AGENDA DOCKET FORM. Assistant General Manager

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1 ~ - CONTRA COSTA WATER DISTRICT Agenda Item No. Meeting Date: Resolution: 12. June 15, 2016 ( ) Yes (X) No AGENDA DOCKET FORM SUBJECT: REQUEST FOR GOODS AND SERVICES OVER $100,000 SUMMARY: The Board of Directors annually reviews and authorizes procurements of goods and services whose anticipated annual cost will exceed the General Manager's Board-delegated authority. A comprehensive list of vendors providing routine goods and services is prepared annually and presented to the Board prior to the beginning of the fiscal year so it can be authorized in a single action. The proposed list of goods and services for FYI 7, with individual not-to-exceed amounts and a second year option for FYI 8 at the District's sole discretion, is provided for the Board's consideration in Attachments 1 through 4. The vendors included on the list of goods and services for FYI 7 and FY18 were selected in accordance with the District's procurement policies and procedures as follows: Vendors Selected through Competitive Invitation to Bid (Attachment 1) - Invitations to Bid (ITB) are used for the procurement of goods and services where cost is the only basis for award. Bidders must meet minimum performance or materials specifications in order to be considered responsive. When possible, the District participates in contracts competitively bid by state, federal, or county governments. These contracts provide the lowest available costs to the District due to the purchasing power of the larger government entity. (Continued on page 2) FISCAL IMP ACT: The combined total of the not-to-exceed amounts for goods and services listed on Attachments 1 through 4 for FYI7 is $10,307,160 and for FY18 is $10,339,160. The adopted FYI 7-FYl 8 budget contains sufficient funding for these proposed procurements. RECOMMENDED ACTION: Authorize individual procurements for FYI 7 and FY18 routine goods and services for the not-to-exceed amounts listed on Attachments 1 through 4 at a total amount not to exceed $10,307,160 for FYI 7 and $10,339,160 for FYI 8. Desiree Castello Director of Finance Assistant General Manager JB/DC:dmg Attachments: 1) Vendors Selected Through Competitive 1TB; 2) Vendors Selected Through Ongoing Competitive ITB; 3) Vendors Selected Through Competitive RFP; 4) Vendors Selected Through Sole Source; 5) Explanations for Sole Source Contracts Over $100,000; 6) Justification for Contract Increases

2 Request for Goods and Services Over $100,000 June 15, 2016 Page 2 AGENDA DOCKET FORM SUMMARY (Continued from Page 1): Vendors Selected through Ongoing Competitive Invitations to Bid (Attachment 2) - The 1TB approach is also used for this category of vendors. However, in this case, the District anticipates purchasing a "market basket" of different items from these vendors, with multiple procw;ements occurring throughout the year. The bid for each "market basket" procurement is awarded to the vendor who provides the lowest cost responsive bid. Vendors Selected through Competitive Request for Proposal (Attachment 3) - The Request for Proposal (RFP) procurement process is used when evaluation criteria such as experience, subject matter knowledge, professional certifications, and ability to perform the scope of work are considered in addition to cost when selecting a vendor. This allows for cost and non-cost items to be identified and weighted in the selection process. Procurements utilizing this method are most often service related. Vendors Selected through Sole Source (Attachment 4) - Vendors providing goods and services on a sole source basis are normally proprietary in nature, or have unique and specific knowledge of a process or practice of the District. Vendors who are the only source for repair and replacement parts are common examples. Explanations for sole source awards over $100,000 are provided in Attachment 5. Attachment 6 provides explanations and justification for significant increases in contract awards. The total amount for each category of vendors included in the attached goods and services listing for FYI 7 and FY18 are summarized below. FY16 amounts are provided for comparative purposes. Competitive 1TB (Attachment 1) $4,212,000 $4,179,000 $4,201,000 Ongoing Competitive 1TB (Attachment 2) $1,454,500 $1,454,500 $1,454,500 Competitive RFP (Attachment 3) $3,311,000 $3,691,000 $3,701,000 Sole Source (Attachment 4) $975,480 $982,660 $982,660 Total $9,952,980 $10,307,160 $10,339,160

3 Attachment 1 VENDORS SELECTED THROUGH COMPETITIVE INVITATION TO BID Award Basis - Vendor Aquatic Environmental Approved Requested Requested Service Description Award Basis $ 185,000 $185,000 $185,000 Weed Harvesting Services Brannon Tire Chain Link Fence and Supply, Inc. CM Excavating Contra Costa Tractor Dell Computers DRS Marine Harris Blade/ Cresco/United Jeffco Painting $ 125,000 $128,000 $128,000 Light/Heavy Vehicle Tires & Tire Services $120,000 $120,000 $120,000 Fencing Materials $200,000 $200,000 $200,000 Aggregate Road Base $310,000 $310,000 $310,000 Tractor & Heavy Vehicle Maintenance $122,000 $122,000 $122,000 Computer Replacement $100,000 $191,500 $ 19 1,500 Diving Services $240,000 $294,500 $296,500 Equipment Rental $50,000 $135,000 $135,000 Painting Services Government Contract Joe Shaver Backhoe Joe Shaver Backhoe Office Depot Ricoh RunningM $100,000 $135,000 $135,000 Solids Loading & Haul (Randall-Bo Id) $245,000 $170,000 $ 170,000 Spoils Removal (Bollman) $175,000 $175,000 $175,000 Office Supplies $105,000 $105,000 $105,000 Copier Repair and Maintenance $135,000 $135,000 $135,000 Cyclone Fencing Services Government Contract County Govt. Contract Spur-X SpurX Sunrise Paving and Grading Target Specialty $255,000 $2 11,000 $218,000 Barb Wire Fencing Services $ 110,000 $170,000 $ 170,000 Firebreak Discing Road Grading Water Hauling $325,000 $325,000 $325,000 Paving, Slurry Seal and Striping Services $180,000 $180,000 $180,000 Herbicides Thomas Scientific/ VWR/ldexx Waxie Sanitary Supply $ 110,000 $1 19,000 $119,000 Laboratory Supplies $ 160,000 $160,000 $160,000 Janitorial Supplies Page 1 of2

4 Award Basis - Vendor Wayne E. Swisher Cement Western States Oil VENDORS SELECTED THROUGH COMPETITIVE INVITATION TO BID Approved Requested Requested Service Description $186,000 $186,000 $186,000 Concrete Replacement Services $674,000 $422,000 $435,000 Fuel Award Basis TOTAL $4,212,000 $4,179,000 $4,201,000 Page 2 of2

5 Attachment 2 VENDORS SELECTED THROUGH ONGOING COMPETITIVE INVITATION TO BID Award Basis - Vendor FY16 Amount Amount Description of Approved FY17 FY18 Products/Services Groeniger & Co/CV Industrial $650,000 $650,000 $650,000 Miscellaneous Brass Water Fergusson Water Works Works Materials, Backflow National Water Works Devices, and Repair Parts Pittsburg Winnelson General Plumbing Roberts and Brune American Backflow Specialties Pace/Corix/ Ace Hardware Groeniger & Co.I Lodi Iron $650,000 $650,000 $650,000 Miscellaneous Valves, Fergusson Water Works/Corix Fittings, and Materials Roberts & Brune / H D Supply Associated with Developer Hayward Pipe and Supply and District Repair Activities W.W. Grainger $154,500 $154,500 $154,500 Miscellaneous Hardware McMaster Carr Supplies Ace Hardware Home Depot/Roberts & Brune Orchard Supply Lowes/White Cap/Fastenal Old Hardware/General Plumbing M&L True Value Total $1,454,500 $1,454,500 $1,454,500 Page I of l

6 Attachment 3 VENDORS SELECTED THROUGH COMPETITIVE REQUEST FOR PROPOSAL Award Basis - Most Responsive Proposal Vendor Approved Requested Requested Service Description A ppleone/staffmg $135,000 $135,000 $135,000 Temporary Labor Services Solutions Badger Daylighting $100,000 $145,000 $145,000 Vacuum Excavation Bay Air $225,000 $230,000 $230,000 HV AC Services Customized Performance $250,000 $360,000 $370,000 Janitorial Services Dahl Beck Electric $625,000 $700,000 $700,000 Electric Motor Repairs Eurofins/BSK $151,000 $190,000 $190,000 Laboratory Analysis First Security Services $150,000 $150,000 $150,000 Security Services Hamilton $190,000 $163,000 $163,000 Tree Service & Weed Abatement Karl Needham $310,000 $300,000 $300,000 Solids De-watering Martech $650,000 $825,000 $825,000 Pump Maintenance Pressure Grout Company $200,000 $170,000 $170,000 Shocrete & Pressure Grout Services Roto Rooter $165,000 $163,000 $163,000 Canal Siphon & Vactor Truck Services Terra Care $160,000 $160,000 $160,000 Landscaping Services TOTAL $3,311,000 $3,691,000 $3,701,000 Page l of l

7 Attachment 4 Award Basis - Sole Source Justification VENDORSSELECTEDTHROUGHSOLESOURCE Vendor* Approved Requested Requested Service Description Badger Meter $250,000 $250,000 $250,000 Meter Replacement Oracle $ 155,000 $155,000 $155,000 Software Maintenance Sungard-BiTech $220,480 $227,660 $227,660 IFAS Software Support US Postal Service -Postmaster $350,000 $350,000 $350,000 Postage TOTAL $975,480 $982,660 $982,660 * Explanations for Sole Source Contracts over $ 100,000, with the exception of the U.S. Post Office, are provided on Attachment 5. Page 1 of I

8 EXPLANATIONS FOR SOLE SOURCE CONTRACTS OVER $100,000 Attachment 5 The District's Administrative Procedures X-4 and X-7 provide for the sole source procurement of contracts under certain circumstances. Examples include where a firm has unique and specific knowledge or bas completed a previous phase of the project; where compatibility of equipment, accessories or replacement parts is the paramount consideration; where public utility services are to be procured; where a sole supplier's item is needed for trial use or testing; where a used item is offered at a bargain price and subject to prior sale; or where a cooperative purchasing agreement has been developed with another public agency that utilized a competitive selection process. Provided below are explanations for sole source procurement requests of over $100,000 with the exception of the U.S. Post Office, which represents the District's anticipated postage expense for the upcoming year: Badger Meter - Sole source justification is based on the need to maintain compatibility of equipment and replacement parts. The District conducted a meter standardization study in April 2009, which included accuracy, durability, ease of use and cost. The results reaffirmed that Badger's meters best meet the District's requirements and were approved by the Board in June The District completed a similar evaluation in The meters were evaluated based on accuracy and reliability, cost, and other non-cost factors such as warranty and references. The Badger Meter was rated highest based on having the lowest price and the highest score for accuracy and reliability. The results were presented to the Board's Operations and Engineering (O&E) Committee in June The Committee agreed with the recommendation to establish Badger Meter as the standard positive displacement meter for the next ten years. Sole source approval is requested for the next two fiscal years. Continuing with a standard for positive displacement meters does not preclude or impact evaluation and potential implementation of advanced metering infrastructure (AMI) which could include electronic registers, leak detection warnings, automated meter readings, and user information technology. The District continues to evaluate this technology for future implementation. Oracle - Sole source justification is based on exclusive availability of Oracle software license and software maintenance agreements from the manufacturer in support of several District computerized business systems. Sungard-BiTech - Sole source justification is based on exclusive availability of software license and software maintenance agreements from the software manufacturer in support of the Dish ict's computerized financial information system (IF AS). The IF AS software was selected through a competitive procurement process in March To ensure reliable operation, an annual proprietary maintenance agreement is renewed with the software manufacturer, Sungard-BiTech. The financial information system is scheduled for upgrade in FY18, consistent with the District's Ten-Year Capital Improvement Plan. Page 1 of 1

9 JUSTIFICATION FOR SIGNIFICANT CONTRACT INCREASES Attachment 6 Badger Daylighting - Vacuum Excavation Services: Badger Daylighting excavator systems use water and vacuum technology to excavate through dirt and rocks to more safely expose water pipelines and underground utilities for repair work. The excavation equipment replaces handdigging, provides a more efficient process, and reduces the potential for worker injury. DRS Marine - Diving Services: The FYI 7 /FYI 8 authority accommodates the need for wet-well cleaning at the Old River Pump Station. Customized Performance - Janitorial Services: The increase facilitates improved efficiencies through the consolidation of services into the janitorial services contract, including carpet cleaning and the pilot-testing of outsourcing facilities maintenance services. Dahl-Beck Electric - Electric Motor Maintenance, Services and Replacement: The increase covers inflation and provides additional contract authority for on-site power system upgrades and retrofits, breaker and relay testing services, harmonic and protective relay studies, onsite or inshop repair services for electrical equipment, and emergency services for electrical equipment and wiring. Eurofins I BSK - Laboratory Analysis: The increase is needed to address expanded National Pollutant Discharge Elimination System (NPDES) monitoring, operational emergencies, and short tum-around times. The FYI 8 increase is associated with new Unregulated Contaminant Monitoring Rule (UCMR) 4 sampling requirements. Harris Blade/Cresco/United - Equipment Rental: The increase accommodates additional heavy equipment rental required to maintain the Bollman Water Treatment Plant (WTP) sludge lagoon and canal cleaning. Additional rental equipment is needed in support of the sludge lagoon pilot project underway at the Bollman WTP. In addition, the procedure for canal cleaning has been modified to provide added effectiveness and efficiencies by removing spoils at the time the sled runs are conducted, rather than subsequent to the work. Additional rental equipment is required to support movement of the sled and removal of the spoils. Jeffco Painting - Painting Services: The Rock Slough Fish Screen Improvements Project requires bird deterrent paint to be installed on the underside of the fish screen deck ( above the water surface) to prevent nesting of cliff swallows, a protected bird species. The paint will minimize impacts to District maintenance activities during the protected bird species nesting periods. The contract was also expanded to cover costs to perfonn replacement floor coatings at Pumping Plants 1, 2, and Safety Improvements. Martech - Pump Maintenance: The increase addresses labor and materials required to perform repairs and install mechanical and hydraulic modifications on the prototype and original rake heads at the Rock Slough Fish Screen structure. Spur X-Firebreak Discing, Road Grading, Water Hauling - The increase in budget authority is based on required annual fire discing at the mitigation lands and increased ponds management. The environmental permit for Los Vaqueros Reservoir requires the repair and rehabilitation of approximately eight ponds per year, throughout the facility, over the next few years. This requirement was added during FYI6. Pagel of l