Report to Mayor and City Council
Tuesday, June 01, 2021
Consent
SUBJECT:
Title
CONSIDER A PUBLIC WORKS AGREEMENT WITH VERNE'S PLUMBING, INC. FOR THE TESTING, REPAIR AND REPLACEMENT OF CITY-OWNED BACKFLOW PREVENTION DEVICES (CITY COUNCIL)
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I. SUMMARY
A Request for Proposals, RFP No. 21-013, was released on March 18, 2021, to solicit proposals from qualified firms to provide testing and repair services for City-owned backflow prevention devices for a three-year period, with two one-year extension periods. In response to the RFP, the City received two (2) proposals (Exhibit No. 2). Of the two proposers, Verne’s Plumbing, Inc. (“Verne’s”) was determined to be the only responsive and responsible bidder. Accordingly, staff recommends the City Council award a Public Works Agreement (the “Agreement”) to Verne’s Plumbing, Inc.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a Public Works Agreement with Verne’s Plumbing, Inc., to provide backflow device repair and testing services to the City in an amount not-to-exceed $50,000 for an initial three-year term, with City options to extend the term for up to two additional one-year periods thereafter at compensation not to exceed $16,667 per one-year option period (Exhibit No. 1).
2. AUTHORIZE Mayor to execute the Agreement following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT all proposals and direct staff to initiate a new Request for Proposal (RFP) process.
2. TAKE any other action the City Council deems appropriate, consistent with the requirements of applicable law.
IV. BACKGROUND
The City is responsible for the care and upkeep of over 100 backflow prevention devices located throughout Carson 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 and backflow prevention devices eliminate this hazard to the public’s drinking water. According to Title 17 of the California Code of Regulations, “Backflow preventers shall be tested at least annually or more frequently if determined to be necessary by the health agency or water supplier” (17 CCR §7605). The City is required by the water supplier to test the devices on a regular schedule.
From March 18, 2021, through April 12, 2021, a Request for Proposal (RFP) process took place. The RFP was advertised through Planet Bids and the Daily Journal and resulted in the receipt of two (2) proposals. Staff reviewed and evaluated the proposals based on the criteria outlined in the RFP, each weighted at 20% as listed below:
• Experience
• Scheduling
• Approach
• Cost of Project
• Overall Proposal
As part of the review, staff determined that the proposal of Straightline Backflow, Inc. (“Straightline Backflow”) was materially non-responsive and should not be considered since they failed to indicate their hourly labor rates for non-emergency repair work (i.e., repair work during weekday daytime hours) which may be authorized by the Contract Officer as required by the RFP (see RFP §H, “Cost Proposal” [p.8]; Table B, “Pricing,” line item no. 8 [p.11]),
Staff has determined that Verne’s is the only responsive and responsible bidder pursuant to Carson Municipal Code (“CMC”) Section 2610(i) of the City’s Purchasing Ordinance, and therefore the contract is required to be awarded to Verne’s pursuant to the Purchasing Ordinance unless all proposals are rejected. Staff’s evaluation determined that Verne’s is a responsible proposer pursuant to the Purchasing Ordinance in that, without limitation, Verne’s possesses the requisite experience, demonstrated ability and commitment, and their approach is timely and proper to perform the required services. Verne’s references were all very positive, and Verne’s proposal conformed to the RFP.
A notice of intent to award the contract to Verne’s was issued on May 11, 2021.
Accordingly, pursuant to Carson Municipal Code Section 2611(c), staff recommends that the City Council award the contract to Verne’s. The proposed Agreement with Verne’s provides for annual backflow prevention device testing and on-call emergency and non-emergency repair services (including replacement of devices when necessary) to be performed for a three-year term for a not-to-exceed contract sum of $50,000, with City options to extend the term for up to two additional one year periods for additional compensation in the amount of up to $16,667 per one-year extension period.
V. FISCAL IMPACT
Funds for this service were included in the FY 2021/22 General Fund budget under account numbers 101-80-840-102-6004.
VI. EXHIBITS
Exhibit No. 1: Public Works Agreement with Verne’s Plumbing, Inc. (pgs. 4-45)
Exhibit No. 2: RFP No. 21-013 (pgs. 46-96)
Exhibit No. 3: Proposal (Verne’s Plumbing, Inc.) (pgs. 97-99)
Exhibit No. 4: Proposal (Straightline Backflow) (pgs. 100-102)
Prepared by: Ariel De La Paz, LBM Superintendent and Modesto Bolanos, Facility Maintenance Supervisor