HomeMy WebLinkAboutApprove Sole Source Procurement from Asbury Environmental Se- he
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Council/Agency Meeting Held: 0
Deferred/Continued to:
Approved ❑ Conditionally Approved ❑ Denied
CK C erk' Sig a re
Council Meeting Date: November 15, 2004 7
Departm Number: PW 04-087
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
O �
SUBMITTED TO: HONORABLE MAYOR AND CITY CO NCIL MEMBERS o`
SUBMITTED BY: PENEL EE CULBRETH-GRAFT, CIT ADMINISTRATOR, cD
PREPARED BY: ROBERT F. BEARDSLEY, PE, DIRECTOR OF PUBLIC WORK
T
SUBJECT: Approve Sole Source Procurement From Asbury Environmental
Services For Purchase Of Catch Basin Screening Devi-ces
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: Administrative Regulation 229 requires City Council approval for all
sole source procurements over $50,000. The Public Works Department is requesting
approval of sole source procurement of catch basin screening devices.
Funding Source: Funds are budgeted in Account No. 89288003.82500, Proposition 13
2000 Clean Water Bond Act Grant. The estimated cost could be up to $150,000, depending
on funding remaining after completion of the Central Park and Warner/Nichols Storm Water
Treatment Project, CC-1257.
Recommended Action: Motion to: Approve Sole Source Procurement from Asbury
Environmental Services of Fontana, California for the purchase of between 90 and 130
"CleanScreen" catch basin screening devices, for an amount not to exceed the available
grant funding.
Alternative Action(s): Do not approve the sole source procurement and direct staff on how
to proceed. Delay in this action could result in loss of grant funding.
RUEST FOR CITY COUNCIL ACT
ION
TION
MEETING DATE: November 15, 2004 DEPARTMENT ID NUMBER: PW 04-087
Analysis: Trash deposited in the local streets washes down storm drains which outlet
into the Huntington Harbour. Due to the isolated and numerous locations of catch basins in
the area, staff recommends installing individual screening devices that would block the trash
from entering the catch basins. The screening devices would be in lieu of more centralized
Best Management Practices (BMPs). Trash in front of the devices would be collected by
street sweepers on their regular schedules. During a heavy rainstorm, the screens
automatically open to allow the runoff to flow unobstructed.
Research revealed two suppliers of similar screening devices, at comparable costs, that are
appropriate for the locations. Staff interviewed both suppliers and checked references. Staff
also conducted site visits to local installations to review performance of the devices. Asbury
Environmental Services' device requires little to no maintenance. The other supplier's device
contains an internal trough to activate the opening of the screen and is susceptible to
clogging which would require a substantial maintenance effort and, therefore, has additional,
on -going costs associated with it. To avoid increased maintenance costs, staff recommends
that the screening devices be purchased from Asbury Environmental Services.
Funds for this purchase are provided through the remainder of the City's Proposition 13
Clean Water Bond Act grant, which must be completely spent by March 2005. The $150,000
amount stated is an approximate value, subject to final audit and will include the cost of
installation. Staff estimates that enough funding will remain after completion of CC-1257 to
allow at least 90 units to be purchased and installed. The exact number will vary because of
the varying sizes of the catch basins.
Public Works Commission Action: Maintenance item requires no action.
Environmental Status: This project is categorically exempt pursuant to the California
Environmental Quality Act, Section 15301 (C).
Attachment(s):
Sole Source Justification Form
RCA Author: T. Broussard:jg
G:\R C A\2004\04-087 Nov 1 Broussard (Sole Source CleanScreen).doc -2-
1111 /2004 9:37 AM
•
•
ATTACHMENT #1
Administrative Services
Central Services Division OR
OP/OC
SOLE -SOURCE JUSTIFICATION
For use on all goods and services acquisitions.
This justification document consists of two (2) pages. All information must be provided and all questions must be answered. The "Required Approvals"
section must include a date for each signature, as appropriate for the transaction.
Requesting Department
Information
Requestor Name:
Division Manager:
Todd Broussard, x5247
David Webb
(Type names. Do not sign.)
Department:
Department Head:
Public Works
Robert F. Beardsley
(Type names. Do not sign. Must be same as signature below.
Department Contact Information
Contact Name:
Street Address: 2000 Main Street
Todd Broussard
Telephone:
714 536-5247
FAX:
Shipping Address: Same
714 374-1573
Cellular phone:
Required Contact Information `
Contractor/Supplier Name: Asbury Environmental Services
Contractor/Supplier Address: 13579 Whittram Ave., Fontana, CA 92335
Original Contract Amount:*
Amendment Amount:* (if applicable)
New Contract Amount:
$ 150,000 (Estimate)
$
$
(*Includes original contract and previously
(*Includes original contract and all amendments,
approved amendments)
(*Current amendment only)
including current amendment
Provide a brief description of the acquisition, Including all goods`and/or services the contractor willprovide:
Contractor will provide and install catch basin screens.
Contract Type
and Term
Contract Type:
Contract Term:
What account number
Select One: ❑ Goods
will be used to
❑ Service
Begin: November 2004
purchase
® Goods &
End: February, 2005
Bus Unit 89288003
Services
Obj. Code 82500
ulred
Pals
Department Head
Central Services Manager
Administrative Services
Assistant City Administrator
E�A prove El Denied
❑ Approved ❑ Denied
Director.
ov Denied
❑Approved ❑Denied
� 1�
Executive Director/Dat
Central Services Manager/Date
Assist. Pity Adm./Date
(Transactio s exceeding $50,000
Adm. Services Dir. /Date
must be council approved)
Remit completed form to: Central Services Division
2000 Main St, Huntington Beach, CA 92648
10/13/2004
Cent al Services
Services • •
` Central Services Division
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW:
1. Why is the acquisition restricted to this goods/services/supplier?
The supplier manufactures a proprietary device, which performs the necessary functions with little to no
maintenance requirements compared to its only known competitor.
2. Provide the background of events leading to this acquisition.
A large amount of trash accumulates in the Huntington Harbour. Trash is often deposited in the streets and
washes down storm drains which outlet into the harbor. Due to the isolated and numerous locations of catch
basins, staff is recommending installing a screen device, which would block the trash from entering the catch
basin to be collected by street sweepers. During a heavy rainstorm, the screen automatically opens to allow the
runoff to flow unobstructed.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?)
Two suppliers make a similar device. The chosen supplier's device requires little to no maintenance. The other
supplier's device contains an internal trough, which is highly susceptible to clogging which would require a
maintenance effort and therefore long term costs associated with it.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
The City could elect to requests bids from both suppliers and accept the long-term maintenance costs.
5. What market research was conducted to substantiate no competition, including evaluation of other items
considered?
Staff conducted a search of the Internet, reviewed trade magazines as well as attended a recent trade show. This
research revealed two suppliers of a similar device, which is appropriate for the location. Staff interviewed both
suppliers as well as references provided. Staff has also conducted site visits to local installations to review
performance. Staff witnessed an accumulation of trash/debris in the device that contains an internal trough, which
is used to activate the opening of the screen. The two suppliers are:
Asbury Environmental Services
13579 Whittram Ave.
Fontana, CA 92335
800-590-4229
U.S. Environet Services, Inc.
2030 Main St., Suite 1300 .
Irvine, CA 92614
714-526-8020
B. PRICE ANALYSIS
1. How was the price offered determined to be fair and reasonable?
During interview process, both suppliers provided an estimate on a unit cost basis, with both suppliers quoting
similar costs, therefore cost was not a determining factor.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
Due to the design of the chosen suppliers device, future maintenance costs will be minimal if any, whereas
depending on the amount and constituency of the trash, an increased maintenance effort could be required for
the other device.
10/4/2004 2
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Public Works
SUBJECT:
Approve Sole Source Procurement for Purchase of Catch
Basin Screening Devices
COUNCIL MEETING DATE:
November 15, 2004
RCA ATTACHMENTS
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Not Applicable
Tract Map, Location Map and/or other Exhibits
Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attome
Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attome
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Not Applicable
Financial Impact Statement (Unbud et, over $5,000)
Not Applicable
Bonds If applicable
Not Applicable
Staff Report If applicable)
Not Applicable
Commission, Board or Committee Report If applicable
Not Applicable
Findings/Conditions for Approval and/or Denial
Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED
RETURNED
FORWARDED
Administrative Staff
;; ,.✓fj
Assistant City Administrator Initial
City Administrator Initial
Qg—
City Clerk
EXPLANATION FOR RETURN OF ITEM:
RCA Author: T. Broussard