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Home My WebLink AboutPW Stormwater Pump Station Repairs____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: September 6, 2022 Disposition: Resolution 15122 Agenda Item No: 4.k Meeting Date: September 6, 2022 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: April Miller Director of Public Works City Manager Approval: _______ TOPIC: STORMWATER PUMP STATION REPAIRS SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO WAIVE COMPETITIVE BIDDING AND AWARD AND EXECUTE AN AGREEMENT FOR THE PERFORMANCE OF STORMWATER PUMP STATION REPAIRS TO PUMP REPAIR SERVICE COMPANY IN THE AMOUNT OF $345,686, AND AUTHORIZING CONTINGENCY FUNDS OF $34,614 FOR A TOTAL APPROPRIATED AMOUNT OF $380,300 RECOMMENDATION: Adopt the resolution. BACKGROUND: The City of San Rafael has 12 storm water pump stations that serve as the backbone of the City’s flood control system. The vast majority of storm drain inlets located along roadways throughout the city drain into one of the 12 pump stations that run a total of 36 pumps. The pump stations have the combined ability to discharge 2,000,000 gallons of water per minute during significant storm events. The importance of well-functioning pump stations cannot be overstated, as many parts of San Rafael are surrounded by hillsides and are in low-lying areas susceptible to flooding during major rain events. While day-to-day maintenance at the stations is performed by the Public Works Maintenance staff under the direction of the Operations and Maintenance Manager, the City annually contracts for thorough inspections of, 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. All but three of the storm water pump stations (Lindaro, North Francisco, and Rossi) were constructed in the 1950’s and 1960’s, and continue to rely on original equipment, including pumps and control systems. During heavy rain events, garbage, rocks and other forms of debris often enter the storm water 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 that specializes in pump repair in order to perform the repairs and rebuilds. In many cases, replacement of the bowl, shaft, and/or housing assemblies is required, as these parts of the pump are particularly vulnerable to damage from debris. Because the pumps are submerged when they are installed at the pump station, it is nearly impossible to determine the SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 full extent of the damage which lies 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 but poor workmanship and/or exorbitant prices led us 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. They are quite familiar with these types of pumps and have successfully repaired our stormwater pumps on several occasions in the past. Staff, therefore, recommends the waiver of competitive bidding for the work described above, as described in section 11.50.090(B) of the San Rafael Municipal Code, because the following circumstances exist: 1. Limitations on the source or the scope and nature of the contract are such that no more than one contractor is available to meet the technical specifications and/or quality considerations of the project; 2. The work is of a highly specialized nature; The following pumps need to be replaced or repaired: Storm Water Pump Station Schedule Cost Piombo Pump Station-Replace Pump #2 10-12 Weeks $65,527.56 Piombo Pump Station-Replace Trash Rack 4-5 Weeks $28,734.75 Canal Pump Station-Repair Pump #1 12 Weeks $80,740.54 Canal Pump Station-Replace Trash Rack 4-5 Weeks $29,416 Kerner Pump Station-Repair Pump #2 12-14 Weeks $79,260.29 North Francisco Pump Station-Rebuild Pump #5 20 Weeks $28,662.90 North Francisco Pump Station-Replace Pump #6 24 Weeks $33,344.19 Total 345,686.23 10% Contingency NA $34,613.77 Total with Contingency $380,300 Piombo Pump Station: The #1 pump failed last year and was replaced. The #2 pump is still operational but has reached its usable life and needs to be replaced prior to failure. The trash rack at this pump station has also failed and needs replacement. Canal Pump Station: The #1 pump at this station exhibited abnormal noise during operation. Upon removal and inspection, it was found to be in poor condition and needing replacement. The trash rack at this pump station has also failed and needs replacement. Kerner Pump Station: The #2 pump experienced reliability issues this past winter and was pulled for inspection. It was found that the pump and motor need complete rebuilds. North Francisco Pump Station: The #5 and #6 sump pumps failed this winter. It was found that the #5 pump could be rebuilt for a slightly lower cost than replacement. The #6 pump was found to be irreparable, and a full replacement would be necessary. FISCAL IMPACT: The expense for the proposed pump repair and maintenance work has already been appropriated in the Stormwater Fund (#205) budget for FY22-23. OPTIONS: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 1. Adopt the resolution. 2. Direct the Department of Public Works to solicit additional bids. This option will take additional time and may have significant impacts on the functionality of the pump stations for the coming winter season if the pumps are not replaced in time for the winter storm season. ACTION REQUIRED: Adopt Resolution authorizing the City Manager to waive competitive bidding and award and execute an agreement for the performance of stormwater pump station repairs to Pump Repair Service Company in the amount of $345,686 and authorizing contingency funds of $34,614 for a total appropriated amount of $380,300. ATTACHMENTS: 1. Resolution RESOLUTION NO. 15122 RESOLUTION AUTHORIZING THE CITY MANAGER TO WAIVE COMPETITIVE BIDDING AND AWARD AND EXECUTE AN AGREEMENT FOR THE PERFORMANCE OF STORMWATER PUMP STATION REPAIRS TO PUMP REPAIR SERVICE COMPANY IN THE AMOUNT OF $345,686, AND AUTHORIZING CONTINGENCY FUNDS OF $34,614 FOR A TOTAL APPROPRIATED AMOUNT OF $380,300 WHEREAS, the City has 12 storm water pump stations throughout the city that are the backbone of the City’s flood control system; and WHEREAS, day to day maintenance is performed by the Department of Public Works staff with the support of specialized companies to ensure the pumps and control systems function properly before winter storms; and WHEREAS, the City has attempted to competitively bid these repairs over the years, but has either only received one company or has experienced poor workmanship; and WHEREAS, the City requests to direct award the annual maintenance contract for pump repairs to Pump Repair Services Company based on the highly specialized nature of the work, quality of work by this company, and experience with the city’s aging infrastructure; and WHEREAS, the city received a bid of $345,686 from Pump Repair Services Company; and WHEREAS, staff has recommended that the project budget include a contingency amount of $34,614. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The City Manager is authorized and directed to execute a contract with Pump Repair Services Company for the bid amount, subject to final approval as to form by the City Attorney upon the execution of the contract. 2. Funds for the project totaling $380,300 which includes the construction award amount and contingency has already been appropriated in the Stormwater Fund (Fund #205) budget for FY22-23. 3. The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 6th day of September 2022, by the following vote, to wit: AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: None Lindsay Lara, City Clerk