REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Recondition the Harris/AMFAB Transpack Compactor at the SMaRT Station (F18-004) and Finding of CEQA Categorical Exemption
Report
REPORT IN BRIEF
Approval is requested to award a maintenance and repair services contract to Western Baler & Conveyor, Inc. of Rocklin, California, in the amount of $168,700, to Recondition the Harris/AMFAB Transpack Compactor at the SMaRT Station, and for a 10% contingency in the amount of $16,870.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, City Council approval is required for contracts exceeding $100,000.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination for this project is a Class 1, Categorical Exemption pursuant to CEQA Guidelines Section 15301 for maintenance or repair of existing facilities involving negligible or no expansion of use beyond which presently exists.
BACKGROUND AND DISCUSSION
The Harris/AMFAB Transpack (Trash) Compactor is the equipment that compacts and loads residues from the SMaRT Station into transfer trailers for delivery to the landfill. The compactor is 75 feet long, processes 100 tons of residue per hour, and was placed in service in 1993.
The scope of work for this project is to recondition the Harris/AMFAB Transpack Compactor at the SMaRT Station by relining the chamber, replacing common wear parts and replacing the main cylinder with a spare cylinder supplied by the City.
A competitive Invitation for Bid (F17-118) was issued in April 2017, for qualified companies to perform the needed maintenance and repair service on the equipment. DW Nicholson Corporation was the sole bidder, responding with a bid in the amount of $190,000. Staff recommended to Council to reject the sole bid because the bid was considerably higher than the engineer’s estimate of $125,000. Council approved this rejection on June, 20, 2017, RTC No. 17-0561.
A new Invitation to Bid (F18-004) was issued on August 2, 2017. This Invitation for Bid received two responses. A bid summary analysis (Attachment 1) was developed, showing the lowest and responsible bidder to be Western Baler & Conveyor, Inc. of Rocklin, CA., with a bid of $168,700. The second bid received was from DW Nicholson, which responded with the same bid amount as before, $190,000.
FISCAL IMPACT
Funding is available in Project 811250 - SMaRT Equipment Replacement for major facility and equipment repairs. Contributions to the fund by the partner cities of Sunnyvale, Mountain View and Palo Alto are based on a 20-year schedule identifying some 40 components of the facility and equipment that require periodic repairs and/or replacement to ensure ongoing operations. The reconditioning of the Harris/AMFAB Transpack Compactor is one of these components and was planned for reconditioning in fiscal year 2016/2017, and funds have been carried over to the current fiscal year.
Funding Source
The project is funded in the SMaRT Station Equipment Replacement Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Make a finding of California Environmental Quality Act (CEQA) Categorical Exemption pursuant to CEQA guidelines Section 15301 for maintenance or repair of existing facilities involving negligible or no expansion of use beyond which presently exists; 2) Award a contract in substantially the same form as Attachment 2 to the report and in the amount of $168,700 to Western Baler & Conveyor, Inc. and authorize the City Manager to execute the contract when all necessary conditions have been met; and 3) approve a 10% contingency for the project
Staff
Prepared by: Gregory Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Mark A. Bowers, Solid Waste Programs Division Manager
Reviewed by: Melody Tovar, Interim Director of Environmental Services
Reviewed by: Teri Silva, Interim Assistant City Manager
Approved by: Kent Steffens, Interim City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Maintenance and Repair Contract