7 Resolution Approving the Purchase and Installation of Variable Frequency Drives (VFDs) at Wells No. 8 and 16.

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Well 8 - 9 - 14 - 16

Meeting Date: April 19, 2016

STAFF REPORT

AGENDA ITEM: Resolution Approving the Purchase and Installation of Variable Frequency Drives (VFDs) at Wells No. 8 and 16.

MEETING DATE: April 19, 2016

PREPARED BY: Alfonso Manrique, Alternate City Engineer

REVIEWED BY: Odi Ortiz, Interim City Manager

RECOMMENDATION:

City Council to adopt Resolution No. 2016-_, approving the purchase and installation of Variable Frequency Drives (VFDs) at Wells No. 8 and 16 from Telstar Instruments.

BACKGROUND:

Recent TCP sample results at Well No. 14 indicate a concentration that exceeds the response level (RL) established by the State Water Resources Control Board Division of Drinking Water (SWRCB-DDW). If a chemical is present in drinking water that is provided to consumers at concentrations greater than the RL, the SWRCB-DDW recommends that the drinking water system take the source out of service.

The RL for TCP is established 0.5 ppb or 100 times the notification level (NL). Sample results at Well No 14 indicate a concentration as high as 0.69 ppb.

The City has notified consumers about the presence of TCP in the groundwater provided by City wells. In addition, due to the elevated concentration of TCP at Well No. 14 the Interim City Manager ordered staff to remove Well No. 14 from service.

The elimination of Well No. 14 is causing significant variations in the distribution system pressure. The pressure swings create erratic responses by the SCADA to tum wells on and off. The pressure variations are caused by the rapid changes in flow demands by Foster Farms and other large users.

In order to remove Well No. 14 completely from the system and avoid large variations in pressure staff recommends the installation of VFDs at Wells No. 8 and 16. Until the VFDs are furnished and installed, Well No. 14 must remain in operation for shorts periods of time to sustain pressure in the system.

This project is considered to be an emergency caused by the deterioration of the groundwater quality produced by Well No. 14. Well No. 14 is recommended to be permanently out of service until treatment is provided to remove TCP from the groundwater produced by this well.

DISCUSSION:

Considering the emergency nature of this project, City staff solicited proposals from three qualified contractors to furnish and install VFDs at Well Nos. 8 and 16. The following proposals have been received:

Staff has reviewed the three proposals and finds Telstar Instruments to be the lowest qualified bidder for this emergency project.

FISCAL IMPACT:

The City has not specifically budgeted for the purchase of this equipment and it is considered to be an emergency caused by water quality deterioration at Well No 14. The City budgeted under the Water Emergency Contingency Fund area the amount of $100,000.00 to cover unexpected emergencies. The total cost for the equipment and installation is $35,800.00 plus taxes. The installation of VFDs at Wells No. 8 and 16 will provide some energy savings at these two sites. However, staff has not quantified how much the energy savings will amount to.

ATTACHMENTS:

1. Resolution No. 2016-

2. Telstar Instrument Proposal

3. Tesco Controls Proposal

4. Howk Systems Proposal

RESOLUTION NO. 2016-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LIVINGSTON DECLARING AN EMERGENCY IN THE WATER SYSTEM CAUSED BY THE DETERIORATION OF THE WATER QUALITY AT WELL NO. 14 AND APPROVING THE PURCHASE AND INSTALLATION OF VARIABLE FREQUENCY DRIVES (VFDs) AT WELL NOS. 8 AND 16 AND AUTHORIZING THE CITY MANAGER TO ISSUE A PURCHASE ORDER TO THE SELECTED CONTRACTOR

WHEREAS, the City of Livingston’s groundwater wells produce water with a TCP concentration in excess of the State’s Notification Level (NL) of 0.005 µg/1; and

WHEREAS, the groundwater quality from the City’s Well No. 14 has unexpectedly deteriorated and now produces water with a TCP concentration in excess of the State’s Response Level (RL) of 0.5 µg/1 (i.e. 100 times the NL); and

WHEREAS, the Division of Drinking Water recommends that a source be taken out of service when the RL for a particular constituent is exceeded; and

WHEREAS, removing Well No. 14 from production creates significant operational problems including the unexpected loss of pressure in the distribution system; and

WHEREAS, the unexpected loss of pressure in the distribution system is an emergency situation that poses a clear and imminent danger that requires immediate action to protect public health and prevent the disruption of public services (i.e. water service); and

WHEREAS, pursuant to California Public Contract Code section 20168, "in case of emergency, the legislative body may pass a resolution by a four-fifths vote of its members declaring that the public interest and necessity demand the immediate expenditure of public money to safeguard life, health, or property. Upon adoption of the resolution, it may expend any sum required in the emergency without complying [with public bidding requirements]"; and

WHEREAS, in accordance with Public Contract Code 22050, in the case of an emergency, a public agency, pursuant to a four-fifths vote of its governing body, may repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without giving notice for bids to let contracts.

WHEREAS, pursuant to Public Contract Code section 1102, "Emergency," is defined as: "a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services"; and

WHEREAS, the situation created by removing Well No. 14 from service was caused by the unexpected deterioration of the water quality and creates a serious threat to the public health; and

WHEREAS, the installation of Variable Frequency Drives at Well Nos. 8 and 16 will correct the temporary loss of pressure in the distribution system and correct the current emergency situation; and

WHEREAS, the City has requested proposals from three Contractors to furnish and install VFDs at Well Nos. 8 and 16 on an emergency basis; and

WHEREAS, procurement of VFDs at Well No. 8 and Well No. 16 has been performed in accordance with City requirements; and

WHEREAS, the situation is considered to be an emergency and there 1s an urgent need to purchase the equipment in order to remove Well No. 14 completely from service.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Livingston as follows:

Section 1. The above recitals are true and correct findings of the Livingston City Council.

Section 2. The City Council hereby declares the need for the purchase and installation of variable frequency drives at Well Nos. 8 and 16 an emergency.

Section 3. The Interim City Manager is hereby authorized and directed to issue a purchase order to Telstar Instruments for $35,800.

Section 5. This Resolution shall take effect from and after the date of its adoption. This Resolution shall require four-fifths (4/5) vote of the City Council for approval.

Section 6. Each portion of this resolution is severable. Should any portion of this resolution be adjudged to be invalid and unenforceable by a body of competent jurisdiction, then the remaining resolution portions shall be and continue in full force and effect, except as to those resolution portions that have been adjudged invalid. The City Council of the City of Livingston hereby declares that it would have adopted this resolution and each section, subsection, clause, sentence, phrase and other portion thereof, irrespective of the fact that one or more section, subsection, clause sentence, phrase or other portion may be held invalid or unconstitutional.

Passed and adopted this 19th day of April, 2016, by the following vote:

AYES:

NOES:

ABSENT:

Rodrigo Espinoza, Mayor of the City of Livingston

ATTEST:

I, hereby certify that the foregoing resolution was regularly introduced, passed and adopted at a Regular Meeting of the City Council of the City of Livingston this 19th day of April, 2016.

Antonio Silva, City Clerk of the City of Livingston

Meeting Date: April 19, 2016

STAFF REPORT

AGENDA ITEM: Resolution Approving the Purchase and Installation of Variable Frequency Drives (VFDs) at Wells No. 8 and 16.

MEETING DATE: April 19, 2016

PREPARED BY: Alfonso Manrique, Alternate City Engineer

REVIEWED BY: Odi Ortiz, Interim City Manager

RECOMMENDATION:

City Council to adopt Resolution No. 2016-_, approving the purchase and installation of Variable Frequency Drives (VFDs) at Wells No. 8 and 16 from Telstar Instruments.

BACKGROUND:

The RL for TCP is established 0.5 ppb or 100 times the notification level (NL). Sample results at Well No 14 indicate a concentration as high as 0.69 ppb.

The City has notified consumers about the presence of TCP in the groundwater provided by City wells. In addition, due to the elevated concentration of TCP at Well No. 14 the Interim City Manager ordered staff to remove Well No. 14 from service.

The elimination of Well No. 14 is causing significant variations in the distribution system pressure. The pressure swings create erratic responses by the SCADA to tum wells on and off. The pressure variations are caused by the rapid changes in flow demands by Foster Farms and other large users.

This project is considered to be an emergency caused by the deterioration of the groundwater quality produced by Well No. 14. Well No. 14 is recommended to be permanently out of service until treatment is provided to remove TCP from the groundwater produced by this well.

DISCUSSION:

Considering the emergency nature of this project, City staff solicited proposals from three qualified contractors to furnish and install VFDs at Well Nos. 8 and 16. The following proposals have been received:

Contractor Name

Well #8

Well #16

Total

Telstar Instruments

$17,800

$18,800

$35,800

Tesco Controls

$39,210

$40,628

$79,838

Howk Systems

$30,693.88

23,268.88

53,962.76

Staff has reviewed the three proposals and finds Telstar Instruments to be the lowest qualified bidder for this emergency project.

FISCAL IMPACT:

ATTACHMENTS:

1. Resolution No. 2016-

2. Telstar Instrument Proposal

3. Tesco Controls Proposal

4. Howk Systems Proposal

RESOLUTION NO. 2016-

WHEREAS, the City of Livingston’s groundwater wells produce water with a TCP concentration in excess of the State’s Notification Level (NL) of 0.005 µg/1; and

WHEREAS, the groundwater quality from the City’s Well No. 14 has unexpectedly deteriorated and now produces water with a TCP concentration in excess of the State’s Response Level (RL) of 0.5 µg/1 (i.e. 100 times the NL); and

WHEREAS, the Division of Drinking Water recommends that a source be taken out of service when the RL for a particular constituent is exceeded; and

WHEREAS, removing Well No. 14 from production creates significant operational problems including the unexpected loss of pressure in the distribution system; and

WHEREAS, the unexpected loss of pressure in the distribution system is an emergency situation that poses a clear and imminent danger that requires immediate action to protect public health and prevent the disruption of public services (i.e. water service); and

WHEREAS, pursuant to Public Contract Code section 1102, "Emergency," is defined as: "a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services"; and

WHEREAS, the situation created by removing Well No. 14 from service was caused by the unexpected deterioration of the water quality and creates a serious threat to the public health; and

WHEREAS, the installation of Variable Frequency Drives at Well Nos. 8 and 16 will correct the temporary loss of pressure in the distribution system and correct the current emergency situation; and

WHEREAS, the City has requested proposals from three Contractors to furnish and install VFDs at Well Nos. 8 and 16 on an emergency basis; and

WHEREAS, procurement of VFDs at Well No. 8 and Well No. 16 has been performed in accordance with City requirements; and

WHEREAS, the situation is considered to be an emergency and there 1s an urgent need to purchase the equipment in order to remove Well No. 14 completely from service.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Livingston as follows:

Section 1. The above recitals are true and correct findings of the Livingston City Council.

Section 2. The City Council hereby declares the need for the purchase and installation of variable frequency drives at Well Nos. 8 and 16 an emergency.

Section 3. The Interim City Manager is hereby authorized and directed to issue a purchase order to Telstar Instruments for $35,800.

Section 5. This Resolution shall take effect from and after the date of its adoption. This Resolution shall require four-fifths (4/5) vote of the City Council for approval.

Passed and adopted this 19th day of April, 2016, by the following vote:

AYES:

NOES:

ABSENT:

Rodrigo Espinoza, Mayor of the City of Livingston

ATTEST:

I, hereby certify that the foregoing resolution was regularly introduced, passed and adopted at a Regular Meeting of the City Council of the City of Livingston this 19th day of April, 2016.

Antonio Silva, City Clerk of the City of Livingston