HomeMy WebLinkAboutItem 12 - Purchase Order Contracts for Cartridge Filters and Chlorine FiltersPublic Works Agency
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Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 18, 2025
TOPIC: Cartridge Filters and Chlorine Filters
AGENDA TITLE
Purchase Order Contracts with Fil-Trek Corporation, Pure Process Filtration Inc., and
Vytal Filtration Technologies-West for Cartridge Filters and Chlorine Filters
(Specification No. 24-128) (Non-General Fund)
RECOMMENDED ACTION
Award aggregate purchase order contracts to the vendors listed below for cartridge
filters and chlorine filters on as-needed basis, for an aggregate amount not to exceed
$3,000,000, for a term beginning February 18, 2025 and expiring February 17, 2026,
with provisions for four, one-year renewal options.
Vendor
Fil-Trek Corporation
Location
Cambridge, Ontario (Canada)
Pure Process Filtration Inc.Garden Grove, CA
Vytal Filtration Technologies-West Visalia, CA
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency (PWA) Water Resources Division oversees and maintains the
daily operations of the City’s water and sanitary sewer systems. The water system is
comprised of approximately 480 miles of water main, 21 groundwater wells, seven
pump stations, 10 reservoirs with a storage capacity of 49 million gallons, four pressure
regulating stations, and seven connection points to the Metropolitan Water District. The
system has an average daily demand of 30 million gallons from its roughly 45,150
metered service connections.
On April 10, 2024, the Environmental Protection Agency (EPA) released new
regulations regarding per- and polyfluoroalkyl substances (PFAS), which set the
maximum contamination levels (MCLs) for perfluorooctanoic acid (PFOA) and
perfluorooctane sulfonic acid (PFOS) at four parts per trillion. All community water
providers are required to meet this threshold for water supplied. If water providers
cannot meet these thresholds and do not install water treatment to remove PFAS from
the water, the water provider must remove the supply from its distribution system.
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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.
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FISCAL IMPACT
Funds are budgeted and available for expenditure in the Fiscal Year 2024-2025 budget
and subsequent fiscal years will be included in the proposed budgets for City Council
consideration. The funds will be budgeted and available for this item in the accounts
below.
Fiscal Year
Accounting
Unit -
Account #
Fund
Description Accounting Unit,
Account Description Amount
2024-25
(Feb – June)
06017640-
63001 Water
Water Utility, Production
& Supply, Miscellaneous
Operating Expenses
$200,000
2025-26 06017640-
63001 Water
Water Utility, Production
& Supply, Miscellaneous
Operating Expenses
$650,000
Optional 1-Year Extension
2026-27 06017640-
63001 Water
Water Utility, Production
& Supply, Miscellaneous
Operating Expenses
$650,000
2027-28 06017640-
63001 Water
Water Utility, Production
& Supply, Miscellaneous
Operating Expenses
$650,000
2028-29 06017640-
63001 Water
Water Utility, Production
& Supply, Miscellaneous
Operating Expenses
$650,000
2029-30
(July – Jan)
06017640-
63001 Water
Water Utility, Production
& Supply, Miscellaneous
Operating Expenses
$200,000
Total:$3,000,000
EXHIBIT(S)
1. Abstract of Bids (24-128)
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Alvaro Nuñez, City Manager
BIDDER LOCATION TOTAL
Fil-Trek Corporation
Cambridge, Ontario
(Canada)1,754,319$
Pure Process Filtration Inc.Garden Grove, CA 3,186,518$
Vytal Filtration Technologies-
West Visalia, CA 2,390,055$
Cartridge Filters and Chlorine Filters (Bid No. 24-128)
ABSTRACT OF BIDS
EXHIBIT 1