clumps (flocs).
Page 18 of 375
Item 6c
ENVIRONMENTAL REVIEW
The City prepared a Notice of Exemption for the Generator Project in accordance with the
California Environmental Quality Act (CEQA) (Attachment A). The Project is categorically
exempt from CEQA pursuant to CEQA Guidelines Section 15301 (Existing Facilitie s). The
project qualifies for this exemption because it consists of the in -kind replacement of
equipment at the Water Treatment Plant and would not increase the capacity of the
existing facility.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2022-23
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
Water Fund
CIP 1000542
$245,000 $245,000 $0 N/A
Undesignated
Capital
(Completed
Projects)
$1,412,903 $255,322 $1,157,581 N/A
Total $1,657,903 $500,322 $1,157,581 N/A
The purchase of replacement parts for the Actiflo® Mixers is included in the City’s 2021-
23 Financial Plan Supplement (Water Fund Capital Improvement Plan, Water Treatment
Plant Major Facility Maintenance (Project No. 1000542-05). The Supplemental Budget
document identifies a total of $245,0002 for the project in fiscal year 2022-23, noting that
an additional $75,000 will be recommended in the 2023-25 Financial Plan for further
retrofits related to the polymer mixing system, for an estimated total of $320,000. Of this
amount, $245,000 is identified in the City’s approved Financial Plan.
Due to escalating supply costs, equipment purchase and installation including freight
delivery is estimated to be $416,935 (Attachment B, Sole Source Letter and Bid
Estimate). Inclusive of a 20% contingency, the total project cost would be $500,322.
Therefore, an additional $255,322 is needed from the Water Fund, Undesignated Capital
(Completed Projects) to fully fund the Project. The approximate current balance in Water
Fund undesignated capital (funds remaining from completed projects) is $1,412,903.
2 The 2022-23 Financial Plan Supplement includes the original $35,000 identified in the 2021 -23 Financial
Plan and a supplemental $210,000 for the project, resulting in a total of $245,000.
Page 19 of 375
Item 6c
Estimated Construction Costs
Philadelphia Mixer Bearing Replacements $416,935
Contingency (20%) $83,387
Total Project Cost $500,322
Sole Source Justification
The City’s Municipal Code allows for sole source purchases under specific situations.
Municipal Code Section 3.24.060 dictates that certain acquisitions can be purchased from
a single “sole-source” without engaging in bidding procedures. Staff must justify their sole-
source purchases through one of the following criteria as set forth in the Code:
A. When the amount to be expended is less than the bid requirement amount which
shall be specified by resolution of the council;
B. When an emergency purchase is made to address a si tuation that creates an
immediate and serious need for equipment, supplies, or services that cannot be
met through normal purchasing procedures and where the lack of such
equipment, supplies or services would seriously threaten the functioning of city
government, the preservation of property, or the health or safety of any person;
C. When the item(s) to be purchased can be obtained from only one vendor or
supplier;
D. When supplies or equipment have been uniformly adopted in the city or otherwise
standardized;
E. When the purchase will be made cooperatively with one, or more, other units of
government, or from a local dealer within the city limits that can provide the same
brand, model and configuration of item(s) identified in cooperative purchase
agreement(s) at or below the cooperative purchasing net cost within the same
terms and conditions;
F. When reasonably necessary for the preservation or protection of public peace,
health, safety or welfare of persons or property; or
G. When, given the indeterminate nature of the city’s need, a request for proposal
will result in a more favorable and efficient comparison of supplies, equipment
and/or services.
This item qualifies as a sole source purchase under criteria C as the equipment needs to
be replaced in-kind, Philadelphia Mixing Solutions, LLC is the only supplier of the
necessary equipment, and there is only one company (MISCOwater) that is authorized
by Philadelphia Mixing Solutions, LLC to sell parts and provide service in the regional
area including San Luis Obispo.
Page 20 of 375
Item 6c
ALTERNATIVES
Deny or defer approval to purchase. The City Council may choose to deny or defer the
approval to purchase the equipment. Staff does not recommend this alternative as the
purchase and installation is needed to maintain equipment critical to the WTP’s potable
water treatment process and compliance with state and federal drinking water standards.
ATTACHMENTS
A - WTP Actiflo Mixers Replacement Notice of Exemption
B - MISCOwater and Philadelphia Mixing Solutions Sole Source Letter and Bid Estimate
C - Project Vicinity Map (Specification No. 1000542-05)
Page 21 of 375
Page 22 of 375
Notice of Exemption
To: Office of Planning and Research From: City of San Luis Obispo
1400 Tenth Street, Room 121 Community Development Department
Sacramento, CA 95814 919 Palm Street
San Luis Obispo, CA 93401-3249
County Clerk
County of San Luis Obispo Filing Not Required
1144 Monterey Street, Suite A
San Luis Obispo, CA 93408
Project Title: Water Treatment Plant Actiflo Mixers Replacement Spec. 1000542-05
Project Location: Stenner Canyon Water Treatment Plant
Project Location - City: Unincorporated, SLO County, CA Project Location - County: San Luis Obispo
Description of Project: The proposed maintenance project includes the purchase and in-kind replacement of
six Philadelphia mixer gearboxes, including the polymer mixing unit’s gears, bearings, associated equipment
related to the coagulation system, and gear oil.
Name of Public Agency Approving the Project: City of San Luis Obispo
Name of Person or Agency Carrying Out the Project: City of San Luis Obispo
Exempt Status (check one):
Ministerial (Section 21080(b)(1); 15268;
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c)
Categorical Exemption. State type and section number: 15301, Class 1, Existing Facilities
Statutory Exemptions. State code number:
Reasons why project is exempt:
The project qualifies for this exemption because it is a maintenance project and consists of the in-kind
replacement of equipment at the Water Treatment Plant, and would not increase the capacity of the existing
facility.
Lead Agency
Contact Person: Shawna Scott Area Code/Telephone/Ext. (805) 781-7176
If filed by applicant:
1. Attach certified document of exemption finding.
2. Has a notice of exemption been filed by the public agency approving the project? Yes No
Signature:______________________________ Date: __February 7, 2023________________
By: Shawna Scott, Special Projects Manager (sscott@slocity.org)
Page 23 of 375
Page 24 of 375
Philadelphia Mixing Solutions LLC
Headquarters, Service & Technology Center
1221 East Main Street, Palmyra, PA 17078, USA
Service & Technology Center
7210 Harms Road, Houston, TX 77041, USA
+1 717-832-2800
www.philamixers.com
Mixing Solutions Limited
Venture House, Bone Lane
Newbury • Berkshire RG14 5SH, UK
+44 1635 275300
www.mixingsolutions.com
Philadelphia Mixing Solutions Asia Pvt Ltd.
EFC Offices Spaces LLP
Unit No. 2202 A, 2nd Floor
Rajiv Gandhi InfoTech Park, Phase 1
Hinjewadi Pune 411057. India
+91 22 6241 2008 /67732000
www.philamixers-asia.com
10/6/22
City of San Luis Obispo
879 Morro St
San Luis Obispo, CA 93401-7314
To whom it may concern,
Philadelphia Mixing Solutions, LLC. designs and manufactures equipment for the water and wastewater
industries. All the equipment and components are specified according to each application per a set of
specifications, tolerances, and standards. Philadelphia Mixing Solutions, LLC is the only supplier of its
named equipment.
MISCOwater is Philadelphia Mixing Solutions’ sole authorized representative for products in the
municipal water and wastewater industries for the state of California.
Regards,
Austin Bashline
Regional Sales Manager
717-679-7161
austin.bashline@spxflow.com
Page 25 of 375
ALBUQUERQUE AURORA FOOTHILL RANCH LAS VEGAS PLEASANTON TEMPE
27101 Burbank, Suite B ● Foothill Ranch, CA 92610 ● T 949-458-5555 ● F 949-458-5500
www.miscowater.com
Date: 02/01/2023
To: City of San Luis Obispo
Attn: Steve Dunton, WTP Chief Maintenance Technician.
Subject: Sole Source Turn-Key Proposal for replacement of (6) PHILADELPHIA MIXER
GEARBOXES at WTP located at 1900 Stenner Creek Rd, San Luis Obispo, CA.
Proposal:
MISCOwater will provide a turn-key and sole source replacement of the existing (6)
PHILADELPHIA MIXER GEARBOXES, Model Number 3855M, Reference Serial Numbers:
05DEJ0613, 05DEJ0614, 05DEJ0615, 05DEJ0616, 05DEO0617, 05DEO0618 according to
the scope outlined in the following proposal:
• Provide and install OEM gearboxes and their high-speed mounting for 210TC
Frame and output shaft. (Customer to reuse drive stand, motor, and wetted
parts).
• Provide Authorized and Factory Trained Field Service Technician to supervise
installation and perform factory approved start-up. (2 days).
• Dispose of replaced gearboxes.
• Option A: Provide the factory recommended food grade gear oil* – price adder
applies.
Page 26 of 375
Scope of proposal:
• MISCOwater will provide and install new PHILADELPIA MIXER GEARBOXES per the
manufacturer’s guidelines.
• Remove and dispose of the (6) existing gearboxes.
• Disconnect and reconnect the existing (soft wired in conduit) electrical connection
to the mixers.
• Provide a Factory Trained and Authorized Technician to observe and advise on the
installation and perform the Factory approved Equipment Start-Up Service (2-
days included).
• Provide a 1-year warranty on equipment and installation.
• Option A: Provide (2) 55-gallon drums of Factory Recommended Food Grade Gear
Oil. (*Each Mixer requires approximately (7) gallons of oil at start-up and then an
oil change is required at 500 hours or 4 weeks of service, whichever comes first).
• As the Sole Source and Authorized Representative for Philadelphia Mixers in
California MISCOwater will provide a Sole Source Letter.
Excluded:
• Sales tax.
• Freight and Shipping.
• Permits, fees and or performance bonds if required.
• Any item / work not specifically named.
• Engineering Services, and or stamped engineering documents.
• Seismic calculations.
• Concrete restoration.
• Hazardous material handling or disposal.
• Gear boxes are shipped without gear oil. Installation of the oil is not included in
this proposal. We can perform this for an added cost if desired.
Page 27 of 375
Pricing:
MISCOwater proposes to offer this turn-key proposal for the price of:
Option A:
$369,980.00
Per Scope listed above.
Option B:
$11,955.00
Price adder to Supply recommended Food Grade Gear Oil.
Both Option A and B:
$381,935.00
• Estimated sales tax: add approximately $23,650.00 based on install location.
• Estimated Freight: add approximately $7500.00.
Our proposal/quotation is valid to 03/31/2023.
About:
MISCOwater is a licensed General Contractor in the State of California and can offer this
project on an installed, turn-key, and sole source basis as replacement in kind.
Founded in 1974, MISCOwater is a highly regarded manufacturer’s representative,
equipment supplier and installation General Contractor with many successful direct to
customer delivery projects completed.
We are licensed, bonded, and insured and will provide a Reference list upon request for
your assurance and confidence in our ability to perform.
Additionally, MISCOwater employ’s a full-time professional Project Manager to oversee
our direct to customer delivery projects.
Our Project Manager has more than a decade in the profession and has successfully
managed and completed multimillion-dollar projects, including schools, prisons, and
municipal water treatment projects. Page 28 of 375
Notes:
• The MISCOwater Standard Terms and Conditions apply to this proposal. Included
herein.
• Freight and Shipping shall be Prepaid and Added (FSP-PPA), FOB Shipping Point
from SPX Flow, Philadelphia Mixing Solutions, LLC to Customer Location.
• The estimated time to shipment after a purchase order is received is 20-22 weeks.
• We ask that the Customer drain the oil from the gear boxes the day before the start of our
arrival. Disposal of the old/used gear oil is not included in the proposal.
• The Customer should have a fork truck or boom truck to off load the equipment from the
shipper.
Due to prevailing market conditions, it is difficult for MISCOwater and its sub-suppliers to ascertain
cost and delivery time with certainty. As such, all prices and dates for execution/delivery are quoted
by MISCOwater based on the costs and availability of materials and labor at the date of quotation. If
the actual cost to MISCOwater of executing the order increases by more than 5% between the date of
the quotation and the date of completion of the order, such increase shall be added to the price of
the order. MISCOwater may also demonstrate such increase by applying a price index chosen by
MISCOwater in good faith and applied to all or part of the price. Further, MISCOwater shall not be
responsible for any delays beyond its reasonable control due to a shortage/lack of availability of
materials including increased lead times by its sub-suppliers, staff shortages or transportation
disruptions.
Regards,
Steve Wallace
Territory Sales Manager
MISCOwater
27101 Burbank, Suite B
Foothill Ranch, CA 92610
949-540-5806 mobile
swallace@miscowater.com
Page 29 of 375
Rev. 06/07/2016
MISCOWATER – TW ASSOCIATES
TERMS & CONDITIONS OF SALE
1. ACCEPTANCE
When the Buyer signifies acceptance of this quotation by submission of a Purchase Order or signed MISCOWATER Quotation, it shall become a
binding contract when accepted and signed by an authorized signer of the Seller (MISCOWATER). Any changes or amendments to this
proposal made by the Buyer must have MISCOWATER’s approval in writing to become a part of this contract.
2. DELIVERY
Any shipment or delivery date recited represents our best estimate, but no liability, direct or indirect, is assumed by MISCOWATER for failure to
ship or deliver on such dates. Unless otherwise directed, MISCOWATER shall have the right to make early or partial shipments and invoices
covering the same to Buyer shall be due and payable in accordance with payment terms hereof. FOB shall be origin.
3. APPROVAL DRAWINGS
Any preliminary drawings or literature attached to our quotation are for illustration purposes only to show approximate arrangements. Specific
drawings and submittal data will be furnished for approval as required after receipt and acceptance of the Buyer’s order. Fabrication of products
or equipment ordered will not begin until approval and direction to proceed is received in writing.
4. PAYMENT
Payment terms, upon credit approval, are Net 30 Days from the date of each invoice issued for each partial or final shipment. Flowdown
provisions are not accepted. Retention is not allowed. In the event any payment becomes past due, a charge of 1.5% will be assessed monthly.
5. TAXES AND BONDS
Taxes and bonds are NOT included in our pricing. Any applicable taxes or bonds will be added to the price and shown separately on each
invoice.
6. CLAIMS AND BACKCHARGES
Buyer agrees to examine all materials immediately upon delivery and report to Seller (MISCOWATER) in writing any defects or shortages noted
no later than 10 days following the date of receipt. The parties agree that if no such claim is made within said time, it shall be considered
acceptable and in good order with respect to any defect or shortage which would have been revealed by such an inspection. In no event will
MISCOWATER be responsible for any charge for modification, servicing, adjustment or for any other expense without written authorization from
MISCOWATER prior to the performance of any such work.
7. SECURITY INTEREST & TITLE
Until all amounts due MISCOWATER have been paid in full, Seller shall retain a security interest in the product and have all rights of a secured
party under the California Uniform Commercial Code, including the right to repossess the product or equipment without legal process.
8. WARRANTY
MISCOWATER warrants that the product furnished will be free from defects in material and workmanship when installed, operated and
maintained under design conditions and in accordance with the manufacturer’s written instructions. Warranties will expire (18) months after
shipment or twelve (12) months after start-up, whichever occurs first. Expandable items such as filter or scrubber media are excluded from this
warranty.
THIS WARRANTY, INCLUDING THE STATED REMEDIES, IS EXPRESSLY MADE BY SELLER AND ACCEPTED BY PURCHASER IN LIEU OF ALL OTHER
WARRANTIES. SELLER MAKES NO WARRANTIES, EXPRESSED OR IMPLIED, OF MERCHANTABILITY, FITNESS OR OTHERWISE, WHICH EXTEND
BEYOND THE DESCRIPTION OF THE PRODUCT HEREIN. SELLER WILL NOT BE LIABLE FOR ANY CONSEQUENTIAL, INCIDENTAL OR LIQUIDATED
DAMAGES, AND IN NO EVENT SHALL BE LIABLE FOR ANY AMOUNT IN EXCESS OF THE PURCHASE PRICE OF THE PRODUCT PURCHASED ON THIS
ORDER.
The foregoing is Seller’s only obligation and Buyer’s exclusive remedy for breach of warranty, and, except for gross negligence and willful
misconduct, the foregoing is Buyer’s exclusive remedy against Seller for all claims arising hereunder or relating hereto. Buyer’s failure to submit
a timely claim as provided shall specifically waive all claims for damages or other relief.
9. CANCELLATION
Should this order be cancelled, Buyer shall be obligated to pay for the level of work performed and products shipped. Work performed includes
any engineering, calculations, preparation of submittals, drawings, and/or travel to job site in relation to this order.
10. FIELD WORK
Unless specifically stated on our quotation, installation, start-up service, supervision, operation and training are not included in our pricing of
product.
11. COMPLETE AGREEMENT
These terms are intended by the parties as a final expression of their agreement and are intended also as a complete and exclusive statement of
the terms of their agreement. No course or prior dealings between the parties and no usages of the trade shall be relevant to supplement or
explain any term used in this agreement. This agreement supersedes all prior representations and agreements with respect to the matters set
forth herein and may be modified only by a written agreement to and signed by each of the parties.
MISCOWATER: By:
Title: Title:
Date: Date:
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CHORRO/MURRAY/MEINECKE
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