HomeMy WebLinkAbout03-20-2018 Item 07 Sole Source Equipment for WRRF Project
Meeting Date: 3/20/2018
FROM: Carrie Mattingly, Director of Utilities
Prepared By: David Hix, Deputy Director Utilities – Wastewater
SUBJECT: SOLE SOURCE AUTHORIZATION FOR CERTAIN WRRF PROJECT
EQUIPMENT
RECOMMENDATION
Authorize the inclusion of the sole-sourced equipment as identified in this report in the
construction and bidding documents for the Water Resource Recovery Facility Project.
DISCUSSION
The Water Resource Recovery Facility (WRRF) Project is in final design. The project includes
improvements for regulatory compliance, aged infrastructure replacement, future treatment
capacity, maximized recycled water production, and community engagement.
During the design process, certain equipment has been identified that, for various reasons,
requires the City meet its needs by using its sole source purchasing authority.
1. Polymer Blending System
2. Screw Thickener
3. Screw Press
4. Programmable Logic Controller
5. Odor Control
6. Primary Effluent Fine Screen
7. Electric Valve Actuators
In conformance with the City’s purchasing policies, the detailed sole-source justification for each
piece of equipment was submitted to the Purchasing Analyst for critical review (Attachment A).
It has been determined the sole source requests conform with City policies.
Sole source authorization is necessary at this time, so these specific pieces of equipment may be
incorporated in the final bidding and construction documents that are currently being prepared. If
an unanticipated design change should occur between now and completion of the documents that
would allow for competitive bidding on any applicable equipment, that equipment will be
removed from the sole source list and competitively bid.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines sec. 15278.
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FISCAL IMPACT
There is no fiscal impact associated with this action at this time. This request is to authorize staff
to incorporate this specific equipment and manufacturer to be placed in the bidding and
construction documents for the WRRF Project. This equipment will be purchased by the
contractor during construction and included in the construction cost of the project.
ALTERNATIVE
Elect not to authorize the equipment be placed in the bidding and construction documents.
The City Council may elect not to authorize this equipment be placed in the building and
construction documents. Staff does not recommend this alternative for the reasons outlined on
the sole source justification forms.
Attachments:
a - Approved Sole-Source Justifications
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City of San Luis Obispo Sole Source Justification Form
[Ovivo Brackett-Green Fine Screen]
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
Primary Effluent Fine Screens by Ovivo
Fine screens are required to minimize the introduction of materials that might be detrimental to the
longevity of the downstream membranes.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
Yes. The hydraulic profile limits the available headloss through the primary effluent fine screens to 6‐
inches at 50 percent blinding. The selected manufacturer is the only drum screen that meets this
requirement as other manufacturers require a minimum headloss of 12 inches.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
The product is proprietary.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
Other fine screens such as Band Screens and other manufacturers of Drum Screens were considered,
but no other known horizontal drum screen device in the market can meet the specification required
for this application.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
No, this product is not being sole sourced for standardization, but for its fit for this specific application.
6. Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
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City of San Luis Obispo Sole Source Justification Form
No
7. What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
$660,661/each, two in total. The price is reasonable and based on the research conducted by the
WRRF Project Team (CH2M, City, WSC, HDR) the pricing was found to be comparable to other fine
screen options available in the market.
Approved:
______________________________________ __02/13/18___________________
Kristin Eriksson Date
Purchasing Analyst
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City of San Luis Obispo Sole Source Justification Form
[Allen Bradley]
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
Programmable Logic Controllers by Allen Bradley. Specifically, the components include:
• Large systems – Allen Bradley ControlLogix
• Smaller System – Allen Bradley CompactLogix
• OIT/Touchpanels – Allen Bradley PanelViewPlus Standard 7 Series
• Network Switches – Mox (non-Device Level Ring) and Allen Bradley Stratix (Device Level Ring)
These are required for automation of equipment and communication between equipment and the central
SCADA control system.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
No, other similar services are available, but each PLC manufacturer maintains a unique protocol for
communication between PLCs and SCADA. Having multiple PLC systems will require additional cost
and complicated effort towards integration software, hardware and consultant fee. The WRRF has
standardized on Allen Bradley PLC for other equipment PLC.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Other similar products are available through various dealers, but the specified product is only
available through Allen Bradley.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
No. The WRRF has standardized on Allen Bradley PLC as mentioned above.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
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City of San Luis Obispo Sole Source Justification Form
The purchase will be an addition to the existing system. The product will avoid other costs, including
cost of software and hardware integration, cost of programming and implementation of the new
system, and additional operational and maintenance training requirement for the WRRF staff. The IT
steering committee has previously approved and recommended the purchase of Allen-Bradley PLCs
for projects.
6. Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
No
7. What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
$500,000 combined for the systems specified. The price is reasonable and based on the research
conducted by the WRRF Project Team (CH2M, City, WSC, HDR) the pricing was found to be comparable
to other PLCs in the market.
Approved:
______________________________________ ___02/13/18__________________
Kristin Eriksson Date
Purchasing Analyst
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City of San Luis Obispo Sole Source Justification Form
[Auma Actuators]
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
Electric valve actuators by Auma. This is required to provide ease of operation on large valves that
may require considerable effort to open and close.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
Other actuators meet the technical requirements, but the WRRF has standardized on Auma Actuators
based upon greater reliability and lower maintenance requirements. The department recently
procured them as part of the 2015 WRRF Energy Efficiency Project.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Other similar equipment are available.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
Other actuator manufacturers were not considered since the WRRF has standardized on Auma
actuators.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
The standardization effort will avoid costs associated with training for the operation and maintenance
of multiple actuators.
6. Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
No
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City of San Luis Obispo Sole Source Justification Form
7. What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
Valve actuators cost between $500 to $10,000 based on the valve size. Total number of actuators will
be decided by final design. Based on the cost estimates received during the WRRF Energy Efficiency
Project, the WRRF staff found the costs to be comparable.
Approved:
______________________________________ ___02/13/18__________________
Kristin Eriksson Date
Purchasing Analyst
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City of San Luis Obispo Sole Source Justification Form
[FKC Screw Press]
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
A new screw press manufactured by FKC for dewatering of anaerobically digested biosolids. The
existing belt filter press is approaching the end of useful life and it’s confirmed that a new screw press
is required to provide reliable redundancy.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
No, this is not the only one that meets the City’s requirements. However, City desires the
standardization of the dewatering equipment and has requested that the new screw press be by FKC
to match the existing FKC equipment. FKC was originally selected because it offered the best
dewatering characteristics, low maintenance requirements, ease of operation and was comparably
priced to other screw presses. The existing FKC press was purchased during the WRRF’s design/build
energy project.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Different screw presses are available from other manufacturers, but the City desires to standardize
on FKC screw press for dewatering due to familiarity and past performance/
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
No, other vendors were not considered due to the desire for standardization.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
The purchase is an addition to an existing system containing a FKC screw press. The purchase of the
product will avoid other costs, including additional training required for operation and maintenance
for the WRRF staff and implementation of a new system.
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City of San Luis Obispo Sole Source Justification Form
6.Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
No
7.What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
$498,355/each, one in total The WRRF project team (CH2M, City, WSC, HDR) has researched this
equipment and found the cost to be comparable to screw presses comparable to other manufacturers
of like equipment
Approved:
______________________________________ _____________________
Kristin Eriksson Date
Purchasing Analyst
02/13/18
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City of San Luis Obispo Sole Source Justification Form
[Huber Screw Thickener]
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
Huber Screw Thickeners for thickening of primary and waste sludge to minimize the footprint of the
new thickening process.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
Yes. While other thickeners are available on the market, Huber Screw Thickener offers the lowest
height profile when compared to other Thickeners. The new screw thickeners will be incorporated
due to the low profile canopy structure that is desired given the adjacency to the Bob Jones Trail. The
intent is to limit the visual impact of this facility on the plant site.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Other similar products are available from other vendors, but no other manufacturer offers the low
height profile.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
Yes, Rotary Drum Thickeners were also considered but Huber Screw Thickeners were chosen as it
offers the lower height profile.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
No, the intent of selecting Huber Screw Thickeners not standardization but to meet specific design
criteria for the thickening process.
6. Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
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City of San Luis Obispo Sole Source Justification Form
No
7.What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
$405,976/each, two in total The price is reasonable and based on the research conducted by the
WRRF Project Team (CH2M, City, WSC, HDR) the pricing was found to be comparable to other screw
presses available in the market.
Approved:
______________________________________ _____________________
Kristin Eriksson Date
Purchasing Analyst
02/13/18
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City of San Luis Obispo Sole Source Justification Form
[JDV LEVEL LODOR]
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
Self-leveling, odor controlled, roll-off bin cover by JDV LEVEL LODOR. This product is required to
minimize odor control form the biosolids roll-off bins at the biosolids dewatering area.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
Different odor control systems are available but this type of odor control was the most cost efficient
available for the dewatering area since it did not require the addition of large odor control systems
and enclosing the equipment in a building. The product is a special lid that would be placed on top of
the bins containing biosolids and scrubbing the odors coming directly from the bins. The alternative
would be to enclose the entire dewatering building and significantly upsize the odor control system
to accommodate the entire volume of the building.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Yes, this product is proprietary.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
Yes, other odor control systems were eliminated due to the reasons specified above.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
No, this product is not purchased for standardization, but to provide a cost-effective solution that
does not require enclosure of the dewatering building to an odor problem near the Bob Jones Trail.
6. Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
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City of San Luis Obispo Sole Source Justification Form
No
7.What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
$192,000 each. Three total units. Based on research conducted by the WRRF Project Team (City,
CH2M, WSC, HDR) the pricing was seen to be reasonable. The cost of the Level Lodor system is
significantly less than the cost of enclosing the dewatering building and installing an odor control
system that is large enough to treat all of the air within the building compared to solely the air coming
directly from the bins that receive the dewatered solids.
Approved:
______________________________________ _____________________
Kristin Eriksson Date
Purchasing Analyst
02/13/18
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City of San Luis Obispo Sole Source Justification Form
[UGSI Polyblend]
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
Polymer blending system by UGSI. This is required to feed polymers to the thickeners and dewatering
presses for improved performance.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
Other polymer blending units meet the technical requirements, but the WRRF currently uses a UGSI
Polyblend unit for the dewatering process and would like to standardize the system for the additional
screw press that will be incorporated as part of this project.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Other similar equipment are available.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
Other polymer blending systems were considered, but eliminated in order to standardize on UGSI’s
equipment.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
The standardization effort will avoid costs associated with training for the operation and maintenance
of multiple polymer blending units and reduce the cost of implementation of different systems and
associated processes.
6. Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
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City of San Luis Obispo Sole Source Justification Form
No
7. What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
$40,000 each. Three total units. The price is comparable to other similar equipment.
Approved:
______________________________________ __02/06/2018___________________
Kristin Eriksson Date
Purchasing Analyst
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