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AGENDA ITEM REVIEW FORM |
6.F.
Regular City Council Meeting
- Meeting Date:
- 01/22/2025
- Department Head:
- Eulogio Vera
- Submitted By:
- Jorge Perez, Assistant Director of Public Works, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the selection and purchase of a new Membrane Bioreactor (MBR) process equipment for the West Wastewater Treatment Plant expansion project. (Jorge Perez, Assistant Director of Public Works)
SUMMARY:
The City of San Luis is currently working with its consultant, Pacific Advanced Civil Engineers (PACE) on the design of the West Wastewater Treatment Plant expansion. Said expansion will double the treatment capacity of the plant and take it from 1.5 Million Gallons a Day (MGD) to 3MGD. The expansion also entails a treatment process change from a Sequential Batch Reactor (SBR) to a Membrane Bioreactor (MBR). By doing this treatment process, the City will produce better quality water that can be reused for irrigation purposes, for example. At this time, the City has also selected a contractor for the expansion project and will be presenting the pre-construction services contract before council at a later meeting.
There are various MBR vendors that could provide the equipment that the plant will require for the expansion. In an effort to make the best selection of the equipment for the City, PACE produced a performance-based specifications document and, in representation of the City of San Luis, conducted a request for proposal process. In response, we received three proposals for MBR equipment from the following companies: Kubota Membrane USA, MMBR Systems and Veolia Water Technologies & Solutions. PACE thoroughly reviewed all three equipment proposals and produced a technical memorandum and recommendation to the City of San Luis.
In order to compare each manufacturer’s proposal, evaluation criteria were established and assigned a weight; the higher the weight, the more critical the aspect is to the project. Each equipment solution proposed was rated on a scale, with the highest score indicated the most competitive or best. For each criterion, the score and the weight were multiplied together. The sum of the multiplied numbers for each equipment/process system solution was used to arrive at the total score for each manufacturer’s proposed system.
Recommendation:
All of the manufacturer’s proposals for the MBR systems met the requirements of the performance-based specifications. The City has expressed the importance of lower capital and O&M costs, equipment performance, and ease of operation. Based on the Criteria Ranking developed as part of the performance-based specifications, Kubota Membrane USA scored the highest and is the recommended manufacturer to supply the MBR process equipment for the City of San Luis West WWTP Phase 1 MBR Upgrades.
There are various MBR vendors that could provide the equipment that the plant will require for the expansion. In an effort to make the best selection of the equipment for the City, PACE produced a performance-based specifications document and, in representation of the City of San Luis, conducted a request for proposal process. In response, we received three proposals for MBR equipment from the following companies: Kubota Membrane USA, MMBR Systems and Veolia Water Technologies & Solutions. PACE thoroughly reviewed all three equipment proposals and produced a technical memorandum and recommendation to the City of San Luis.
In order to compare each manufacturer’s proposal, evaluation criteria were established and assigned a weight; the higher the weight, the more critical the aspect is to the project. Each equipment solution proposed was rated on a scale, with the highest score indicated the most competitive or best. For each criterion, the score and the weight were multiplied together. The sum of the multiplied numbers for each equipment/process system solution was used to arrive at the total score for each manufacturer’s proposed system.
Recommendation:
All of the manufacturer’s proposals for the MBR systems met the requirements of the performance-based specifications. The City has expressed the importance of lower capital and O&M costs, equipment performance, and ease of operation. Based on the Criteria Ranking developed as part of the performance-based specifications, Kubota Membrane USA scored the highest and is the recommended manufacturer to supply the MBR process equipment for the City of San Luis West WWTP Phase 1 MBR Upgrades.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE KABOTA BID PROPOSAL FOR THE WEST WASTEWATER TREATMENT PLANT EXPANSION PHASE 1 IN AN AMOUNT NOT TO EXCEED $2,998,000 TO BE SPENT OVER THIS AND THE NEXT FISCAL YEAR AND AUTHORIZE APPROPRIATE STAFF TO TAKE ALL ACTIONS NECESSARY TO FINALIZE CONTRACT TERMS.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City and Federal
- TOTAL:
- $2,998,000.00
- BUDGETED AMOUNT:
- $6,000,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Outlay - CIP / 310-311-90015 - $4,207,804.06
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Public Works budgeted $6,000,000.00 for FY25 to cover the following expenses:
- Project Design
- CMAR pre-construction Services
- Procurement of equipment
- 10% down with purchase order
- 10% upon delivery of submittal
- 50% upon delivery of equipment (except for SMUs)
- 25% upon delivery of SMUs
- 5% upon MBR start up completion