SR 07-27-2021 3E
City Council Report
City Council Meeting: July 27, 2021
Agenda Item: 3.E
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To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Water Resources
Subject: Award Bid #4408 and enter into Agreement with Herc Rentals Inc. for
Temporary Pump Rental
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4408 to Herc Rentals Inc. for rental of temporary water and
wastewater pumps and related parts for the Public Works Department; and
2. Authorize the City Manager to negotiate and execute a contractual services
agreement with Herc Rentals Inc, in an amount not to exceed $300,000 over five
years, with an increase of no more than 2% each year, with future year funding
contingent on Council budget approval.
Summary
The City of Santa Monica Water Resources Division operates and maintains the Moss
Avenue Pump Station (MAPS) and the Pico-Kenter Pump Station which assist with
conveyance of sewage to the Hyperion Water Reclamation Plant and diversion of urban
runoff to the Santa Monica Urban Runoff Recycling Facility (SMURRF), respectively.
Temporary pumps are required to maintain the pumping capacity at MAPS during
routine pump maintenance activities and are also required as backup in the event any of
the pumps fail at the Pico-Kenter station. Staff recommends Herc Rentals Inc. to
provide rental wastewater pumps for a total amount not to exceed $300,000 over a five-
year period.
Discussion
MAPS and Pico-Kenter Pump Station are vital facilities to the City’s wastewater and
storm drain infrastructure. MAPS conveys an average of 5 million gallons of sewage per
day to Hyperion Water Reclamation Plant for treatment and Pico-Kenter Pump Station
diverts an average of 100,000 gallons of urban runoff per day to SMURRF for treatment
and production of reclaimed water. Having access to temporary pumps is critical in the
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event any of the pumps fail at either facility or to carry out routine maintenance activities
at MAPS. Temporary pumps are also used when scheduled groundwater well
maintenance occurs as there is an influx of extra water from well flushing which the
Pico-Kenter Pump Station cannot accommodate. 100% of the costs associated with the
MAPS operations are reimbursed by the City of Los Angeles per an existing
maintenance agreement.
In January 2021, the City’s Water Resources Division issued Request for Bids #4408
and Herc Rentals Inc. provided the sole response. Based on expected annual rentals,
Water Resources seeks to establish a contractual services agreement in an amount not
to exceed $300,000 over a five-year period.
Vendor Selection
Best and Only Bidder Herc Rentals Inc
Submittals Received Selection Criteria
Bidder $300,000 Municipal Code SMMC 2.24.180
Evaluation Criteria
Price; the quality of the material or services offered; 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;
experience and efficiency of the bidder. 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
01/04/2021 City's Online
Bidding Site Santa Monica Daily Press 9 01/25/2021
Additional Vendor Outreach & Justification to Award
Procurement conducted additional outreach to vendors who downloaded the bid to see why they did not
submit a bid. Southwest Binding & Laminating submitted a No Bid citing they do not offer the products or
services sought. Xcel Mechanical Systems submitted a No Bid citing they were not interested in bidding at
this time. Herc Rental Inc is recommended as the best bidder based on price, the capacity and skill of the
bidder to perform the service, and the ability to provide the service promptly. Based on these criteria, Herc
Rentals Inc is recommended as the best bidder.
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Wastewater Fund to award a
purchase order to Herc Rental Inc for temporary wastewater pump rental.
Contract
FY 2021-22
Budget
Request Amount
Department Account # Total Contract
Amount
$30,000 51500001.529420 $150,000
$30,000 51500001.529450 $150,000
Total $300,000
Prepared By: Thomas Poon, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative - Herc Rentals Inc
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CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
_________________________________________________________
Jason Oosterbeek Vice President
1/22/2021
Hercbids@hercrentals.com 239-301-1344
N/A
N/A
N/A
Herc Rentals Inc
Larry Silber - President, CEO
None
Jason Oosterbeek, Vice President
3.E.a
Packet Pg. 155 Attachment: Oaks Initiative - Herc Rentals Inc (4627 : Award Bid for Temporary Pump Rental)