SR-505-001-04 (17)
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~CitYOf
Santa Monica'"
City Council Report
City Council Meeting: January 9, 2007
Agenda Item: !l0-
To:
Mayor and City Council
From:
Candace Tysdal, Acting Chief Financial Officer
Subject:
Award of Bid for Water Pump Maintenance Service and Repairs
Recommended Action
Staff recommends that the City Council award Bid #2917 to PumpMan, Inc. to provide
water pump maintenance service and repairs as required by the Water Resource
Division of the Environmental and Public Works Management Department.
Executive Summary
Award of bid to provide water pump maintenance service and repairs for wastewater,
non-potable water, and chemical feed pumps for one year as required by the Water
Resource Division to PumpMan, Inc. at specified labor and rental rates, with two
additional one-year renewal options at the same price, terms, and conditions. The
estimated expenditure for the first year is $248,000. The total estimated expenditure for
the three-year term is $873,000.
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Discussion
Backqround
The City owns and maintains various wastewater pumping plants such as the Moss
Avenue Sanitary Sewer Pumping Station, the Pico Kenter Urban Runoff Pumping
Station, and the Santa Monica Urban Runoff Recycling Facility (SMURRF). In addition,
the Montana Drain's Runoff Diversion Plant will be on-line in March 2007 and the
Wilshire Drain's Runoff Diversion Plant will be on-line the latter part of 2007. All
facilities operate around the clock, except for the diversion plants which are shut down
during storm events, and require routine pump maintenance, system
troubleshooting/repair, and replacement pump parts.
Vendor Selection
In September 2006, the City published Notices Inviting Bids to provide water pump
maintenance service and repairs in accordance with City specifications. Bid forms were
mailed to twelve vendors and notices were advertised in accordance with City Charter
and Municipal Code provisions. Two bids were received and publicly opened on
November 2, 2006 per Attachment A. Bids were evaluated based on competitive
pricing, response time, vendor experience, and references. Based upon these criteria,
PumpMan, Inc. is recommended as the best bidder.
PumpMan is currently providing these same services and to date, $66,543 has been
paid to the company. They were awarded an informal bid in FY 04/05 that had two
additional one-year renewal options. It was determined in August of 2006 that
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necessary repairs would exceed the $100,000 limit requiring Council approval, therefore
necessitating a formal bid process be conducted.
Budget/Financial Impact
The estimated expenditure for the remainder of the fiscal year will be $248,000. Funds
are available in the amount of $248,000 as follows:
. $215,000 in account 31661.566450, "Sewage Pump Plant Maintenance"
. $33,000 in account 31661.566631, "SMURRF Plant Maintenance"
Budget authority for subsequent years will be included in each annual proposed City
budget.
Prepared by:
Diane Howell, Purchasing Agent
Approved:
Forwarded to Council:
/:,
C'{A
Candace Tysdal
Acting Chief Financial Officer
Attachments:
Attachment A - Pricing
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