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. (SHA...
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