Item 12 - Purchase Order Contracts for Cartridge Filters and Chlorine Filters

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Cartridge Filters and Chlorine Filters February 18, 2025 Page 2 4 8 3 9 In response, PFAS treatment facilities are being constructed at affected City water production sites. These treatment facilities utilize ion exchange (IX) treatment to remove PFAS from the water to levels below the MCL, allowing the treated water to be supplied to the distribution system. The IX treatment facilities require specialized pre-treatment cartridge filters in order to remove small solids and sediments, five micron or greater, in the water prior to the water entering the IX vessels. The cartridge filters are critical to the PFAS treatment facilities’ operation because they prevent solids and sediment from damaging the IX vessel’s ability to remove PFAS from water. Prior to publishing bids, the City’s Finance & Management Services Agency (Finance) Purchasing Division works with the end use to determine department needs for supplies and materials. The availability of raw materials and lead times are also factored when establishing contract terms. In the case of cartridge filters, Finance and PWA staff determined the contract term of one-year and four, one-year renewal options as the most responsive term for potential market fluctuation. These pre-treatment cartridge filters typically last one to three months on average, and each replacement requires a minimum of 24 to 36 filters for one facility. The City plans to have eight PFAS treatment facilities online within the next five years. Consequently, the City will require multiple means of purchasing filters in order for the PFAS treatment facilities to operate effectively and efficiently long term. It is imperative the City has multiple avenues of purchasing these critical filters due to the PFAS treatment facilities being unable to operate without them. As a result, the City’s Water Resources Division posted Invitation for Bids (IFB) No. 24-128 on October 28, 2024 on the City’s online bid management and publication system to procure such services. A summary of vendor participation and results is as follows: 28 Vendors notified 4 Santa Ana vendors notified 16 Vendors downloaded the bid packet 5 Bids received 0 Bids received from Santa Ana vendors Bids were solicited, opened on November 21, 2024, and evaluated (Exhibit 1). Five bids were submitted by the IFB deadline, and three were determined to be responsive to the specifications and met the City’s requirements. The bids submitted by BRW Corporation and Ryan Herco Flow Solutions were deemed non-responsive as they did not meet IFB specifications. To ensure sufficient resources for cartridge filters are available at all times, staff recommends awarding aggregate purchase order contracts to Fil-Trek Corporation, Pure Process Filtration Inc., and Vytal Filtration Technologies- West. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action.