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February 11, 2003
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SUBJECT: |
Award of Request for Proposals #F0209-24 for Replacement of an Existing Public Address System at the Water Pollution Control Plant and Approval Budget Modification No. 30 |
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REPORT IN BRIEF |
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Approval is requested for the award of a contract to Spartan Engineering, Inc., of San Jose, for the replacement of the existing broadcast page, two-way talk and group paging system at the Water Pollution Control Plant (WPCP) for the Department of Public Works Environmental Services Division. Approval is also requested for Budget Modification No. 30 for additional funding for this project. |
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BACKGROUND |
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The WPCP Public Address System is an intercom and paging system, originally installed in 1985, that serves a variety of functions. The system is used to communicate when specific wastewater treatment processes are in need of attention, to alert staff of changes in processes that may be unsafe and, most importantly, to notify staff of an evacuation if there is impending threat to the safety of staff members. Over the years, WPCP staff has had to maintain functionality without the availability of replacement parts by customizing and modifying the system. In its current state, there are areas that the paging system does not reach and several areas that, due to changes in operations, require additional service from the paging system not available under the current system. In 1996, WPCP staff identified the need to replace the aging system. A Capital Project was established with an estimated budget for replacement set at $106,494. |
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DISCUSSION |
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The proposed replacement project will replace all of the existing system along with adding coverage to areas of the WPCP currently lacking service. All of the units that are in corrosive environments will be weatherproofed to extend their life expectancy. Development of bid specifications for this project has been difficult as staff is working with inaccurate or inadequate as-built drawings resulting from years of maintenance and repair. Compounding the situation is the inherent difficulty with determining the condition of underground wire and conduit. In order to address the difficulty in defining the work needed on the system, Request for Proposals (RFP) #F0209-24 was developed as a competitive negotiation procurement. This is a two-tiered process in which proposals, as first received, constitute preliminary offers only. This allowed the City to enter into negotiations with the highest rated proposer to clarify scope of work issues before receiving the best and final proposal. Public Works and Purchasing staff developed specifications, and the RFP was broadcast to fifty-three potential suppliers through the DemandStar by Onvia procurement network. In addition, direct notice was given to eight local paging/public address contractors. Eight suppliers requested proposal documents. Sealed proposals were publicly opened on October 30, 2002. Only one proposal was received. That proposal was from Spartan Engineering, Inc., of San Jose in the amount of $230,286. Subsequent negotiations with Spartan Engineering on a line item basis resulted in a modified proposal in the amount of $171,858. Staff recommends accepting the modified proposal from Spartan Engineering. |
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FISCAL IMPACT |
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The original project budget was $106,494. Increases in costs are a result of extension of the system to new facilities and overall increases in labor and materials costs since the project was originally budgeted. An additional $82,549 is needed to fund the entire project. Project costs are as follows: |
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Spartan Engineering Bid |
$171,858 |
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Construction Contingency (10%) |
$17,185 |
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Total Project Costs |
$189,043 |
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Staff is recommending budget modification #30 to provide funding for the project. This budget modification appropriates funds from two current wastewater projects that have been completed and ended under budget, and the remainder from Infrastructure Replacement Fund reserves. Staff is currently evaluating the estimated life expectancy and cost for replacement of the system to budget for replacement in the future. |
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Budget Modification #30 |
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Current |
Increase (Decrease) |
Revised |
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385-200 Capital Projects Fund – Sewer Fund Assets |
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Expenditures |
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820810 – In Line Ammonia Analyzer |
$29,854 |
($29,854) |
$0 |
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455-300 Wastewater Management Fund |
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Expenditures |
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811601 – WPCP Infiltration/Inflow Study |
$40,000 |
($40,000) |
$0 |
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610-200 – Infrastructure Replacement Fund – Sewer Fund Assets |
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Reserves |
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Transfer from Infrastructure Replacement Fund Reserve – Sewer Fund Assets |
$4,222,474 |
($12,695) |
$4,209,779 |
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Expenditures |
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821070 – WPCP Replace public address system |
$106,494 |
$82,549 |
$189,043 |
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RECOMMENDATION |
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It is recommended that Council: |
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1. |
Award a contract to Spartan Engineering, Inc., in the amount of $171,858 for the replacement of the existing public address system at the WPCP; and |
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2. |
Approve a contingency in the amount of $17,185 (10% of proposal amount); and |
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3. |
Approve Budget Modification No. 30 as described in this report. |
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Prepared by: |
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Reviewed by:
Marvin Rose |
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Approved by: |
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Attachments |
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A. |
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