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Home My WebLink AboutPW Stormwater Pump Station Repair Agreement____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: September 3, 2024 Disposition: Authorized the City Manager to waive competitive bidding and enter into a maintenance agreement with Pump Repair Service Company to repair two stormwater pumps in an amount not to exceed $720,000; And, appropriate $360,000 from the Capital Fund (401) to supplement the previously appropriated amount of $520,000 from the Stormwater Fund (205) included in the FY 2024-25 adopted budget approved on June 17, 2024 Agenda Item No: 4.j Meeting Date: September 3, 2024 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Ryan Montes, Operation and Maintenance Manager April Miller, Public Works Director City Manager Approval: __________ TOPIC: STORMWATER PUMP STATION REPAIR AGREEMENT SUBJECT: APPROVE AND AUTHORIZE THE CITY MANAGER TO WAIVE COMPETITIVE BIDDING AND ENTER INTO A MAINTENANCE AGREEMENT WITH PUMP REPAIR SERVICE COMPANY TO REPAIR TWO STORMWATER PUMPS, IN AN AMOUNT NOT TO EXCEED $720,000 RECOMMENDATION: 1.Authorize the City Manager to waive competitive bidding and enter into a maintenance agreement with Pump Repair Service Company to repair two stormwater pumps in an amount not to exceed $720,000. 2.Appropriate $360,000 from the Capital Fund (401) to supplement the previously appropriated amount of $520,000 from the Stormwater Fund (205) included in the FY 2024-25 adopted budget approved on June 17, 2024. BACKGROUND: The City of San Rafael has twelve storm water pump stations that serve as the backbone of the City’s flood control system. Most storm drain inlets are located along roadways throughout the City and drain into one of the twelve pump stations running thirty-four pumps. The pump stations have the combined ability to discharge $2M gallons of water per minute during significant storm events. The importance of well-functioning pump stations cannot be overstated, as hillsides surround many parts of San Rafael and are in low-lying areas susceptible to flooding during major rain events. While the Department of Public Works maintenance staff performs day-to-day maintenance at the stations under the direction of the Operations and Maintenance Manager, the City annually contracts for thorough inspections and repairs to the pump stations through more specialized companies to ensure the pumps and control systems are properly functioning ahead of the upcoming winter storm season. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 It is important to note that all but three of the stormwater pump stations (Lindaro, North Francisco, and Rossi) were constructed in the 1950s and 1960s and continue to rely on original equipment, including pumps and control systems. During heavy rain events, garbage, rocks, and other debris often enter the stormwater pump station system, causing significant damage to the pumps and piping system over time. Damaged pumps must be pulled using large construction equipment and taken to an outside facility specializing in pump repair to perform the repairs and rebuilds. In many cases, replacement of the pump components is required, as they can be completely damaged from debris. Because the pumps are submerged when installed at the pump station, it is nearly impossible to determine the full extent of the damage on the inside of the fully enclosed pump system. Removal and disassembly of the pump are needed to fully assess the damage. ANALYSIS: The City has bid these repairs competitively several times over the years. However, inadequate services and exorbitant prices led the City to work exclusively with Pump Repair Service Company of San Francisco. Few repair companies have the expertise required to service pumps from the 1950s and 1960s, most of which were manufactured by Cascade Pump or Peerless Pump. Pump Repair Service Company is an exception which therefore provides the business case for a sole source contract They are quite familiar with these types of pumps and have successfully repaired other City stormwater pumps on several occasions. Staff recommends the waiver of competitive bidding for the work described above, as described in section 2.55.100(C) of the San Rafael Municipal Code: “Supplies, materials, equipment, and services that can only be obtained from a sole source or that are specialty in nature. If limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appear, then purchases may be made without recourse to the competitive bidding provisions of this chapter. Approval of waiver of competitive bidding shall be given by the same level of authority as set forth in the section for award authority.” The following pumps and motors need to be replaced: Storm Water Pump Station Schedule Cost Kerner Pump Station- Replace #2 Pump and Motor 12-16 Weeks $314,492.05 Canal Pump Station- Replace #3 Pump and Motor 12-16 Weeks $338,549.89 Total $653,042.94 10% Contingency $66,957.06 Total With Contingency $720,000 Kerner Pump Station: The #2 pump at Kerner Pump Station was rebuilt last year, but during winter storms, it ingested a piece of debris that caused catastrophic damage. The pump now needs total replacement. It is recommended that it is replaced with a Cascade pump that meets or exceeds current pumping requirements. It is also recommended that the motor be replaced with a US Motor due to its age and compatibility with the new pump. The recommended Cascade pump and US Motor can be seen in the estimate provided by Pump Repair Service Company (Attachment 1). SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 Canal Pump Station: The #3 pump at the Canal Pump Station had a catastrophic failure this past winter. This was primarily due to the age of the pump, which has been rebuilt many times since its installation. It is recommended that it is replaced with a new Cascade pump that meets or exceeds current pumping requirements. It is also recommended that the motor be replaced with a US Motor at the same time due to its age and compatibility with the new pump. The recommended Cascade pump and US Motor can be seen in the estimate provided by Pump Repair Service Company (Attachment 2). The recommendation to purchase the Cascade pump and US Motor manufactured motor for the replacement work at both pump stations is based on the staff’s thorough research regarding the most appropriate equipment needed for the pump station replacement, which determined that: 1.Both the Cascade pump and US Motor are required because the specialized nature, quality, and unique suitability of the equipment meets the City’s needs. 2.Both manufacturers maintain a reputation for specialization, quality, and durability and are uniquely suited to assist with standardizing pumps and motors at City stormwater pump stations. 3.Based on the above determinations and as such, waiver of the City’s competitive bidding procedures is appropriate per section 2.55.100C of the San Rafael Municipal Code. Both the Cascade pumps and US Motors are manufactured in the USA and include warranties. FISCAL IMPACT: The recommendation would result in expenditures totaling an amount not to exceed $720,000. The FY 2024-25 approved budget includes $520,000 in appropriations from Storm Water Fund (#205) to support this project. Staff is requesting an additional $200,000 from the Capital Fund balance (#401) to cover costs associated with the recommended maintenance agreement, as well as an additional $160,000 in supplemental appropriations to cover costs of other minor repairs planned and typical unplanned repairs for this fiscal year. As a result, the total request for additional appropriations from the Capital Fund for stormwater repairs is $360,000. OPTIONS: 1. Authorize the City Manager to enter into the agreement as recommended and appropriate additional funds from the Capital Fund (401). 2.Direct the City staff to solicit additional bids. This option will take additional time and may significantly impact the functionality of the pump stations for the coming winter season if the pumps are not replaced in time for the winter storm season. RECOMMENDED ACTION: 1.Authorize the City Manager to waive competitive bidding and enter into a maintenance agreement with Pump Repair Service Company to repair two stormwater pumps in an amount not to exceed $720,000. 2.Appropriate $360,000 from the Capital Fund (401) to supplement the previously appropriated amount of $520,000 from the Stormwater Fund (205) included in the FY 2024-25 adopted budget approved on June 17, 2024. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 ATTACHMENTS: 1.Pump Repair Service Estimate, Kerner Pump Station, Pump #2 2.Pump Repair Service Estimate, 400 Canal Pump Station, Pump #3 ~~~~ PUMP REPAIR SERVICE CO. c:::c, August 5, 2024 City of San Rafael 111 Morphew Street San Rafael, CA 94915 -1560 Attn: Ryan Montes SUBJECT: KERNER PUMP STAT ION PUMP #2 CASCADE 42AP PROPELLER PUMP Dear Ryan, We are pleased to provide you with an updated pricing on the following pumping equipment. Design Conditions: 31,000 GP M@ 18' TDH 1 -Cascade 42AP axial flow 1 stage, 36" diameter above base plan - end discharge, oil lubrication 580 RPM, 15 feet base to bell propeller pump, coat tar epoxy coating per original s/n 5776 ............................................................................. $157 ,031.00 1 -US 200 HP, 600 RPM, 460 volt, 3 phase , WP-1 Enclosure, NRR, 120 volts space heater, Inverter duty premium efficiency motor ................................................................. 84, 152 .00 Misc. hardware .......................................................................................................... 250.00 Materials ............................................................................................................. 241,433.00 Factory freight (estimated) .................................................................................... 15 ,000 .00 Sales tax 9 1/4°/o ................................................................................................... 23 ,720 .05 Shop labor to disassemble and inspect Old pump ................................................................................................................ 5,220 .00 Estimated field labor to remove and reinstall .......................................................... 6,960 .00 Estimated electrical labor and materials To replace existing conduit and wires From the control panel to new motor if Needed ................................................................................................................... 6,000 .00 Crane Truck/service truck/flatbed ........................................................................... 7,000 .00 Performance Bond .................................................................................................. 9.160 .00 Total ................................................................................................................. $314,493.05 Delivery ....................................................................................................... 40 to 42 Weeks If you have any questions on the above, please give me a call. Sincerely, ~~ WA/dm Waynea-24/City of San Rafael Kerner Pump Statio ES~Alf21!~ 194 1 PO BOX 34327 SAN FRANC ISCO, CA 94134-0327 415.467.2150 FAX 415.467.7442 www.pump repairserv ice.com AugustsEW~ PLJMP REPAIR SERVICE CQ, City of San Rafael 111 Morphew Street San Rafael, CA 94915-1560 Attn: Ryan Montes SUBJECT: 40 0 CANAL PUM P STATION PUM P #3 De ar Ryan, We are pleased to provide you with updated pricing on the following pumping equipment. Des ign Conditions: 31,000 GPM@ 18' T DH 1 -Casca de 36AF 1 stage axial flow propeller pump 416 SS bowl shaft, 36 " plain end below plate discharge, balance propeller, oil tubes, epoxy coated ......................................................................... $1 77 ,393.00 1 -US 200 HP, 600 RPM, 460 volts, 3 phase, WP-1 enclosure, NRR, 120 volts space heaters, inverter duty, premium efficiency motor ................................................................. 84,152.00 1 -36 " Dresser coupling epoxy coated .......................................................................... 2,970 .00 Misc. hardware .......................................................................................................... 500.00 Materials ............................................................................................................. 265 ,015.00 Freight estimated .................................................................................................. 12 ,000.00 Sales tax 9 ¼% ..................................................................................................... 25 ,623.89 Shop labor to disassemble and inspect the existing pump ................................................................................................... 7,2 50.00 Estimated field labor to remove and reinstall .......................................................... 5,800 .00 Estimated electrical labor and materials to replace Existing conduit and wires from control panel to new motor if needed .................... 6,000.00 Crane truck/seNice truck/flatbed ............................................................................ 7,000 .00 Performance Bond .................................................................................................. 9,861 .00 Total ................................................................................................................. $338,549.89 Delivery ................................................................................................................ 30 Weeks If you have any questions on the above, please give me a call. Sincerely, /Ml~ Wav~Archer Wayne a-2 4/Ci ty of S an Rafae l 400 Can a l 080124 ESTABLI SHED 1941 PO BOX 34327 SAN FRANCISCO, CA 94134 -0327 415.467.2150 FAX 415.467.7442 www.pumprepairse rv ice.com