SR 08-14-2018 3C
City Council
Report
City Council Meeting: August 14, 2018
Agenda Item: 3.C
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Bid Award for Pump Maintenance and Repair Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4348 to PumpMan, LLC, a California-based company, for pump
maintenance and repair services; and
2. Authorize the City Manager to negotiate and execute an agreement with
PumpMan, LLC, in an amount not to exceed $431,356 for two years, with one
additional three-year renewal option, with a 10% increase per year, for a total
amount not to exceed $1,054,093 over a five-year period with future year funding
contingent on Council budget approval.
Summary
To ensure the optimal performance and reliability of the City’s pumping systems, the
Facilities Maintenance Division contracts out pump maintenance and repair services for
storm water, groundwater, sewage pumps, chemical pumps, pool pumps and control
panels at various facilities citywide. Staff recommends awarding Bid #4348 to
PumpMan, LLC for pump maintenance and repair services for a total amount not to
exceed $1,054,093 over a five-year period.
Discussion
The Public Works Department maintains pump station systems at various City facilities,
including the Annenberg Beach House, Civic Center Parking Structure, Civic
Auditorium, Miles Playhouse, Santa Monica Main Library, and the Public Safety Facility.
These pump stations operate to drain low-lying land, to transfer sewage to processing
sites, and to allow a precise flow rate of chemicals. All pump station systems have
scheduled routine preventative maintenance to ensure that the systems are operational
24 hours a day. Failure to maintain and repair these pump station systems can cause
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storm water and sewage flooding under City structures, and pump failure shutdowns at
the Swim Center and Annenberg Beach House pools.
Immediate contracted services are needed to address recent pump failures caused by
non-flushable items being flushed down the toilets, which causes premature pump
failures. To address the frequent pump failures, staff intends to replace various City
pump station systems. These repairs and replacements would be completed during the
first two years of the contract, and staff anticipates that this work would result in a
reduction in as-needed repairs for the subsequent three years.
The table below lists a breakdown of the amount that staff recommends awarding to
PumpMan, LLC for pump maintenance and repair services:
Contract Term
Requested
Annual %
Increase
Preventative
Maintenance
As-Needed
Repairs Amount
Year 1 -76,836.00$ 145,000.00$ 221,836.00$
Year 2 10%84,520.00$ 125,000.00$ 209,520.00$
Year 3 10%92,972.00$ 105,000.00$ 197,972.00$
Year 4 10%102,269.00$ 105,000.00$ 207,269.00$
Year 5 10%112,496.00$ 105,000.00$ 217,496.00$
Total Amount Not to Exceed -469,093.00$ 585,000.00$ 1,054,093.00$
The 10% annual increase in preventative maintenance repair is driven largely by state-
mandated wage increases, anticipated increases in material and equipment costs
moving forward, and strong market forces within the current construction industry that
are producing high demand.
Vendor Selection
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
03/21/2018 City's Online
Bidding Site
Santa Monica Daily
Press 27 01 04/16/2018
Submittals Received Vendor Selection Recommendation
PumpMan, $76,836 Municipal Code SMMC 2.24.072
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LLC
Evaluation Criteria
Previous experience, ability to deliver, quality of
work product, and compliance with City
specifications.
Best and Only Bidder PumpMan, LLC
Additional Vendor Outreach and Best Bidder Justification
Procurement conducted additional outreach to vendors who downloaded the bid to
ascertain why they did not submit a bid; non-bidder responses included: lack of sufficient
required licensing, the distance from the vendor’s location to the City of Santa Monica
was too far, and inadvertently missed the mandatory pre-bid meeting (attended by two
vendors). PumpMan, LLC is the incumbent contractor of the previous pump
maintenance bid. PumpMan has continued to provide the City with prompt repair
service, reliable work product and has valuable experience with the City’s pump station
systems. Based on these criteria, PumpMan, LLC is recommended as the best bidder.
Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with PumpMan, LLC for pump
maintenance and repair services.
Agreement Request
Request Amount
FY 2018-19 Budget
Public Works Department
Account #
Total Contract
Amount
$221,836 01800004.529480 $1,054,093
Future year funding is contingent on Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. PumpMan LLC Oaks Form
REFERENCE:
Agreement No. 10279
(CCS)