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Home My WebLink About _ 4.11(c)--Award Test & Repair Backflow Prevention Assemblies GI �" Y � F � � � ° � � � " � � CITY OF REDDING REPORT TO THE CITY COUNCIL MEETING DATE: June 6,2023 FROM: Chuck Aukland, Public ITEM NO. 4.11(c) Works Director ***APPROVED BY*** � ��n � .�.._ s.N,.�� ukl�n�l,H'ciblic Wc�aks L'��reGt ' S(?3/2423 ry ip}�in,�C"i ana � 5,i30/2423 caulcland@ci.redding.ca.us btippin@cityofredding.org SUBJECT: 4.11(c)--Award Bid Schedule No. 5373 and Authorize an Increase to Bid Schedule No. 5150, for the Testin and Re air of Backflow Prevention Assemblies Recommendation Authorize the following relative to Test and Repair Backflow Prevention Assemblies: (1) Award Bid Schedule No. 5373, to Chris Jaeger Construction and Testing for a total annual evaluated price of$219,825; (2) If mutually agreeable, with all unit prices, terms, and conditions remaining the same, authorize the Purchasing Officer to extend the contract annually for two additional one- year periods, through June 30, 2026; (3) A�uthorize the City Manager, or designee, to approve contract amendments up to $40,000 annually to cover unanticipated additional repair costs and additional units added through development; (4) Autharize an increase to the existing contract for Test and Repair Backflow Prevention Assemblies, Bid Sched�ule No. 5150, of the total annual evaluated price from $191,650 to $244,650; and (5) Find the action categorically exempt from review under the California Environmental Quality Act Guidelines,pursuant to Section 15301 —Existing facilities. Fiscal Impact The Water Utility has sufficient funds available in the approved Fiscal Year 2022-23 budget. The City Council (Council) will consider approval of the Biennial Budget at its meeting on June 20, 2023. Staff included sufficient funds for backflow testing within the budget request. Alternative Actzon The Council may choose not to award the new bid or amend the existing agreement for Testing and Repairing Backflow Prevention Assemblies and provide staff with alternate direetion. Staff would be unable to complete the required testing and inspection, and the Water Utility may experienee cross eontamination issues or be subjeet to administrative fines or other regulatory action. Report to Redding City Council May 31,2023 Re: 4.11(c)--Award Test&Repair Backflow Prevention Assemblies Page 2 Background/Analysis Cross connection control device testing is required by the State Water Resources Control Board, the United States Environmental Protection Agency 1986 Safe Drinking Water Act, the Uniform Pluinbing Code, and the Redding Municipal Code. The Public Works Department's Cross Connection Control program prevents an unprotected connection between the City of Redding's (City)water system supply and any source or system containing unapproved water or a substance that is not, or cannot be approved as, safe for drinking water. Staff recommends the Council modify the existing agreement with Chris Jaeger Construction to finish out the current fiscal year and award a new agreement based on a recent solicitation to provide services beyond this fiscal year. Existing Agreement: At its J�uly 21, 2020, meeting, the Council awarded Bid Sched�ule No. 5150, Test and Repair Backflow Prevention Assemblies, to Chris Jaeger Construction and Testing for a total annual eval�uated price of $191,650. The Council also authorized the City Manager, or designee, to approve contract amendments up to $25,000 to cover unanticipated additional repair costs. The purchase order issued to Chris Jaeger Construction & Testing included testing and repair of 2,955 private backflow prevention devices throughout the City. Due to additional repair costs, the entire $25,000 contingency was needed to meet the demands of the project, thereby bringing the total project cost to $216,650. The cost is based on a fixed, per-unit, price for each device, plus an estimated amount for repairs. An increase of$28,000 is requested due to the following: • With the extensive development within the City the past three years, additional backflow devices have been added to the system that were not part of the initial bid of 2,955 units. There are now approximately 3,142 backflow devices, an increase of 187 units; and � With drought conditions and a reduction in surface water use, the City's Water Utility increased the well production which had an adverse effect on the backflows which now require additional repairs. More than 144 additional faulty devices were discovered, a 48 percent increase to the bid items, resulting in the additional repair costs. Increasing the total annual evaluated contract from $216,650 to $244,650 wi11 a11ow Chris Jaeger to finish testing and repairs on the remaining backflow devices for the current contract (Bid Schedule No. 5150). These repairs will be completed by the end of June 2023. The new contract (Bid Schedule No. 5373) would then start July 2023. Award New Agreement (Bid Schedule 5373): Moving beyond the current fiscal year, the work includes testing and repair of 3,142 private backflow prevention devices throughout the City. The cost is based on a fixed, per-unit, price for eaeh device, plus an estimated amount for repairs. If more faulty devices are discovered than anticipated, additional repair costs will be incurred. Report to Redding City Council May 31,2023 Re: 4.11(c)--Award Test&Repair Backflow Prevention Assemblies Page 3 Three bid opportunity notices were distributed to potential vendors, in addition to posting the bid on the City's website, distributed to three Builders' Exchanges, and advertised in the Record Searchlight. Three bids were submitted. The apparent low bid was received from Chris Jaeger Construction and Testing with a total annual evaluated price of$219,825. Environmental Review Staff has reviewed the project and determined that it is categorically exempt from review under the California Environmental Quality Act Guidelines, per Section 15301 — Existing facilities. Class 1 exemptions include the operation, repair, lnaintenance, pennitting, leasing, licensing, or minor alteration of existing facilities, structures, or topographical features involving negligible or no expansion of use. The contractor will perform the required testing and repair; however, this work will result in no expansion of use. The backflow assemblies are located above ground and in meter boxes. These locations have no underlying value for sensitive environmental resources, and the project has no potential to have a significant effect on the environment. Council Priority/City Manage� Goals This agenda item is a routine operational item. Attachments ^Bid Tabulation ^Notice of Exemption Previous Staff Report-July 21, 2020 CITY OF REDDING pg 1 of 1 PURCHASING DIVISION-BID TABULATION TEST AND REPAIR BACKFLOW PREVENTION ASSEMBLIES ACCO Engineered Systems, Inc. Chris Jaeger Construction& Western Waters, Inc. Testing BID DATE OF OPENING 5373 WEDNESDAY,May 3,2023 Mewhirter TIME OF OPENING Auklund 3:00 P.M. QTY DESCRIPTION UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE UNIT PRICE 3,142 TEST CHARGE PER UNIT $229.00 $719,518.00 $50.00 $157,100.00 $70.00 $219,940.00 35 CLEANING&RPR CHG 2 1/2"TO 4" $1,408.00 $49,280.00 $500.00 $17,500.00 $550.00 $19,250.00 35 CLEANWG&RPR CHG 6"TO 8" $2,324.00 $81,340.00 $700.00 $24,500.00 $750.00 $26,250.00 2 CLEANING&RPR CHG 10" $2,400.00 $4,800.00 $800.00 $1,600.00 $1,200.00 $2,400.00 255 CLEANWG&RPR CHG 2"AND SMALLER $1,298.00 $330,990.00 $75.00 $19,125.00 $250.00 $63,750.00 TOTAL ANNUAL EVALUATED PRICE $1,185,928.00 $219,825.00 $331,590.00 M. Kempley, Purchasing Division l�OTICE QF EXEMFTION To; ❑ Office of Flanning and Research FRo1v�e City of Redding 1400 Tenth Street,Room 121 Public Works Department Sacratnento, CA 95'814 777 Cypxess Avenue Redding, CA 96001 ❑� Shasta County Clerk County of Shasta P,O,Box 990880, 1643 Market Street Redding, CA 96099-0$8Q Project Title: Water Utilitv Test and Repair Backflow Prevention Contract Project Location—Speci�c� Citvwide Project Lacation—City,Reddin�Pro;�ect Location—County. Shasta Descriptian of Pe-oject. The Ciiv af Reddin� Water Utilitv wili award a contract to Chris Jaeger Ganstruction and Testin� for eross connection contcol device testin a�nd repair The scope of work includes testin a� nd repairin� private backflow nrevention devices thrau�hout the City This testing is rec�uired by the State Water Resources Gontrol Board the United States Environmental Protection Agency 19$6 Safe Drinkin�; Water Act Unifarm Plumbin� Code and the Reddin� Municitaal Code. The contract term is for one year with two optional one year extensions cantinuing throu;�h Ju1ie 30,2Q26: Name af Public Agency Appraving Pro,�ect. Citv af Reddin�; Narne of Person or Agency Carrying Clut Project: Ryan;Bailev,Assistant Public Works Director Exempt Status: (cheek one) ❑ Ministerial [Section 21 d80(b)(1}; 15268] ❑ Lleclared Emergency [Section 21080(b)(3); 15269(a)] ❑ Emergeney Praject [Section 21080(b)f4); 15269(b)] ❑ Statutory Exemptians. State code number: ❑ Gornmon Sense Exetnption(This project daes nat fall within an axempt class,but it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment(14 CCR 15061 jb][3]). � Categorical Exemption.5tate type and s�ction number: Section 15301.Existin�Facilities � No exceptions apply that would bar the u"se of a categorical exemption(PRD 21084 and 14 CCR 15300.2), Reasons why project is exempt: Glass 1 ex�mpfions lnclude the operation repair maintenance ,permittin leasing, licensin�, or minor alteration of existln� facilities structures or topo�raphical features involving ne�li�ible or no expansion of use. The Contractor w111 perform the reguired testin� and repair° however this work will result in no expansion of use. The backflow assemblies are located above �round and in meter boxas These locations have no underlvin�value for sensitive environmental resources and the project ha�no potential to have a si�ni�cant effect an the environment. Lead Agancy Contact Person:Amber Kellev Telephonea 530.225.4046 If Filed by Applrcantr 1. Attach certified dacument of exemptpon finding. 2. Has a notice of exernption been�led by the public ageney approving the pr+�ject? o Yes o Na Signature; t ,�..� ��ar: Date: �-v''��c�c�,� Title: Environmental Com liance M a er ' ❑� Signed by Lead Agency Date received for filing at OPR: ❑ Signed by Applicant ,�,,.t,n �„��- f,�,�,�� " CITY OF REDDING � � `y REPORT TO THE CITY COUNCIL MEETING DATE: July 21, 2020 FROM: Chuck Aukland, Public ITEM NO. 4.11(� Works Director ***APPROVED BY*** �P � ��. .A,�� i�kl�,xi,F'ubli�Waaa•ks L7ur�c.� ' 71"�12�20 r�a��in,C"'�tr�'i��tn�°c�` 7i��I?t�20 caulzland@ci.redding.ca.us btippin@cityofredding.org SUBJECT: 4.11(�--Award Bid Schedule No. 5150, Test and Repair Backflow Prevention Assemblies and Adopt Budget Resolution Appropriating Funds Recommendation Authorize the following relative to Bid Schedule No. 5150, Test and Repair Backflow Prevention Assemblies: (1) Award bid to Chris Jaeger Construction and Testing for a total annual evaluated price of $191,650; (2) If mutually agreeable, with all unit prices, terms, and conditions remaining the same, authorize the Purchasing Officer to extend the contract through June 30, 2023, and authorize the City Manager or designee to approve contract amendments up to $25,000 to cover unanticipated additional repair costs; and (3) Adopt Resolution approving and adopting the 47�h Amendment to City Budget Resolution No. 2019-050 to appropriate $191,650 in Water Utility funds for Test and Repair Backflow Prevention Assemblies contract. Fiscal Impacts Funding for the testing and repair of the cross connection control devices was not budgeted for Fiscal Year 2020.21 because a new staff position was intended to perform these d�uties. However, due to recent staff changes training levels are not sufficient to complete the required services and the project reguires outside vendor support. The position is currently being held vacant. The Water Utility has sufficient funds in reserves to appropriate $191,650 for these services. Future fiscal year expenditures will be budgeted during the biennial budget process. Alternate Action The City Council may choose to not award the bid for testing and repairing backflow prevention assemblies and provide staff with alternate direction. Staff will be unable to complete the required testing and inspection and the Water Utility may experience cross contamination issues or be subject to administrative fin�s or other regulatory action. P�cket Pg.409 ' Report to Redding City Council July 14, 2020 Re: 4.11(f)--Award Bid Schedule No. 5250 Test and Repair Backflow Prevention AssembliesPage 2 Background Attached is a tabulation of bids received and opened on Thursday, July 2, 2020, for the testing and repairing of backflow prevention assemblies. The City of Redding (City) distributed seven (7) bid opportunity notices to potential vendors in addition to posting the bid on the City's website and advertising in the Record Searchlight for the testing and repairing of backflow prevention assemblies. Two bids were submitted. The only responsive bid was received from Chris Jaeger Construction and Testing, with a total annual evaluated price of$191,650. Cross connection control device testing is required by the State Water Resources Control Board, the United States Environmental Protection Agency 1986 Safe Drinking Water Act, Uniform Plumbing Code and the Redding Municipal Code. The Public Works Department's Cross Connection Control Program prevents an unprotected connection between the City's water system supply and any source or system containing unapproved water or a substance that is not, or cannot be approved as, safe for drinking water. The work includes testing and repair of over 2,900 private backflow prevention devices throughout the City. The cost is based on a fixed, per-unit, price for each device, plus an estimated amount for repairs. If more faulty devices are discovered than anticipated, additional repair costs will be incurred. Council Priority/City Manager Goals • This agenda item is a routine operational item. c: Amber Edenburn, Purchasing Division Attachments Bid Tabulation Resolution P�cket Pg.4'10 CITY OF REDDING 1 of 1 P9 PURCHASING DIVISION-BID TABULATION C O TEST AND REPAIR BACKFLOW PREVENTION ASSEMBLIES Chris Jaeger Construction& .C�ol�t'F�crnd�t��urnk�ing�' � Testing �rt�sn��e�p'o�ts'rt�e� > � BID DATE OF OPENING 5150 THURSDAY,Jul 2,2020 Q Miller TIME OF OPENING � Auklund 3:00 P.M. v � QTY DESCRIPTION UNIT PRICE EXT PRICE t,t�l1'I',i?RIGE ��Tf'I�I�E ` UNIT PRICE UNIT PRICE L 2,955 TEST CHARGE PER UNIT $50,00 $147,750.00 •� ��"'' �42,��.} �� ,;$"1�4x'11�1°��} $0.00 �' w 30 CLEANWG&RPR CHG 2 1/2"T0 4" $500.00 $15,000.00 ..' . �4��.�t�''.'' '' , $1�,�fl��Ut} $0.00 � 20 CLEANWG&RPR CHG 6"TO 8" $700.00 $14,000.00 ° ' �i��0.{�� :` �1�,,E}�}(�t}� $0.00 f° � 2 CLEANWG&RPR CHG 10" $800.00 $1,600.00 �i7��7xGItI ° �"I,��}f3.i�(l $0.00 � � ;: .� : . 250 CLEANING&RPR CHG 2"AND SMALLER $50,00 $12,500.00 `�� (?� ; �� .�� ,�i�;`7��.Ut3 $0.00 � 40 HOURLY CALL OUT LABOR RATE $20.00 $800.00 .°' •'.�S�t�.4fl $�;C��Jt?,�}{} $0.00 � :__"' <: o TOTAL ANNUAL EVALUATED PRICE $191,650.00 .°'" '' �t�2,$6�.Q0 $0.00 Z . ..��.: � d � d _ v � � L � � � � 4- r r d° c 0 � � � � � F- � � C � � � � � � � M. Kempley, Purchasing Div. P�cket Pg.4'11 RESOLUTION NO. 2020- A RESOLUTION OF THE CITY OF REDDING APPROVING AND ADOPTING THE 47TH AMENDMENT TO CITY BUDGET RESOLUTION NO. 2019-050 APPROPRIATING $191,650 FOR TEST AND REPAIR BACKFLOW PREVENTION ASSEMBLIES FOR FISCAL YEAR 2020-21 N d BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDDING � E d THAT Budget Resolution No. 2019-050 be and is hereby amended as follows: N _ FUND DIVISION DESCRIPTION INCREASE DECREASE ° � 143 864 Water-System Oper Maint $191,650 � a� � THAT account titles and numbers requiring adjustments by this Resolution are as follows: 0 � USE SOURCE � OF FUNDS OF FUNDS 00 � Decrease (Increase)Fund Balance �� a 143-864-01-0001 Beginning Balance $ 191,650 °' � c Increase Expenditures `�,° 143-864-2254-0�1 Specialized Srocs/Tech $ 191,650 � a� f- Total $ 191,650 $ 191,650 � 0 � THAT the purpose is to appropriate $191,650 for Test and Repair Backflow Prevention � Assemblies for Fiscal Year 2020 21 -� a I HEREBY CERTIFY that the foregoing resolution was introduced at a regular meeting of the - City Council of the City of Redding on the 21st day of July, 2020, and was duly adopted at said � � meeting by the following vote: � AYES: COUNCIL MEMBERS: �- NOES: COUNCIL MEMBERS: � ABSENT: COUNCIL MEMBERS: _ ABSTAIN: COUNCIL MEMBERS: a � � 0 N d � ADAM McELVAIN, Mayor � E _ ATTEST: FORM APPROVAL: � � � PAMELA MIZE, City Clerk BARRY E. DeWALT, City Attorney P�cket Pg.4'I�