REPORT TO COUNCIL
SUBJECT
Title
Action on Agreements with Pump Repair Service Company and Shape, Inc. for Storm Pump Preventative Maintenance Inspection Services
Report
BACKGROUND
The City of Santa Clara has twenty-two (22) storm drain pump stations, which use various pump types and controlling equipment with no central control system. The Department of Public Works is responsible for the storm pump assets and the Water and Sewer Utilities Department provides storm pump and control operations and maintenance. The storm pump stations, a critical infrastructure component, ensure proper storm run-off drainage to minimize localized flooding.
The sixty-three (63) pumps that are part of the City’s storm drain infrastructure need to be inspected, maintained, and repaired to ensure that they will function properly during a storm event. The 63 pumps consist of thirty-seven (37) Flygt pumps and twenty-six (26) non-Flygt pumps. The City does not have the expertise and staffing to perform these pump maintenance functions; therefore, contractors are utilized to perform preventative maintenance services and emergency repairs.
DISCUSSION
The Department of Public Works (DPW) utilized a formal Request for Proposal (RFP) selection process to solicit proposals from contractors to provide storm pump preventative maintenance inspection services and repairs. The RFP was posted on the City’s website and remained open for three weeks with proposals due on August 10, 2018. Two proposals were submitted.
The proposals were evaluated by staff and were reviewed for quality and completeness, proposer’s experience, references, cost to the City, and responsiveness to the RFP. Pump Repair Service Company is the only proposer that offered to provide services to all sixty-three (63) of the City’s storm pumps. Shape, Inc. proposed to provide services only to the thirty-seven (37) Flygt pumps. Shape, Inc. is the municipal Flygt manufacturer’s representative in Northern California and has a factory authorized repair facility.
The preventative maintenance inspection and services will include the following tasks: verification of electrical connections and readings of the pump control panels and individual pumps; check the condition of shaft seals and oil; check condition of impeller and impeller wear rings; check the upper and lower bearings for noise; inspect pump and power cables for damage; clean, reset, and check operation of level sensors; check for correct shaft rotation; and check operation of valves and pipes. Non-routine repair work will be billed at time and materials rates and will not commence without prior authorization from City staff.
Staff recommends entering into five-year agreements with both proposers, Pump Repair Service Company and Shape, Inc. Pump Repair Service Company will be utilized to maintain the twenty-six (26) non-Flygt pumps and Shape, Inc. will be utilized to maintain the thirty-seven (37) Flygt pumps. Shape, Inc. was selected to maintain the Flygt pumps because of a better working knowledge of the pumps and easier access to parts through its role as the Northern California Flygt manufacturer’s representative. The not-to-exceed value of the Pump Repair Service Company is substantially higher because the non-Flygt pump inventory is older and is in need of more 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 amount to be paid to the Pump Repair Service Company shall not exceed $750,000 and the amount paid to Shape, Inc. shall not exceed $350,000 for storm pump preventative maintenance services and repairs over the five-year terms of the agreements, subject to annual appropriations. Sufficient funding for the first two years of these contracts was included in the 2018/19 & 2019/20 Biennial Capital Improvement Program Budget.
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. Approve and authorize the City Manager to execute an Agreement for storm pump preventative maintenance inspection services and repair with Pump Repair Service Company for an amount not-to-exceed $750,000 over a five-year term subject to annual appropriations;
2. Approve and authorize the City Manager to execute an Agreement for storm pump preventative maintenance inspection services and repair with Shape, Inc. for an amount not-to-exceed $350,000 over a five-year term subject to annual appropriations; and
3. Authorize the City Manager to make minor modifications to the Agreements, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with Pump Repair Service Company
2. Agreement with Shape, Inc.
3. Cost Summary