TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Marzena Laskowska, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Approving an Agreement with Control Automation Design, Inc. for the Purchase and Installation of the Control Integration System for the Voorhees Sewer Lift Station Upgrade Project in an Amount Not-To-Exceed $105,407.06 in the Wastewater Fund (Public Works Director Lee).
A) WAIVE FORMAL BIDDING DUE TO SINGLE SOURCE
B) ADOPT RESOLUTION NO. 24-0008
Body
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RECOMMENDATION:
Staff recommends that the City Council:
1. Waive formal bidding per Manhattan Beach Municipal Code Section 2.36.140 (waivers) due to single source; and
2. Adopt Resolution No. 24-0008 authorizing the City Manager, and/or his or her designee, to execute an agreement with Control Automation Design, Inc. for the purchase and installation of the Control Integration System for the Voorhees Lift Station Upgrade Project (Project) in an amount not-to-exceed $105,407.06.
FISCAL IMPLICATIONS:
The Project is included in the current Capital Improvement Program (CIP) with a total project budget of $4,591,000 within the Wastewater Fund. This agreement will cover the Control Integration System necessary to upgrade the Voorhees Avenue sewer lift station. There are sufficient funds available to complete the control systems contract in the amount of $105,407.06. A Budget and Expenditures Summary Report is attached. There are no additional fiscal implications at this time.
BACKGROUND:
The City operates and maintains an extensive sanitary sewer system. The City’s existing wastewater collection system is comprised of a network of gravity sewer pipelines, lift (pump) stations, and force mains. The gravity system consists of approximately 81.6 miles (430,784 linear feet) of pipe and 2,086 manholes and cleanouts. It also includes eight pump stations and 5,114 linear feet of associated force mains to lift and convey wastewater from the lower elevation areas to the gravity system. The City’s local sewer system connects to the Los Angeles County Sanitation District system, which provides regional wastewater conveyance and treatment services to the City and neighboring agencies.
Sanitary sewer lift stations are complex facilities with auxiliary systems designed to move wastewater from lower to higher elevations through a force main pipe. Pump stations must be monitored and maintained regularly to ensure a reliable operating condition. Key elements of lift stations include a wastewater receiving well (wet-well), often equipped with a screen to remove coarse materials; pumps and piping with associated valves; motors; a power supply system; an equipment control and alarm system; and an odor control system and ventilation system. Lift station equipment and systems are often installed in enclosed concrete underground structures. Underground sewer pump station concrete structures typically last 50 to 100 years, with internal mechanical and electrical equipment lasting 15 to 20 years. The Voorhees Avenue Sewer Lift Station structure was initially constructed in the early 1950s and has reached its useful life at nearly 70 years old. Once the useful life has been exceeded, these facilities become less reliable, more expensive to maintain, and are subject to failure.
In 2010, the City adopted a Wastewater Master Plan that analyzed various facilities and operations of the City’s existing wastewater collection system. The Wastewater Master Plan included a list of capital improvement projects that will enhance the system to meet established criteria, properly maintain the system assets, and replace the facilities that have reached the end of their useful lives. The 2010 Wastewater Master Plan identified six sewer lift stations requiring major rehabilitation. After reviewing this plan, Public Works staff identified the Voorhees Avenue, Pacific Avenue, and Poinsettia Avenue stations as priorities.
DISCUSSION:
Control Automation Design, Inc. (CAD) is the City’s existing programmer and integrator for the entire City’s standardized utility facilities controls. At the City’s request, CAD provided a proposal scope and fee to assist the City with the following Voorhees Lift Station programming support services:
• Furnish Programmable Logic Controllers (PLC) Panel
• Furnish Communications Panel
• Programming PLCs, network communication, and Supervisory Control and Data Acquisition (SCADA) system
• Providing submittals for PLC hardware, panel and wiring diagrams
• Loop checks, training, commissioning and start-up
Under the Manhattan Beach Municipal Code Section 2.36.140 for waivers, the City Council may waive purchasing procedures to for a specific purchase and the best interest of the City. Other vendors would be unfamiliar with our layout and topography and may not be able to integrate with our existing software. CAD has maintained the City’s SCADA system by programming, repairing, and troubleshooting for approximately 30 years to the satisfaction of the Public Works Department.
Staff therefore recommends that the City Council waive formal bidding requirements in accordance with the Manhattan Beach Municipal Code Section 2.36.140 due to single source and adopt Resolution No. 24-0008 approving the purchase and installation of the Control Integration System for the Project in the amount of $105,407.06.
PUBLIC OUTREACH:
A community meeting for the Project was held on October 24, 2023, at the Manhattan Heights Community Center. Additionally, once the project progresses to the construction phase, public outreach will include construction update notices, coordination with Pennekamp Elementary School, message boards, social media coordination, and updates on the City website. No public outreach was conducted specifically regarding this professional services agreement.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 24-0008
2. Agreement - Control Automation Design, Inc.
3. Budget and Expenditures Summary
4. Location Map