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Home My WebLink AboutApprove a Sole Source Procurement Request to Purchase 3 Meed mi vi 6 -D-/ �(7R A-e.Ej ��NTtNGro' 2000 Main Street, Huntington Beach,CA „s F City of Huntington Beach 92648 C_couNTY CP, File#: 22-886 MEETING DATE: 11/15/2022 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Al Zelinka, City Manager VIA: Sean Crumby, Director of Public Works PREPARED BY: Rafael Suarez, Public Works Contract Administrator Subject: Approve a sole source procurement request to purchase 3 Meeder Ransome vaporizer units to fuel backup generators for the water system's booster stations Statement of Issue: Staff requests City Council approval for a sole source procurement of three Meeder Ransome vaporizer units to fuel backup generators for the water system's booster stations at a total cost of $138,000. The City's current backup systems were built around the specifications of Meeder Ransome vaporizer units, which are currently in use and operating well past their 10-year life cycle. Replacing these aging units is a priority of the system. As such, the City requests a sole source procurement to replace like for like, which will expedite the replacement process and preclude the modification of the existing system to fit a comparable product at significant cost. Financial Impact: No additional funding is requested. Sufficient funds for the vaporizer units are budgeted in the FY 2022-2023 Water Supply Equipment Maintenance - Maintenance Booster Stations, Business Unit 50685803.67715. Recommended Action: Approve the sole source procurement request for the purchase of 3 Meeder Ransome vaporizer units to fuel backup generators for the water system's booster stations. Alternative Action(s): Do not approve the recommended action, and direct staff accordingly. Analysis: The City's water system utilizes booster stations that serve the critical function of pressurizing the system to deliver water to each of our customers. These booster stations must be properly maintained and equipped, in order to function reliably every day. To ensure the continuous operation City of Huntington Beach Page 1 of 2 Printed on 11/9/2022 powereelA Legrstar T"" File #: 22-886 MEETING DATE: 11/15/2022 of the booster systems, even during emergencies such as blackouts, each one is equipped with a backup power system. These backup systems rely on vaporizer units to transform liquefied petroleum gas (LPG) into a vaporized gas that fuels the backup systems. Currently, the City utilizes Meeder Ransome vaporizer units that were built in 1993 and are operating well past their planned 10-year life cycle, which is not a best practice and requires replacement. When the backup power systems were initially built, they were made to accommodate the specifications of Meeder Ransome vaporizer units. While there are comparable units from other manufacturers on the market today, incorporating and utilizing them would necessitate the replacement of the backup system (including intake and discharge piping), estimated to cost approximately $75,000 to $125,000 (in addition to the cost of the units themselves). Furthermore, a replacement of the backup system will delay the replacement of the aging vaporizer units, which creates a potential risk to the reliability of the water system. To minimize these risks, staff recommends utilizing a sole source procurement of three replacement vaporizer units from Meeder Ransome at a cost of$138,000. This includes the cost for Meeder Ransome to manufacture, deliver, install, and provide training to operate the units. This action would not require any modifications to the existing system to put the units into operation. Environmental Status: Not applicable Strategic Plan Goal: Infrastructure & Parks A ttachment(s): 1. Sole Source Procurement Request for Meeder Ransome Vaporizer Units City of Huntington Beach Page 2 of 2 Printed on 11/9/2022 powereel ,Legistarr" CITY OF HUNTINGTON BEACH Sole-Source Justification Wire,o (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 Date: October 13, 2022 Requestor Name: Rafael Suarez Division Manager: Alvin Papa (Type names. Do not sign.) Department: Public Works Department Head: Sean Crumby (Type names. Do not sign. Must be same as signature below.) Department Contact Information Contact Name: Chris Cassotta Street Address: 19001 Huntington Street Telephone: 7143741512 Fax: Shipping Address: 19001 Huntington Street Cellular phone: 7143194806 Required Contact Information Contractor/Supplier Name: Meeder Ransome Contractor/Supplier Address: 3495 South Maple Ave. Contractor/Supplier City/State/Zip: Fresno, CA. 93725 Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:* $138,000 $ $ (*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 will provide: Provide materials and labor to replace emergency back up fuel vaporizers for the city's water pressure boosting facilies. Contract Type and Term Contract Type: Contract Term: What account number will be used to purchase? Select One: ❑ Goods Begin: N/A Business Unit: 506858036 ❑ Service Goods&Services End: N/A Object Code: 67715 Required Approvals Department Hea. Fin ce Manager-Budget �Chi�f Financial Officer Assistant City Manager �i� ;�v�ved ❑D:� 'prove ❑ Denied Ld'Approved ❑Denied pproved ❑Denied O/// i Signatur / ignature Signature Signature 1,0//Cr 7‘ I0/20/Zo�� 1o/2,t(z- 1 p/ �ZO?/L Dat Date Date Date (Transactions exceeding$50,000 must be approved by City Council) 1 ,i iNcro `' `�",...... CITY OF HUNTINGTON BEACH mot, -Ni, v.�= . „°' Sole Source Justification F'•.........`A0 'coU"v o!," (For use on all goods and services acquisitions.) 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? (Explain why the acquisition cannot be competitively bid.) Our system is customized specifically to the Meeder Ransome Vaporizer units. By replacing in kind with updated models, it will save time and money. 2. Provide the background of events leading to this acquisition. Inspection reports indicate our existing units were built in 1993 and are now 3 times beyond their normal 10-year service life; making them unsafe and unreliable. 3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?). The original water backup fuel supply system was built using Ransome Meeder's Vaporizer units. By replacing in kind,there is no downtime, eliminating potential risk to the City's water system. 4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? By not replacing in kind with Meeder Ransome's units it will require additional time and money used for re-design, bid, award, and construction.To minimize risk,the vaporizer units require immediate replacement. Delaying installation puts our water system at risk and may significantly impact water service. 5. What market research was conducted to substantiate no competition, including evaluation of other items considered? (Provide a narrative of your efforts to identify other similar or appropriate goods/services,including a summary of how the department concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.) The research of price and availability of another manufacturers such as Algas-SDI indicated comparable pricing. However, because our systems are custom fit with Meeder Ransome's units, using other manufacturers would require special modifications which would result in voided warranties. Contacts were made through Burnerparts.com 2011 Williamsburg Road, Richmond, VA 23231 and Algas-SDI 151 S. Michigan St. Seattle, WA 98108 B. PRICE ANALYSIS 1. How was the price offered determined to be fair and reasonable? (Explain what the basis was for comparison and include cost analyses as applicable.) The price of Meeder Ransome's Vaporizers were determined to be fair and reasonable because it was comprable to other manufactures but also offered customized installation to fit our current system, warranty, and training not included by the others. 2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier. By replacing in kind, we avoid having to pay engineering design, structure modification, and construction costs which can range from approximately$75,000 to $125,000. Remit completed form to: City of Huntington Beach—Purchasing Division 2000 Main Street,Huntington Beach,CA 92648-2702 3 Manufacturer/ Brand Meeder Ransome Algas-SDI 2 x Vaporizer Capcacity: 320 US Gal/h $88k $66k 1 x Vaporizer Capcacity:40 US Gal/h $9k $11k Installation $16k not offered Training Included not offered Design &Construction None $75k-$125k Total (Excluding Tax) $113k $152k to$202k eeder LP-G IMd Ransome as Equipment and Manufacturing 3495 South Maple Avenue • Fresno,California 93725-2413 • PO Box 12446 Fresno,California 93777 2446 Telephone(559)485-0979 • (800)342-8265 • Fax(559)485-8869 • E-mail:office@needer.com • vvommeeder.com 09/27/22 City of Huntington Beach 19001 Huntington Street Huntington Beach, CA 92648 Chris Cassotta & Rafael Suarez; Thank you for the opportunity to bid the replacement of our equipment at your three facilities. At your site on Huntington Street, we suggest you replace the PAMW180-10 with a PAM200-10, which is what you have at the Peck water retention site. The PAM direct-fired unit is better for intermittent service such as what you expect for a back up to natural gas. There is a cost savings as well. Peck would also receive a new PAM200-10 as well. Edwards Hill will receive another RH8OE vaporizer. The first stage regulator (627-7710) also needs to be replaced at the same time and a small over-pressure relief valve should be added (P/N 1805-19P). * Ransome PAM200-10E for the Huntington Street facility $43,725.00 net. * Ransome PAM200-10E for the Peck facility $43,725.00 net. * Ransome RH8OE / 627-7710 Regulator/ 1805-19P Relief $ 8,650.75 net. Subtotal $96,100.75 Taxable items above @7.75% $ 7,447.81 Subtotal $103,548.56 * Installation labor, per diem and transportation $ 15,864.10 net. $119,412.66 net total Sincerely, Arch Hudelson Ransome Mfg. Free shipping for most orders over $75 Most orders processed before 2:3o pm EST, ship same day URNERPARTS.COM YOU CAN'T BE COOL UNLESS YOU'RE RUNNIN'HOT t `Fyk 4' Afi �.rvzyia`e � Y 320H Direct Fired Vaporizer - Call for Pricing! PRICE: $32,686.00 Item Code:320H 320 GPH/640 Kg/Hr/29 Mmbtu/hr Product Documents Quantity - 1 + add to cart There are no file attachments for this product. PrnrJrNCY Mtarhr r�tc Product Description Algas-SDI Direct Fired 320H LP Gas Ideal for applications that lack electricity or requires portability SPECIFICATIONS VAPORIZATION TYPE Direct Fired/ Row Through ELECTRICAL DATA nl..r,o Do.a iirr J ----...--..--..... I wi is noun cu I. MODEL NUMBER 320H DESIGN PRESSURE 290 PSI / 20.0 Barg RELIEF VALVE SET POINT 25o PSIG / 17.2 Barg HYDROSTATIC PRESSURE 435 PSIG /29.9 Barg VAPORIZER APPROVALS: ASME, UL(US and Canada) LIQUID INLET(FNPT) 2" LIQUID OUTLET(FNPT) 2" VAPORIZATION CAPACITY 640 Kg/h 320 US Gal/h 29.1 MMBTU/h BURNER INPUT 90.8 KcaL/h 360.0 BTU/h BURNER IGNITION gvdc Re-ignitor standard on all units SHIPPING WEIGHT 810 Lbs 368 kg SHIPPING DIMENSIONS Length 43' Width 48" Height 72" KEYTS NOOELECTRICITY REQUIRED Operational Overview AUTO RE-IGNITOR STANDARD DOUBLE LIQUID CARRY-OVER PROTECTION By design.OF series direct fired vaporizers apply heat directly to a pressure vessel containing liquid LPG.The heating THERMOSTAT EASILY OPERATED process induces vaporization,while consuming a small amount of the vapor generated.OF series vaporizers ensure a WITH GLOVES continuous vapor supply to your application. EASY ACCESS INLET VALVE LOW PROFILE (40/40 THRU 120/60) Algas-SDI vaporizers are build tough.A rugged heavy gauge motel enclosure with power coat applied over zinc plating FOR EASE OF PORTABILITY protects against harsh environments.The stainless-steel exhaust flue and stainless-steel tubing eliminates potential PROPRIETARY CAPACITY CONTROL clogging of the vaporizer's temperature controller and burner orifices. VALVE PREVENTS LOCK UP BURNER GAS ISOLATION VALVE PROVIDED Access to the vaporizer internals is provided via A latch-less reliable door panel.The design allows easy removal of the THERMOW ELL ALLOWS EASY burner if required.Our domed exhaust top combined with our unique flue collar design.prevents water rain infiltration to REPLACEMENT OF GAS VALVE the burner.Algas-SDI Provides an automatic 9VDC re-ignitor as standard.When service requires replacement of the re- "SNAP-IN"40/40 PILOT ASSEMBLY ignitor,spade connectors make the field change simple.Removal of the 9VDC battery allows the end user to disable the re- ignitor. t. PHONE CONTACT 0 E-MAIL CONTACT Q OFFICE LOCATION Q OFFICE HOURS 1804)236-38BI sa esfeburnerparts.com 2011 Williamsburg Road Mon-fri BAM-5PM EST Richmond.VA 23231.USA YOU CAN'T BE COOL UNLESS YOU'RE RUNNIN'HOT URNERPARTS.IOM PRODUCTS INFORMATION SERVICE CAN'T BE COOL UNLESS YOU'RE RUNNIN'HOT Lau tors About Us Account Email:,S,..URDorJ Lburnerp arts.com Meters Delivery Information y y Orders Phone:,(804) 236-3881 Pressure Switches FAQ S�R(�ingCar !gam tors Privacy Policy Return Policy Free shipping for most orders over $75 Most orders processed before z:3o pm EST. ship same day AURNERPARTS YOU CAN'T BE COOL UNLESS VANE RUNNIN'HOT Bf V AP b MOM �!1 I 80/40H Direct Fired Vaporizer PRICE: $10,262.00 Item Code:80/40H 80 G PH/160 Kg/H r/7.2 M m btu/h r Product Documents Quantity - + add to cart There are no file attachments for this product. Prrr1i it f Attarhmentc Product Description Algas-SDI Direct Fired 80/40H LP Gas Idol for opp ie.M.w det lock electricity r mires portability SPECIFICATIONS VAPORIZATION TYPE Direct Fired/ Flow Through ELECTRICAL DATA nl...,rs o.,r1 .e.-J - INV!IC fCHuii Cu MODEL NUMBER 80/40H DESIGN PRESSURE 2g0 PSI / 20.0 Barg RELIEF VALVE SET POINT 250 PSIG / 17.2 Barg HYDROSTATIC PRESSURE 435 PSIG /29.9 Barg VAPORIZER APPROVALS: ASME, UL(US and Canada) CE, PED (DNV) LIQUID INLET(FNPT) 3/4" LIQUID OUTLET(FNPT) 1' VAPORIZATION CAPACITY 8o Kg/h 40 US Gal/h 3.6 MMBTU/h BURNER INPUT 13.o Kcal/h 51.3 BTU/h BURNER IGNITION gvdc Re-ignitor standard on all units SHIPPING WEIGHT 155 Lbs 71 kg SHIPPING DIMENSIONS Length 21' Width 22" Height 42" KEYPOINTS Operational Overview NOOELECTRICITY REQUIRED AUTO RE-IGNITOR STANDARD DOUBLE LIQUID CARRY-OVER PROTECTION By WIpi.Of trio fret And veoerizers poly heat directly to a pressure vessel containing liquid LPG.The heating THERMOSTAT EASILY OPERATED pia Ike"noerhetem adult ceoa uing a small amount of the vapor generated.OF series vaporizers ensure a WITH GLOVES continuos o r as pply to yor application. EASY ACCESS INLET VALVE LOW PROFILE(40/40 THRU 120/60) Algae-SDI vaporizers re haiM tacclt A rented heavy page metal enclosure with power coat applied over zinc plating FOR EASE OF PORTABILITY PROPRIETARY CAPACITY CONTROL protect'�p herd��U. �exhaust flue end stainless-steel tubing eliminates potential clogging of the vaporizer:temperature mntroler end boner orifices. VALVE PREVENTS LOCK UP BURNER GAS ISOLATION VALVE PROVIDED Access to the vaporizer internals is provided via A latch-less reliable door panel.The design allows easy removal of the TH ERMO W ELL ALLOWS EASY burner if required.Our domed exhaust top combined with our unique flue collar design.prevents water ram infiltration to REPLACEMENT OF GAS VALVE the burner.Algae-SDI Provides an automatic 9YDC re-ignitor as standard.When service requires replacement of the re- "SNAP-IN"40/40 PILOT ASSEMBLY ignitor.spade connectors make the field change simple.Removal of the 9VDC battery allows the end user to disable the re- ignitor. t,. PHONE CONTACT Ig E-MAIL CONTACT Q OFFICE LOCATION ®OFFICE HOURS (8114)236-3881 atifiAMMITrim 2O1 f✓l gJ.ed Man-Fri IAM-5PM EST R YA?V USA YOU CAN'T BE COOL UNLESS YOU'RE RUNNIN'HOT BURNERPARTS.COM PRODUCTS INFORMATION SERVICE You CAN'T BE COOL UNLESS YOU'RE RUNNIN'HOT pggytators About Us Account tmail:534RoortCa�burnerparts.com Meters Delivery Information My Orders Phone:(804)236-3881 pressure Switches E9Q $hoopjng Innitnrs Privacy Policy Return Policy