REPORT TO COUNCIL
SUBJECT
Title
Action Authorizing the City Manager to Negotiate and Execute Agreements with Pump Repair Service Company and SHAPE, Inc. for Storm Drain Pumps Preventive Maintenance and Repair Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara operates and maintains 21 storm drain pump stations (SDPS) located mainly in the northern part of the City. The Department of Public Works (DPW) is responsible for the storm drain collection system and the Water and Sewer Utilities Department (WSUD) provides maintenance, repair and operations for the storm pumps and controls. These SDPS are critical for managing storm run-off and minimizing localized flooding.
The City’s storm drain infrastructure includes 62 pumps that require regular inspection, maintenance, and repair. Among these, there are 37 pumps that were manufactured by Flygt and 25 from various other manufacturers. The City does not have the necessary expertise or sufficient staffing to perform the required pump maintenance and repair activities. Therefore, the City has utilized contractors to perform preventive maintenance, repairs, and emergency work.
In August 2018, the City issued a Request for Proposals for storm drain pump preventative maintenance and repair services. On January 29, 2019 the City Council approved five-year agreements with Pump Repair Service Company and SHAPE, Inc. for $750,000 and $350,000, respectively. These agreements expired this year and the City initiated a new Request for Proposals (RFP) process for these services.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), the City conducted a formal RFP with the award recommendation based on “best value.” In November 2023, the RFP for storm drain pumps preventative maintenance and repair services was published on the City’s e-Procurement platform. Two proposals were received from Pump Repair Service Company and SHAPE, Inc. (SHAPE).
An evaluation committee comprised of staff from DPW and WSUD evaluated each proposal. The evaluation was based on criteria set forth in the RFP, including experience and qualifications, technical capacity, and cost. The committee determined that both contractors submitted proposals that offer the best value to the City.
Staff recommends approving two five-year agreements with both Pump Repair Service Company and SHAPE, Inc., each for a total not-to-exceed amount of $1,000,000. Due to the unpredictability of repair and emergency work, having agreements with both contractors will provide additional capacity during peak demand periods, allow for flexibility in work assignments, and minimize disruptions to critical public services.
Compensation under both agreements will be based on either a fixed fee for maintenance services or time-and-materials for repairs and as-needed services. Pump Repair Service Company will provide on-site maintenance and repair services for both Flygt and non-Flygt pumps, while SHAPE will primarily provide shop services for the Flygt pumps. Prevailing wage requirements apply to on-site maintenance and repair services.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(b) (“Existing Facilities”) in that the activity consists of the operation, repair, maintenance of existing facilities of publicly owned utilities used to provide electric power, natural gas, sewerage, or other public utility services.
FISCAL IMPACT
The aggregate amount to be paid for storm drain pumps preventive maintenance services, repairs, and emergency repairs over the five-year terms of the agreements shall not exceed $2,000,000, subject to annual appropriations. Sufficient funding for the first year of these contracts was included in the FY 2023/24 Biennial Capital Improvement Program Budget and funding is proposed in the FY 2024/25 and FY 2025/26 Biennial Capital Improvement Program Budget in the SDPS Motor and Control Maintenance, Repair and Replacement Project.
COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and Water and Sewer Utilities Department.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations;
2. Authorize the City Manager to negotiate and execute agreements with Pump Repair Service Company and SHAPE, Inc. for storm drain pump preventive maintenance and repair services, each for a total not-to-exceed amount of $1,000,000 over a five-year term, subject to annual appropriations of funds and in a final form approved by the City Attorney; and
3. Authorize the City Manager or designee to take any actions as necessary to implement and administer the agreements with Pump Repair Service Company and SHAPE, Inc. and negotiate and execute amendments to (a) add or delete services consistent with the scope of services and (b) adjust the amounts, provided the total aggregate amount does not exceed $2,000,000 over the five-year term, subject to annual appropriations of funds and in a final form approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager