SR-10-02-2012-3JCity Council Meeting: October 2, 2012
Agenda Item: 3T
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Citywide Booster Pump Repair and Maintenance Services
Recommended Action
Staff recommends that City Council award Bid #4007 for the repair and maintenance of
booster pumps, including emergency and after -hours response, to General Pump Company,
Inc., a California -based company, for an amount not to exceed $180,000 for one year, with
two one -year renewal options, for a total not to exceed amount of $540,000 over a three -year
period.
Executive Summary
The booster pumps at the Charnock, Arcadia and San Vicente Booster Stations are vital
components of the City's domestic water supply. Periodic repair and maintenance is needed
to keep the booster pumps working at all times and ensure the availability of potable water to
customers. In June 2012 the City solicited bids for booster pump repair and maintenance
services. After evaluating all four bids received, staff recommends General Pump Company,
Inc., as the best bidder to provide booster pump repair and maintenance for an amount not to
exceed $180,000 for one year with two one -year renewal options at the same price, terms,
and conditions for years two and three.
Discussion
Booster pumps require periodic maintenance and repair including pulling and repairing of the
pumps currently in place and machining and fabrication of wear rings, line shafts, and bowl
assemblies. Additionally, emergency and after -hours response is required to complete
emergency repairs in a timely manner. The expertise and equipment necessary to perform
these tasks exceeds the capabilities of City staff. The Water Resources Division requires the
services of a vendor that can provide such services on an annual basis. The successful
vendor must maintain maintenance contracts with at least three other municipalities in
Southern California to demonstrate ability to perform similar services for entities of similar
size, have an on -site machine shop, and have access to traffic control to work on boosters
that are located in vaults under city streets.
E
Vendor Selection
In June 2012 the City published Notices Inviting Bids to provide service to the booster pump
stations in accordance with City specifications. The bid was posted on the City's on -line
bidding site and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. Four bids were received and publicly opened on
June 22, 2012, per Attachment A. Bids were evaluated on price, references, experience, and
compliance with City specifications. General Pump is the low bidder and has provided similar
services and acceptable service delivery levels to the City in the past. Therefore, General
Pump Company, Inc., is recommended as the best bidder to provide citywide booster pump
repairs and maintenance services based on pricing, experience, qualifications, and
compliance with City specifications.
2
Financial Impacts & Budget Actions
The purchase order amount to be awarded to General Pump Company, Inc., is $180,000
including applicable sales tax. Funds are available in the FY2012 -13 budget in divisions 671,
672 and 673. The purchase order will be charged to the following accounts:
05672.555010
$
60,000
05673.555010
$
60,000
25671.555010
$
60,000
TOTAL
$
180,000
The City will retain the option for two one -year renewals at the same price, terms, and
conditions for years two and three, with a total three year amount not to exceed $540,000.
Budget authority for subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval.
Prepared by: Gil Borboa, Water Resources Manager
Approved: Forwarded to Council:
KQ b -
Martin Pastucha
Director of Public Works
Attachments: A — Bid Summary
191
Rod Gould
City Manager