Report to Mayor and City Council
Tuesday, October 20, 2020
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO.1 TO THE AGREEMENT FOR CONTRACT SERVICES BETWEEN THE CITY OF CARSON AND STRAIGHTLINE BACKFLOW , INC. (C-19-061) FOR TESTING, REPAIR AND REPLACEMENT SERVICES (CITY COUNCIL)
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I. SUMMARY
In mid-2019 staff received three (3) proposals for the repair, testing and replacement of backflow preventers. After analysis and evaluation, it was determined that Straightline Backflow, Inc (“Straightline”) was the lowest responsive and responsible bidder. On August 14, 2019, the City approved a contract services Agreement (Agreement”) with Straightline to provide backflow testing, repair and replacement of backflow preventers located within the City.
The contract term was set for one year ending August 13, 2020, to match the time estimated as needed to complete the work. As part of the change in leadership, when it was determined that additional time was needed to complete the testing for the remaining backflow preventers, PW staff working with the City Attorney’s Office, sought to identify options for moving forward that would not jeopardize the City’s responsibilities related to providing backflow testing, repair and replacement. Three (3) informal bids were collected by staff and it was determined that Straightline Backflow, Inc. was still the lowest responsive bidder.
Therefore, staff is seeking City Council approval to amend the Agreement to extend the term for one (1) year with Straightline to continue its services to complete the testing for the remaining backflow preventers.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No.1 to the agreement for Contract Services by and between the City of Carson and Straightline Backflow, Inc. to increase the contract sum by $11,000 to provide backflow testing, repair and replacing of such devices, such that the total cost of the Agreement does not exceed $35,000.
2. AUTHORIZE Mayor to execute the amendment following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. TAKE another action the City Council deems appropriate and consistent with the requirements of the City’s Purchasing Ordinance.
IV. BACKGROUND
The City is responsible for the care and upkeep of approximately 180 backflow prevention devices located throughout the City in various public parkways, medians, parks and City facilities.
Backflow preventers prevent contaminated water from flowing back into the potable water supply, which can occur if there is a sudden pressure drop in the water line. Backflow can contaminate the public drinking water supply and cause a health hazard. Thus, backflow prevention devices eliminate this hazard to the public’s drinking water. According to Title 17 Code of Regulations, “Backflow preventer shall be tested at least annually or more frequently if determined to be necessary by the health agency or water supplier.” The City is required by the water supplier to test the devices on a regular schedule.
In 2019 Staff received three (3) proposals for the repairing, testing and replacement of backflow preventers. On August 14, 2019, the City approved a contract services Agreement with Straightline Backflow, Inc. to provide backflow testing, repairing and replacing of various backflow preventers located throughout the City for a term of one (1) year and a total contract sum of $24,000 (Exhibit 1). Due to the number of City backflow preventers that had to be tested, repaired, and/or replaced, additional time is needed to complete the testing for the remaining backflow preventers. When the contract ended in August of 2019, three (3) informal bids were collected by staff. After careful analysis it was determined that Straightline Backflow, Inc. was still the lowest responsive bidder. Therefore, City and Contractor now desire to amend the Agreement to extend the term for one year, ending August 13, 2021, to complete the testing for the remaining backflow preventers and increase compensation by $11,000 to cover the remaining services for a total not-to-exceed contract sum of $35,000 (Exhibit 2).
Once the agreement and services from Straightline have been completed, staff will release an RFP for backflow testing, repair or replacement.
V. FISCAL IMPACT
There is no General Fund fiscal impact. The contract expenditures of $11,000 will be charged to the following budget account no. 101-80-840-102-6004.
VI. EXHIBITS
Exhibit No. 1: Straightline Backflow, Inc. Contract (pgs. 4 - 41)
Exhibit No. 2: Straightline Backflow, Inc. Contract Amendment No. 1 (pgs.42 -47)
Prepared by: Modesto Bolanos, Facility Maintenance Supervisor and Ariel de La Paz LBM Superintendent