In the 2020 the Supervisory Control And Data Acquisition (SCADA) Master Plan, it had identified a list of 22 projects to be implemented over a 5-year period with an overall estimated budget of $7.8 million, which includes design and construction.

Trask & Westhaven Reservoir/BPS SCADA Improvements Project is one of the projects identified which will upgrade the SCADA software and hardware equipment to control and operate the Trask & Westhaven Reservoirs and Booster Pump Stations. This project consists of demolishing and retrofitting Programmable Logic Controller (PLC) Control Panels, installation of new control panels, installation of new chemical dosing skids, replacement of select field instrumentation and valve controls, and replacement of engine control panels. New conduit, conductors, and junction boxes will be installed as indicated on the Drawings.

Two bids were received and opened by the City Clerk’s Office on May 31, 2023, at 11:00 a.m. (see Bid Summary Sheet). 

The apparent lowest bidder was R2Build dba R2B Engineering.  However, R2Build was disqualified for not providing proper references and past experience to show required project experience specified in the bid documents, Section A.1, which provides:

Minimum Qualifications – General Contractor and Electrical Subcontractor: General Contractor shall have a current Class “A” license in good standing with the California Department of Consumer Affairs - Contractors State License Board. Electrical Subcontractor shall have a current Class “C-10” license in good standing with the California Department of Consumer Affairs - Contractors State License Board. The General Contractor shall provide a Field Instrument Technician with the following qualifications: Certified Control Systems Technician (CCST) registration or completion of the relevant core courses in the Technical Skills Training program as certified by ISA. Both the General Contractor and the Electrical Subcontractor shall have a minimum of three years relevant project experience and five successfully executed projects of a similar scope and size. Contractor shall provide the relevant experiences in the reference section as requested in Section 4C.

Minimum Qualifications – Panel Fabricator: Panel Fabricator shall be a single source of responsibility for control panel fabrication and wiring and shall provide qualified personnel to complete the work specified for this project. Have at least five years relevant project experience fabricating control panels using Modicon PLCs. Panel Fabricator shall submit the following Evidence of Experience:

1. Five similar successful projects in the last five years with one project currently in progress or completed within the last two years.

2. Submit project descriptions with contact names, addresses, and telephone numbers from the project Owner. 

Staff notified R2Build that its proposal was found non-responsive for failure to comply with Section A.1 of the specification pertaining to the Minimum Qualifications.  In particular, the requirements that requested a minimum of five similar successful projects in the last five years with one project currently in progress or completed within the last two years.  R2Build's bid only provided 3 projects and not all of the provided projects had the similar scope as Project CP1268010.  A copy of R2Build's bid is attached.  In response, R2Build submitted the attached appeal of the non-responsiveness finding.  However, an appeal is only available for a finding that a contractor is non-responsible, which is different from a finding that a bid is non-responsive (for failing to comply with the bid requirements).  Nevertheless, staff recommends that the City Council uphold the staff's finding of non-responsiveness and let the contract to the second lowest responsive bidder.

The second lowest responsive bidder was LEED Electrics, Inc., with a total bid of $1,455,100.  The licenses and references of LEED Electrics, Inc. have been reviewed and verified by staff, and all other documentation is in order.  A copy of LEED Electrics, Inc.'s bid is attached.  The anticipated contract schedule is as follows:

         Award contract                   June 27, 2023

         Project Kickoff                    July 17, 2023

         Procurement of Long

            Lead Items (8+ months)  March 27, 2024

         Begin construction             March 28, 2024

         Complete construction      November 20, 2024

There is no impact to the General Fund.  This project is included in the 2023-2024 Capital Improvements Budget, and will be financed with Water Funds, in the amount of $1,455,100.

It is recommended that the City Council:

• Award a contract to LEED Electrics, Inc. for $1,455,100 for the construction of Project No. CP1268010 – Trask and Westhaven Reservoir/BPS Improvements Project; and

• Authorize the City Manager to execute the contract on behalf of the City, and make minor modifications as appropriate.

By: Rebecca Li, Senior Civil Engineer