SR 06-22-2021 3B
City Council Report
City Council Meeting: June 22, 2021
Agenda Item: 3.B
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To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Water Resources
Subject: Award Bid #4411 for Sewage Pump Maintenance and Repair Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4411 to Pumpman LLC to provide sewage pump maintenance and
repair services for the Public Works Department; and
2. Authorize the City Manager to negotiate and execute an agreement with
Pumpman LLC in an amount not to exceed $1,750,000 over five years with future
year funding contingent on Council budget approval.
Summary
The Water Resources Division uses contractor services to repair and maintain
wastewater pumps for safe collection of wastewater for treatment and disposal. These
wastewater pumps help process raw sewage and urban run-off water and are an
integral part of the City’s wastewater collection system. The contractor assigned to
service these pumps must be certified, have a specialized knowledge of wastewater
equipment and operations, and be able to respond 24/7 to emergency repair needs. In
March 2021, the City solicited bids for wastewater pump maintenance and received one
response from Pumpman LLC, who is the current provider of pump maintenance
services for the City. Staff recommends an award to Pumpman to provide pump
maintenance and repair services for a total amount not to exceed $1,750,000 over a
five-year period, with future funding contingent on Council approval.
Discussion
The Water Resources Division, wastewater section, is responsible for operating several
wastewater collection and pumping facilities located throughout the city. These pumps
convey raw sewage and also support urban run-off water treated at the Santa Monica
Urban Runoff Recycling Facility (SMURRF). Wastewater pumps are located at the Moss
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Avenue Pump Station (MAPS), SMURRF, Pico Kenter Pump Station, Pier Storm Drain
Pump Station, and Wilshire and Montana Storm Drain Diversion Pump Stations. Staff
seeks to contract routine maintenance and repair services to properly maintain these
wastewater pumps.
The contractor would provide all necessary parts, labor, and transportation for the
routine and emergency maintenance, and repair of all existing wastewater and non-
potable water chemical feed pumps, valves, motors, and ancillary equipment for
wastewater pumping facilities. Routine maintenance of wastewater pumps involves
service of centrifugal pumps, motors, motor starters, variable frequency drives, valves
and piping, instrumentation and control systems, chlorine and/or sodium hypochlorite
feed systems, chemical injection and spray systems, and any and all equipment
normally found in both wastewater treatment, pumping, and non-potable water
treatment plants. Some pumps are accessed at elevated locations while others are
submersed within confined spaces requiring special certification to access for service.
The contractor would also provide emergency on-call repair services 24 hours per day
and 7 days per week.
Vendor Selection
Best and Only Bidder Pumpman LLC
Submittals Received Selection Criteria
Bidder $1,750,000 Municipal Code SMMC 2.24.180
Evaluation Criteria
(Include all that apply)
Price; the ability, capacity and skill of the bidder to perform or
provide the materials or services; the capacity of the bidder to
perform the contract or provide the service promptly, within the time
specified, and without delay or interference; the ability of the bidder
to provide such future maintenance or service as may be needed;
any other factor that will further the intent set forth in Section 608 of
the City Charter. The City shall have absolute discretion in
determining the applicability and weight of the criteria listed above.
Bid Data
Date Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
03/19/2021 City's Online
Bidding Site Santa Monica Daily Press 17 04/13/2021
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Additional Vendor Outreach & Justification to Award
Procurement conducted additional outreach to vendors who downloaded the RFB to see
why they did not submit a bid; responses received included that vendors were unable to
service all equipment listed and/or could not provide 24/7 services. Pumpman LLC has
provided maintenance and repair services for the Water Resources Division in the past
and has been reliable, knowledgeable, and responsive.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Wastewater Fund to award a contract
with Pumpman LLC for pump maintenance and repair services. Funds are included in
the proposed FY 2021-23 Biennial Budget. Future year funding is contingent on Council
budget approval.
Contract
FY 2021-22
Budget
Request Amount
Department/CIP Account # Total Contract
Amount
$150,000 51500001.529420 $750,000
$150,000 51500001.529450 $750,000
$50,000 51500001.550010 $250,000
$350,000 Total $1,750,000
Prepared By: Thomas Poon, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Pumpman Oaks Form
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3.B.a
Packet Pg. 32 Attachment: Pumpman Oaks Form (4543 : Award Bid for Pump Maintenance)