sr-041310-1eCity Council Meeting: April 13, 2010
Agenda Item:_ ~-
To: Mayor and City Council
From: Lee E. Swain, Director of Public Works
Subject: Pump Maintenance Service, Purchase, and Repair
Recommended Action
Staff recommends that City Council authorize the City Manager to award Bid No. 2999
to PumpMan for pump maintenance, repair services, and the purchase of replacement
equipment in the amount of $850,000 over afour-year term.
Executive Summary
The City owns and maintains six wastewater pumping plants. Staff recommends an
award of bid to provide maintenance, repair services, and the purchase of replacement
equipment for wastewater, non-potable water, and chemical feed pumps as required by
the Wastewater Division to PumpMan, Inc. The estimated expenditure for repairs
necessary in this fiscal year is $100,000. The total estimated expenditure for the. four-
yearterm is $850,000,
Discussion
The City owns and maintains various wastewater pumping plants that include the Moss
Avenue Sanitary Sewer Pumping Station (MAPS), Pico Kenter Urban Runoff
Diversion/Pumping Station, Pier Diversion/Pumping Station, Montana Urban Runoff
Diversion/Pumping Station, Wilshire Urban Runoff Diversion/Pumping Station, and
Santa Monica Urban Runoff Recycling Facility (SMURRF). The MAPS and SMURRF
facilities operate around the clock while the diversion stations are shut down during
storm events. All facilities are shut down for routine pump maintenance, system
troubleshooting and repair, and replacement pump parts.
Vendor Selection
In January 2010 the City published Notices Inviting Bids to provide maintenance and
repair services for the City's pumping stations as required by the Wastewater Division in
accordance with City specifications. The Request for Bids was posted on Planet Bids
1
and notices were advertised in accordance with City Charter and Municipal Code
provisions. Two bids were received and publically opened on January 25, 2010
(Attachment A). Staff recommends PumpMan. PumpMan has provided excellent
services and response in previous engagements with the Wastewater Division and is
able to provide the necessary maintenance and repair services with the required
qualifications and references, making it the best responsive bidder.
Financial Impacts & Budget Actions
The estimated expenditure for the remainder of FY2009-10 is $100,000. These funds
are available as follows:
• $63,000 in account 31661.566450 -Sewage Pump Plant Maintenance
• $37,000 in account 31661.566631 - SMURRF Plant Maintenance
The estimated annual expenditure for pumping station maintenance is $250,000 per
year for three subsequent years, which will be included in the Wastewater Division
budget. The three one-year renewal options available in the contract are as follows:
year one renewal terms would not change; year two renewal terms would increase by
five percent; and year three renewal terms would not change from the year two renewal
rates. Given current budgetary constraints, the contract will be evaluated annually.
Prepared by: Gary Welling, Water/Wastewater Administrator
Approved:
Forwarded to Council:
Lee E. Swain Rod Gould
Director of Public Works City Manager
Attachment: A-Pricing
2
ATTACHMENT A
~ Purchasing Section
1717 4th Street, Ste 250
Santa Monica, CA 90401
w::. r.a.: Tel: 310-458-8281
Fax: 310-393-6142
Bid Results
BID #: 2999 BID CLOSE DATE: 01/25/2010
TITLE: Provide water pump maintenance service, repairs as required by Wastewater
Division.
Vendor En~iron Strategy Consultants Pumpman, Inc.'
Irvine, CA Batdwirt~Park; CA
Pricing Rate Hrs applicable Notes Rate Hrs applicable Notes
Hourly Labor Rate $ 94.00 $ 97.00
Emergency Time+1/2 $ 141.00 4:OOpm to 9:OOpm $ 145.00 4:30pm to 8:30pm
(After Hours)
Rates Double $ 188.00 9:01pm to 6:59am $ 194.00 8:30pm to 6:OOam
Pumping Hourly Labor Rate $ 94.00 $ 102.50 4 hr min plus
disposal fee(s)
Emergency Time+1/2 $ 141.00 4:OOpm to 9:OOpm
$ 153.75
4:30pm to 8:30pm
(After Hours}
Rates Double $ 188.00 ~g:01pm to 6:59am $ 205.00 8:30pm to 6:OOam
Electrical Hourly Labor Rate $ 94.00 $ 125.00
Emergency Time+1/2 $ 141.00 4:OOpm to 9:OOpm $ 187.50 4:30pm to 8:30pm
(After Hours)
Rates Double $ 1$$.QQ 9:Otpm to 6:59am $ 250,OQ 8:30pm to 6:OOam
mark-up to materials purchased 15% to 20% 15% to °
30 /
through bidder o
discount on equipment not listed / Q%
Payment Terms ~~ ~X~ ~ ti a ~~u ~,~,M~ty,~~M ~;, ~ Net 30 days
s Ynb. i £ .diA1 F' UN.s rm.3f ~+c~ Rn *
~ x+°e+
Payment terms discount N(A N/A
1 % Local Vendor Preference N/A N/A
(for evaluation purposes only)
Scheduled non-
1 hr
2 hours
Response emergency calls
Time Non-scheduletl
emergency calls 1 hr 4 hours
Penod 2
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Understanding of bid Complete Complete
Affidavit Complete Complete
Business License & Ins req's Can comply Can comply
Oaks Inlbabve s'~S'~ir`£~'~-~',~t,,,~;~££Tu- ~ p}I;6~'-f£~t ;"~~"„~ ~ ti~„~W.,.p' Complete
Living Wage Complete Complete
Personnel information Provided Provided
References `°~s~ ~~£~~ "'t t ~~'~>~~~n` £`"ss ,
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~~ Provided: Western Municipal Water District, Lee Lake
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Addendum 1 Complete Complete
Notes