HomeMy WebLinkAbout0128.091(I)" .
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January 24 .. 1991
THE HONORABLE eIT"{ COUNCIL
Palo Alto, California
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Preventive Maintenance Servicas~r Storm Pump statjons -Rejection
of Bid
Kembers of the Council~
Report in Brief
This report recommends that Council reject the single hid received
on January 3, 1991 for preventive maintenance services fo~ storm
pumping stations.
Discussion
The city owns and operates seven storm pumping stations and three
eJIIergency qenerators which are an integral part of the storm
drainage system. Funding "for contract maintenance of these
facilities is contained in the storm Drainage Enterprise FUnd and
is currently budgeted at $50,000 per year.
On January 3, 1991 .. one bid was received to provide preventive
maintenance and emerqency response services for a lO-month period~
The amount Did, $648,344, is substantially above (432\) the funds
budgeted, primarily due to the cost of emerger~y response services
which constitute 66 percent of the total bid. In additio~, the
sole bidder, Po~er Engineering Contractors, Inc., took exception to
several portions of the bid documents including insurance require
ments, restrictions on s\lbcontractinq, and t.ime requirements for
emer9ency response. Attached are the tid summary and letter of
exceptions~ For these reasons, staff recommends that the bid be
rejected.
Staff will investigate other options to provide these services.
Options to be considered include re-bidding the project as
currently detailed, re-bidding the project with emergency response
services deleted, and f\ssigrJinq prev:entive maintenance services to
City employees~ Staff is currently performing a condition
assessment and will complete all minor repairs requirinq immediate
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CMR:128:91
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.ttention to ensure reliability until staff has deterMined which
option to pursue~
h9 o pendation
Staff recommends that Council rej~ct the single bid received tor
preventive maintanance services for storm pumping stations.
Respectfully submitted,
Operations
DAVID G. rr or
aiel S=ary
Letter of EXceptions
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CMR:128:91
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, PO .... ER ENGIN£EIWlG CONTRACTORS
'275 H. SAN ANTON 10 ROAD. PALO III TO. fA 94303
415-959-9596 f.4634
~ Jenu~ry 9(,
City or P~lo hlto
Purcn.<jsing/Ctlntrac t i ng
P.O. 10250
Palo Alto, Ct. 9~"j3
PREVENTIVE I1A1HTEN4NCE SERVICES fOR STORN PUNPING ST ATrONS
Propose! due 3:00 PM Thursday. 3 JM 91
liofiificalions to Notice InVIting Se8Jea Bids Pert II, Instructions
to Bidders.
In the parooraphs which follow:
-"'POWER" or "vend(tf"''' refers to Power Engineering Corrtrcctors rflc.
-"Notice-refers to the Notlce rr.~Hjn~ S~llled Bids tor propc1sai auCiYe
?OWER make. t~i. proposal with ths followin9 Qualificatlons (4pp) eltacr,pd
~s 8n integral pert of the proposal. We understand thot in ma,:ir.g tt,ese
mOdificetlc.r,s the City has tM right to reject our proposel uMer terms
given in Notice; page 9. para P.
1. ;.~th reg~r~ t~ the Notice; page 4. pere A,3.0, starting ~t tM 1St sentence:
-Bids sheH not contein any rnodiflcation of the work tl) be O(.ne. AHernetil!€:
propOS5i$ eire 8ccoapte:bt.e wne<n t-5iied for. [xl:eptior;s to specjfjcaUon; must
tJe c.learly identified' In wrHfng ,,·~·ith full e;:pla:n.etions in sri-a pn,)\-'ld.ed or on
f!o1ition~1 peg~s."~
There seems to tie ~ contr,;'d'icl.for. ~n the abo'.e ~.entE'nces .. ~ut t:) tte
completeiy ciear we m6r~e thl$ propos!!Ii with Hie ~;peciflc ~uaHfjcEltli)n lh~t
modiflcotiorJs mode herein 6re a p~rl of the prDrosal whettler "'c'Jllt~fj for"
by the CHy or nflt. ';Ie are meking specifiC qU~l1flcoliD"S In order to
prohct ou;-s9h'es: ~nd' the City from neE'dl€ss argtJlng 'ShQIJld ·~·e be the 11)'11'
ec~ept6t!1~ bidder.
2. Notice; Pllg03-4. Dtlra C. PDWl?r·s ~stima!.u;-for trlB 'Irojt?ct Rob longwfl1.
is a ReSerYf Police Officer for the City. He ties no other (or:nectii:m to the
City Of ew! t:lnd.
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?'. Notice; pagE' 6, pllros 1.0 enlj Z (1. ?OY,'t?:'" ifit::rr,rett HI~ .... £;~:"n~lm'?;"Jt.
Ports, or Su.oolies" referenced in thesE' porag:-ephs to be those ~uO~ll'2cr
during the c.ourse of meir,tenaflce or cJ'lange order ",.'orr., flot the eQuipment
6lreedy inst&lled whict, is being ser,jced period,colly
4. Not]c,,; page 7~ ~Ier~ F" H:oTd HarmlE-~::; n,is parbgrf:ph mu:;t bEl rnodlfl£o1j
te recogr,i!. the unique situe!ion in tt,is project wherein there could be &
pump stelion fa;!ure causing i1teroll~ millions of doll~rs in ~6m&ges wher?
I'\e would b~ t~,e terms of this perogr3"t, be tDtell'J respon,1ble to 1M city
The following lenguege should tle uzed i{,ploce of the e"isling lu,gue'ge in
paregreph F:
PO"n"er agrees to ;nd'emnj:~, defend and tlold Ule CITr' tl~rmiess from
Bny end all claims for prop;;rly d.~mag. and bodily inju~y. includlng
deeth, (other til on the propgrty icosurea pursuont to this purcr,ose
Order) that result solely from POWER's foilure to perform pre"ntive
molntenence service in eCC(,rQonce with 1M speClficetions eM
weekly. mQntMy. ~M finnuel t~sk sr,eet ilerns tM!. ore a port or this
purchase oraer.
The CITY agrees to tnctemnOfy. defend and hold POWER tIormless from
any and ~11 claims for property ~amoge ond bodi Iy injury incTudlOg
deett" coused by or resulting from any type of st,~tlon failu~e,
equipment or otherwise.
5. Notice: page 7, poro It. Our propo,,1 w",nnts only thet those goods ond
services furnished hereunder will co;ofctrm with s!onderds end reguletic,ns
of the referented acts. We egalo stlecificfJl1y ~;.:c1ude from our
indemnificetion and hold harmless d'lm~ges assessed og,~inst the City for
any of thE existing \'iol~!ions pres."t in the pumping plMtS.
TM city will heye to (Grreet e,;sting sofety ~iol~1.ions in ~II sl.~tions to
confc1rm to HIe requirements or CAI.OS!-lA Of ctJler fI~l.pllc:;,t~le tJuDl1C llgencles
throughout thE life of this purche2e Qrder.
6. IjQtice; ~'"g .. 6, pero J. Wc,rk t.id under AUoct,ment I, "24 hour !..n'lce
will be hona1ed by employees of f'OY.'Cl': and "n~ subcontr~cl,ors c-f PCt,o/tR's
chfjos;ng~ depending.on the pfrrUclJlcr siluetiIJn lri',:olv.erj'. t"/e CMnot predlct
~X~CtT9 w~o these sut'("ontrac'.ofs .,.:ill tn~ prior to st:jrUng 'f/o"k. beceu:·e
tho. scope of the wQr~ wlll cMnge OepeMmg on IJ,e type or maintenence
reQuired,
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7. t~clt;Ci?~ pagl? 10, pore Z 1(1 re-pE'5t pOi.c 1 ~~Ir:r,"'e-, t.h;;-se E'h(€'ptlCln~. 8:--E
ctt~ctled to the propos~1 1% ~n .... ·ClUle.--rera~£'':;; tJo':L1rrte-:'"lt' to bE-~)~It (I~ th~
entire Agreement bet'tl.'eer: llie p~rt;e'S" .. Vendor is ufldg.-no ob.l!,g,ltlon to
execute e purch~~e order unles~ tr,5':..e QIj~lificetions (1r VB:leUOnS to them
ProDos~d to by tM CHy end eccePtable to Vendor ar~ incluoe1
8. In the ~opDsoT PD,:··,rer 15 mod'lfuin~ 'f"'ee~ll~ ::m1 rn.)Jlth1!-: tesk ;.beet HE-rn;;
[~1iing for -rernovel of l~rge trllsh-is 10110;", Change this tllS):
oescription to re&d' "Ch€c~ tM lrash recl',s' Rernovel 01 trash, depeMln~
upon U'le debris eccumuloting from !l parl1culer storm, can be Em cr,eretiorl
which r.quir~s e boom truCk, se',eral men, 0 dump truck, etc, Our bid
fncludes observrllion of lh~ lfosh rocks to seE' thot lhe~ ore cleor. "'':e h~,,:'e
fll1c:'","ed in eddHfon (hlnng the 'yVE.'t te/l$cn ."25 rn1JnbolJrs per \'lsit to remoYe
sm~lI items hung on the trash rocks wher~ this CM be done solely end
witrrc1ut tontrolled s~lace ecc.:ss procedurE'S Hote U'ltlt l.:eE'pIrIQ trje $mall
ml!!terifll Ct(f tht? r1!cks he-lps t1'v'oid lerge pile Cpt jjuring $to~rn$. Should the
tresh be too larg~ or snould tOTltnlliEd spoce proeadures be required, PC,yier
w111 6dvise the City to either: eicTeM trle reckt ",th its own I~rces, b)
req'Jire Power to do H on e lime ~nd material belsis--essentie1ig
$51lmonhotlr plus ffleterit11s .. supplies .. ~nd eQuipment ct invoice cost (or j~
lhe case ot eQ.u1pment being used fmm OL!r yerd,~ rental rete tO~ Tower them
eny rate commercially aVl3ilBble in the mne boy area counties} plus lSit
overhead and KI.%profH. or lastly, c; PC¥l'E'r '11;111 r,ropasEi e lum~sum price tD
(10 the wort on e cese by case basis,
9, On I.ttect,ment J, flilf ilems 6 for Bid Sct,edules I., E, end C, the Cii~ t:ells
11)(" one hour response time. POWER hereby t1efines ttle tln~ hour pro\lis;,on.
';roe 't'r'lll prO~'ide two supen'iSory phone fliJrnbers o~e of -r.hial Wl!l respond
With;n ~pprOximotely en t,cur te, e trouble call dtlring the rainy ,ee~en, The
responding supervisor will th€'n ha\r'€ tI li-st of si.l< m€'ch~nics frorn wr,lch lD
choose to dlsP6tch to the: station for ser .... ica 't".'ori.:... Depending on our own
work l('~HI. these rnechemic-s: rrtlly be im;:oediat.ely cr'.'allabIe from fl crew
wOr\:ing in the Ic'col area or from crew members living in the loc~1 erea, or
on the other haM ttley may be UP to en tlolJr 8way from t~.~!l •• .!,n Quoting,
we t,8ve essurned e tra'~el lime ell en hour lor#,tl';'o hour~J'ajtl6S a servi(~
(011. If tr,e Cit~ wishes to mO,jily toe propcs~l to include t:-oYeltlm;;, tt"~
the.rgc would tie $70!mh for straight time and S: C'S/mh fDr C'vertim-:.
l3stl'), POWfR will perform thJ?: "!·/crk of this purch::se order if Att.ect.rnE'nt , . ..1 I~
to be rernoYed (rom the w'ork:; we will not corlsid€r it a major (.tiange. In .our
opInIOn H WDulO be 1br more ccst elleCllve f,Jr ttle clt~ to use Its own
personal wtJo ere on 24 Mur ~ut.y watches wil.hin five mln~(es 01 the wort
la make an e-mergeflcy 6S~·~~~.ment aBli ttl~n use .eitht>r cHy or contr,:(lDf"
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personn~l if DYoiloble to periorm the emergency work. LInder these
circumstbnces most of the QuiCk coli wor~. will ~e done ~y the CHy TM
b~lcnce of the worl: we ~id would be et lr,e directIon of lhe Ci ty .t T !. N
r.tes.
10. Attachmentl( Pcr~ I, line 2. Delete the won!s "thet cannot be
completed at the pump stotion". This 0 ser~ice cDntract All repairs ..... il! be
performed as described in paro.2 uMer "Authorization".
II. Insurence Certiricate: The City will be responsible for purchasing end
m~intl!linfng ProfessionaT Ucbl1!ly lnstJr~nce or. wiH self insure which will
protect the City egoinst (I.ims which moy .rise rrom the failure of lhe
stotior,s to operete. In the insurence obleined by the City, POWER s~ol1 be
named os Mditional insured.
Sincerely VC'Urs
GINEERING CONTRACTORS, INC
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