ADMINISTRATIVE COMMITTEE
5.	Consider Expenditure of Funds for the Manufacture and Supply of Five Fiberglass Reinforced Tanks for the Sleepy Hollow Steelhead Rearing Facility
Meeting Date:		October 11, 2021	Budgeted:	Yes
From:		David J. Stoldt, General Manager	Program/	Protect Environmental Quality
			Line Item No.:	2-3-1-O
Prepared By:		Larry Hampson	Cost Estimate:	$ 48,000
General Counsel Review: N/A
Committee Recommendation: The Administrative Committee reviewed this item on October 11, 2021, and recommended ____________.
CEQA Compliance: Exempt under §15301 Existing Facilities.

SUMMARY: Staff proposes to contract for the manufacture and delivery of five fiberglass reinforced plastic (FRP) tanks to the Sleepy Hollow Steelhead Rearing Facility (SHSRF) in Carmel Valley. The tanks would replace the original tanks, which are used to quarantine incoming steelhead and are at the end of their useful life. One bid for the procurement project was received from Reiff Manufacturing for $43,477.12 (see Exhibit 5-A). The engineer’s estimate for the project was $55,000.

RECOMMENDATION: The Administrative Committee should recommend that the Board authorize the General Manager to enter into a contract with Reiff Manufacturing for procurement and delivery of five FRP tanks in an amount not-to-exceed $43,477.12 and approve a contingency of approximately $4,523 for unforeseen circumstances.

DISCUSSION: The SHSRF rearing facility was initially constructed in 1996. In 2018, the District undertook a major upgrade of several of the components necessary to successfully rear steelhead rescued from the Carmel River. However, the five 8-foot diameter fiberglass quarantine tanks used to control disease in fish rescued from the river were not replaced with the 2018 upgrade. The tanks and their support systems are in various states of disrepair with cracks and failing foundation supports. The existing tanks are also not insulated, which leads to stress-inducing water temperatures. New tanks would be insulated and include covers to minimize heat gain during warm periods.

Due to potentially long lead times for manufacture and delivery of tanks and the relatively short window for construction work between operational periods, staff opted to advertise for manufacture and delivery of new tanks as a separate project. Bid advertisements were placed three times with the Monterey County Weekly; the project was placed on ebidboard.com (a comprehensive cross-agency database of California public works construction projects and documents); and staff reached out via email to several FRP tank manufacturers including Aquatic Enterprises in San Jose, DT Fiberglass in Sacramento, Integrated Aqua Systems in San Diego, and Reiff Manufacturing in Walla Walla, Washington.

Reiff Manufacturing was the sole bidder for the procurement project. The bid (Exhibit 5-A) and Bid Bond (Exhibit 5-B) responded to all District requirements (note that sales tax of $3,127.12 was not listed as a separate item but was included in the bid). Reiff provided three FRP tanks for the 2018 SHSRF upgrade and has 30 years of experience with manufacturing FRP tanks.

CEQA: The California Environmental Quality Act Section 15301 exempts maintenance of mechanical equipment for existing facilities, including those under section i)

“ Maintenance of fish screens, fish ladders, wildlife habitat areas, artificial wildlife waterway devices, streamflows, springs and waterholes, and stream channels (clearing of debris) to protect fish and wildlife resources; ”

The quarantine tanks are an integral part of the rearing facility.

IMPACTS ON STAFF AND RESOURCES: Funds for this work are budgeted under Sleepy Hollow Operations Budget Program line item 2-3-1-O Design/Construct Rearing Channel and Quarantine Tank Improvements. The work would be performed under the direction of the District Engineer. An approximate 10% contingency is requested for unforeseen conditions such as supply chain problems and for tank delivery during periods when the access road into Sleepy Hollow may be deteriorated.

EXHIBITS

5-A Reiff Manufacturing bid

5-B Bid Bond

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