SR 07-12-2016 3D
City Council
Report
City Council Meeting: July 12, 2016
Agenda Item: 3.D
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Water Resources
Subject: Award Contractual Service Agreement for Pump Maintenance, Repair, and
Purchase
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4251 to PumpMan, Incorporated, a California-based company, for
pump maintenance, repair services, and the purchase of replacement equipment;
2. Authorize the City Manager to negotiate and execute an agreement with
PumpMan Incorporated, in an amount not to exceed $1,750,000 over a five-year
period, with future year funding contingent on Council budget approval.
Executive Summary
The City contracts for pump maintenance services, repair services, wet well cleaning,
and the purchase of replacement equipment for wastewater, non-potable water, and
chemical feed pumps at Wastewater treatment facilities. In April 2016, the City solicited
bids for such services. After reviewing the one bid received, staff recommends
awarding a contractual services agreement to PumpMan, Incorporated for a total not to
exceed the amount of $1,750,000 for a five-year period.
The recommended action is consistent with the Council-approved Policy for Hiring
Contracted or As-Needed Staff for Non-Professional Services and meets the criteria of
specialized/technical expertise, risk and capital/equipment requirements.
Background
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, Wilshire Urban Runoff Diversion/Pumping Station, and the 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
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repair, and for replacement of pump parts only as needed.
Discussion
The City of Santa Monica owns and maintains the Moss Avenue Wastewater Pump
Station (MAPS) which is part of the City of Los Angeles Amalgamated Sanitary Sewer
System. MAPS is a critical component of the City's sanitary sewer system and is located
at 1625 Appian Way, near the Pier. MAPS includes a 50-foot deep wet well, which is a
holding tank for the gravity-fed sewage system. As sewage enters the wet well and the
water level rises, pumps move the sewage out, while solid material accumulates in the
bottom of the wet well. MAPS typically pumps approximately three to five million
gallons of sewage per day up 60 feet of elevation, where the sewage then flows by
gravity to the City of Los Angeles Hyperion Treatment Plant. Special emphasis on
regularly scheduled maintenance is placed on critical components of the operation,
including all pump systems components and cleaning out the wet well. As part of the
and maintain the facility is fully reimbursed by the amalgamated system contract
agencies.
There are four low flow diversion (LFD) facilities in the City. These LFD facilities divert
dry weather runoff and low flow storm events from the storm drain into the sanitary
sewer system. The diversion stops the flow of polluted urban runoff from reaching the
Santa Monica Bay. LFD facilities contain submersible pumps that move the runoff
through the system.
The Santa Monica Urban Runoff Recycling Facility (SMURRF) treats dry weather runoff
water. It is located next to the MAPS facility. A maximum of 500,000 gallons per day of
runoff can be treated for use in landscape irrigation and dual-plumbed systems. Pumps
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are used to move the water through the distribution system. The City splits the operating
and maintenance costs for this facility with the City of Los Angeles.
Council approved contracted staff for this service as part of the January 13, 2015
Contract and As-Needed Staffing Review (Attachment B). There is currently one
Wastewater Treatment Plant Operator who operates, maintains, and performs small
repairs of both the MAPS and SMURRF facilities. City staff contacts the contracted
vendor to perform preventive maintenance, emergency repairs, major repairs, pump
replacement, and wet well cleaning as needed. The contractual service criteria met
back in 2015 were specialized/technical expertise, capital/equipment requirements, and
risk. The service requirements have not changed substantially since that analysis.
Vendor Selection
In April 2016, the City published a Notice Inviting Bids to furnish and deliver/provide
water and sewage pump contractor maintenance services and repairs in accordance
with City specifications. The bid was posted on the City's online bidding site, and notices
were advertised in the Santa Monica Daily Press in accordance with the City Charter
and Municipal Code provisions. Twenty-two vendors downloaded the bid. One bid was
received and publicly opened on May 6, 2016 per Attachment A. The bid was evaluated
based on the criteria in SMMC 2.24.072, including price, previous experience, capacity
and skill, ability to deliver, quality of product, and compliance with City specifications
and scope of work.
Water Resources Division staff conducted additional outreach to vendors who
downloaded the bid to see why they did not submit a bid. Of the five responses
received, one vendor maintains and repairs freshwater pumps only, one vendor is a
small subcontractor of the incumbent vendor, one vendor relies on City staff and
equipment to assist with the work, one vendor felt the work was out of its scope of
services, and the last vendor could service wastewater pumps, but not the electrical
portions of pumps that are included in the City's system.
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PumpMan is able to provide all of the necessary pump services and repairs and also
has the required qualifications. In business since 1977, PumpMan serves a number of
surrounding municipal customers, including Los Angeles, Culver City, Beverly Hills,
Long Beach, Manhattan Beach, and Redondo Beach. Staff did additional outreach and
verified that proposed rates are consistent with other municipalities. The city has the
discretion to cancel the services within 30 days, if the market changes or if the city finds
an alternative way to receive these services, while still taking advantage of the price
benefit associated with bidding for a longer time period. In addition, PumpMan has
satisfactorily performed service and repair of City of Santa Monica Wastewater Division
pumps for the past twelve years, and has a history of positive interaction with the
Wastewater Division. Staff verified with the Contractors State License Board that the D-
21 Machinery and Pumps Contractor license for PumpMan (#536459) is current, active,
and in good standing. Based on these criteria, PumpMan, Incorporated is
recommended as the best bidder.
Financial Impacts and Budget Actions
The agreement to be awarded to PumpMan, Incorporated is for an amount not to
exceed $1,750,000. Funds of $350,000 are available in the FY 2016/17 budget in the
Public Works Department. The agreement will be charged to the following accounts.
Future year funding is contingent on Council budget approval.
Account Number Description Amount
31661.566450 Sewage Pump Maintenance $225,000
31661.566631 SMURRF Plant Maintenance $125,000
Total $350,000
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Prepared By:
Deborah McCloskey, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Attachment A - Bid Results
B. Attachment B - Staff Report - Contract and As-Needed Staffing Review Report -
1/13/2015 - Item 8-C
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ATTACHMENT A
Bid # 4251
Bid Close Date: 5/6/16
Bid Title: PROVIDE WATER AND SEWAGE PUMP CONTRACTOR MAINTENANCE SERVICES AND REPAIRS AS REQUIRED BY THE WASTEWATER DIVISION.
PUMPMAN
BALDWIN PARK, CA
GENERAL QUESTIONS
RESPONSE
#
QUESTION
HOW MANY YEARS OF EXPERIENCE DOES YOUR FIRM HAVE PERFORMING PUMP CONTRACTOR
39 Years
1
SERVICES IN SOUTHERN CALIFORNIA?
PLEASE LIST YOUR CALIFORNIA STATE CONTRACTORS LICENSE NUMBER AND INDICATE THE
#536459 Types: C-16, C-36, D-21
2
TYPE(S) OF LICENSE(S) YOUR FIRM POSSESSES:
# 95-4131831
3
PLEASE LIST YOUR FIRM’S BUSINESS TAX ID #:
Yes
4
DOES YOUR FIRM PROVIDE 24/7 SERVICES?
HOW SOON CAN YOUR STAFF BE ON SITE AT A SANTA MONICA LOCATION AFTER NOTIFICATION
3 Hours
5
OF AN EMERGENCY REPAIR CALL?
PLEASE LIST ALL MAJOR EQUIPMENT THAT CAN BE PROVIDED ON-SITE FOR WORK PERFORMED
See attachment major equipment
6
FOR THE CITY.
HAS YOUR FIRM PREVIOUSLY PERFORMED PREVAILING WAGE WORK IN CALIFORNIA AND
No.
7
SUBMITTED ELECTRONIC CERTIFIED PAYROLL RECORDS TO THE DEPARTMENT OF INDUSTRIAL
Was unable due to failed website
RELATIONS SINCE JANUARY 1, 2015?
PRICING
PREVAILING WAGE REQUIRED
#ITEM
$155 per hour
1
HOURLY LABOR RATE
$232.50 Time + 1/2, Hours: from 6:00 PM to 10:00 PM
2
EMERGENCY (AFTER HOURS) RATE
$310 Double, Hours: from 10:00 PM to 5:00 AM
$175.00 per hour 4 HR Min
3
PUMPING HOURLY LABOR RATE
$252.50 time +1/2 4 hr min, Hours: From 6:00 PM to 10:00 PM
4
PUMPING LABOR EMERGENCY (AFTER HOURS) RATE
$330.00 Double 4 hr min , Hours: from 10:00 PM to 5:00 AM
$155 per hour
5
ELECTRICAL HOURLY LABOR RATE
$232.50 time + 1/2, Hours: from 6:00 PM to 10:00 PM
6
ELECTRICAL LABOR EMERGENCY (AFTER HOURS) RATE
$310.00 Double, Hours: From 10:00 PM to 5:00 AM
Departure from vendor location
7
LABOR CLOCK BEGINS UPON (CHECK ONE):
Arrival at vendor location
8
LABOR CLOCK ENDS UPON
15% to 35% Mark Up
9
PLEASE INDICATE THE % DISCOUNT / MARK-UP OFFERED ON MATERIALS (CIRCLE + OR – AS APPLICABLE):
No response; default Net 30
10
PLEASE INDICATE YOUR PAYMENT DISCOUNT TERMS (IF NONE ENTERED, NET 30 DAYS WILL APPLY):
See attachment "major equipment" and /or 25%
11
PLEASE DESCRIBE ANY ADDITIONAL FEES & CHARGES NOT COVERED ABOVE (EQUIPMENT RENTAL, ETC.):
$53,696 annually
12
PROJECT PRICING: ANNUAL WET WELL CLEANING AT MAPS:
$21,287 annually
13
PROJECT PRICING: TWICE ANNUAL PUMP SERVICING AT MAPS AND SMURRF:
$5,502 annually
14
PROJECT PRICING: QUARTERLY SERVICING OF PUMPS AT PICO-KENTER STORM DRAIN:
$53,291 Total cost (pump/installation). Estimated time to deliver pump to
PROJECT PRICING: PLANNED REPLACEMENT OF ONE FINISHED WATER PUMP (GOULDS/XYLEM W/550 GPM STAGE
Santa Monica after order is received. 60 Days. Estimated time to install pump
15
BOWL ASSEMBLY AS SPECIFIED IN THE “EQUIPMENT PURCHASE” SECTION ABOVE) AT SMURRF:
1 Days.
UNPLANNED PURCHASES OF WATER PUMPS AS NECESSARY, PRICED AS A COST PLUS MARK-UP. (INVOICE TO BE
Cost Plus 12.5%
16
SUPPLIED FOR COST VERIFICATION)
OTHERRESPONSE
Payment termsNo response; default Net 30
Please describe any additional fees & charges not listed aboveFreight (C Cost); Truck Charge ($75.00 per trip, per truck)
Period 2 (first annual renewal option)Same price, terms, and conditions offered
Period 3 (second annual renewal option)Same price, terms, and conditions offered
Period 4 (third annual renewal option)5% Increase
Period 5 (fourth annual renewal option)Same price, terms, and conditions offered
OaksComplete
ArizonaComplete
Living WageComplete
Prevailing WageComplete
Is vendor physically located in Santa Monica?No Response
Does vendor physically come into the city of Santa Monica to conduct business and/or make
No Response
deliveries?
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AgreementNo.10337
(CCS)