CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 19-113, Cla-Val Valves, to Dorner Company for an amount not to exceed $165,000 and for a one-year term
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DEPARTMENT: Water Utilities
SUBMITTED BY: Darrell Blenniss, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Water Utilities supply and distribution systems use approximately 60 Cla-Val manufactured control valves. The valves are used for system control, surge suppression, pressure control, booster pump controls and pressure relief. When the valves do not operate correctly, the ramifications include water main breaks, water system pressure loss and/or tank over-flows.
Prior to 2019, the Water Utility budgeted approximately $20,000 for the repair and replacement of the control valves. However, many of the valves were installed in the late 1980s and early 1990s when the City was experiencing high growth so there was a concern regarding the long-term viability of the valves. Therefore in 2018, staff conducted a comprehensive inspection of the Cla-Val manufactured control valves located City wide. It was determined the existing valves are in need of repair, upgrade and SCADA integration.
DISCUSSION:
The award of $165,000 is requested to allow the Water Utilities to perform a comprehensive and proactive upgrade and repair of the 60 Cla-Val valves at ten water supply sites, two booster stations, eight emergency well sites and several sites located in the water distribution system.
Dorner Company is being recommended for award because Cla-Val has a sole source distribution model for its valves and parts. Cla-Val provided staff with documentation stating Dorner Company is the exclusive provider of valves, parts and kits for their products.
However, because the cost to perform the repairs and upgrades is significant, staff also evaluated other options to upgrade and repair the valves. An analysis was conducted to determine if modifying the valves with other manufactured parts could be accomplished. Staff found that the costs would be significantly greater than using Cla-Val parts due to the additional modifications needed to the supervisory control and data acquisition (SCADA) system.
Staff also advertised an Intent to Sole Source on the City’s online bidding service and in the newspaper to allow potential suppliers an opportunity to notify the City if they could repair and/or upgrade controls of Cla-Val manufactured control valves. The City did not receive any responses to the Intent to Sole Source.
The term of this contract is one year from award and ending on June 30, 2020.
FISCAL IMPACT:
CIP # N/A
This equipment is expensed to the operational services account listed below. A total of $165,000 is budgeted for control valve maintenance, parts and repairs in 2019. The requested award is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
41251510-531308 |
Water & Wastewater |
$363,448 |