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Home My WebLink AboutPW Repair Storm Water Pumps 2015Agenda Item No: 3. d Meeting Date: July 20, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Director of Public Works City Manager Approval: `wl►� File No.: 08.03.12 TOPIC: ANNUAL STORM WATER PUMP STATION REPAIR AGREEMENT SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE ACTING DIRECTOR OF PUBLIC WORKS TO WAIVE COMPETITIVE BIDDING AND ENTER INTO A MAINTENANCE AGREEMENT WITH PUMP REPAIR SERVICE COMPANY TO REPAIR FIVE STORM WATER PUMPS, IN AN AMOUNT NOT TO EXCEED $150,000. RECOMMENDATION: Authorize the Acting Director of Public Works to waive competitive bidding and enter into a maintenance agreement with Pump Repair Service Company of San Francisco for the repair of six storm water pump stations. BACKGROUND: Storm water pump stations are an indispensable component of San Rafael's city-wide drainage system. Public Works operates and maintains 12 storm water pump stations and 33 pumps, with the combined ability to discharge 2,000,000 gallons of water per minute during rain events. Except for the Lindaro and North Francisco pump stations (rebuilt in 1997 and 2001 respectively), this system was constructed in the 50's and 60's and continues to rely on original equipment. Garbage, rocks and other forms of debris find their way to pump stations during heavy rains. This material can damage the pumps themselves, especially at the high velocities at which they operate. These storm water pumps require ongoing maintenance, which includes removing the pumps from the pump stations and visually inspecting the equipment. In many cases we must replace the bowl, shaft and housing assemblies, all of which are particularly vulnerable to debris. Identifying the true damage caused by this debris can be difficult to determine. Significant damage is often discovered when the pumps are disassembled, leading to additional repair costs. FOR CITY CLERK ONLY File No.: q-1— u55 Council Meeting: Disposition: tC�St�[ U , ionJ /3�j a See S+q�f report 10l0512ois) I+em 3.h SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The Department of Public Works' Street Maintenance Division has identified the following needs: Storm Water Pump Station Schedule Cost San Quentin Pump Station -Repair Pump #2 8 weeks $28,357.03 San Quentin Pump Station -Pump # 3 8 weeks $7,123.10 Kerner Pump Station -Repair Pump #2 8 weeks $31,793.41 Lindaro Pump Station -Pump #3 6 weeks $8,794.63 Montecito Pump Station -Repair Pump #1 8 weeks $27,791.11 North Francisco Pump Station -Repair Pump #5 16 weeks $30,836.51 Total $134,695.79 Reconstructing this outdated equipment often requires forging new cast iron bell housings, an extended process which requires the manufacturer to develop molds and castings. 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 1950's and 1960's, 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 storm water pumps on a number of occasions in the past. Staff, therefore, recommends the waiver of competitive bidding for the work described above, as described in section 2.55.070D of the San Rafael Municipal Code: "If limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears, then purchases may be made without recourse to the competitive bidding provisions of this chapter." PUBLIC OUTREACH: As a maintenance project, public outreach is not applicable. FISCAL EMPACT: The following tables describe available revenue and projected expenses Revenue Expenses Fund Source Amount Available Storm Water Fund (205) 1 $150,000.00 Storm Water Pump Station Cost Parts $134,695.79 -Repairs/Replacement (11%) $15,304.21 -Contingency Total Expense $150,000.00 OPTIONS: i. Adopt the resolution as presented, authorizing the Acting Director of Public Works to waive competitive bidding and enter into a maintenance contract with Pump Repair Service Company of San Francisco. 2. The Council may choose not to authorize the Acting Director of Public Works to authorize the maintenance contract, in which case the pump stations will not be operational for the next rain event. RECOMMENDED ACTION: Adopt the resolution as presented. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 Enclosures: Resolution Draft Agreement RESOLUTION NO. 13970 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL WAIVING COMPETITIVE BIDDING FOR AND AUTHORIZING THE ACTING DIRECTOR OF PUBLIC WORKS TO ENTER INTO A MAINTENANCE AGREEMENT WITH PUMP REPAIR SERVICE COMPANY TO REPAIR FIVE STORM WATER PUMPS, IN AN AMOUNT NOT TO EXCEED $150,000. WHEREAS, several of the City's storm water pump stations were constructed in the 1950's and 1960's and therefore require routine maintenance due to their age, normal wear and tear, and the presence of garbage, rocks and other forms of debris that damage pump mechanisms; and WHEREAS, while the majority of the City's 33 storm water pumps are functioning, there are six individual pumps in immediate need of maintenance and repair; and WHEREAS, Pump Repair Service Company is familiar with the City's older pumps and has the unique expertise and proven ability to repair the pumps in question; and WHEREAS, section 2.55.070D of the San Rafael Municipal Code allows for the waiver of competitive bidding in circumstances such as these; and WHEREAS, there are sufficient funds in the City's Storm Water Fund (#205) to accommodate this proposed expenditure. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael hereby waives competitive bidding for, and authorizes the Acting Director of Public Works to enter into a maintenance contract with Pump Repair Service Company in a form to be approved by the City Attorney. IT IS FURTHER ORDERED AND RESOLVED, that the Acting 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, ESTHER C. BEIRNE, 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 201h day of July 2015, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Gamblin ESTHER C. BEIRNE, City Clerk File No.: 08.03.12 City of San Rafael • California Form of Contract Agreement for Pump Station Maintenance/Repair This Agreement is made and entered into this day of 2015 by and between the City of San Rafael (hereinafter called City) and Pump Repair Service Company (hereinafter called Contractor). Witnesseth, that the City and the Contractor, for the considerations hereinafter named, agree as follows: I - Scope of the Work The Contractor hereby agrees to furnish all of the materials and all of the equipment and labor necessary, and to perform all of the work necessary to repair the storm water pumps as specified below, all in accordance with the requirements and provisions of the Contract Documents as defined in the General Conditions which are hereby made a part of this Agreement. The liability insurance provided to City by Contractor under this contract shall be primary with respect to any insurance or coverage maintained by the City and shall not call on the City's insurance or coverage for any contribution. II - Time of Completion (a) The work to be performed under this Contract shall be commenced within FIVE (5) WORKING DAYS after the date of written notice by the City to the Contractor to proceed. (b) All work shall be completed, including all punchlist work, within THIRTY WEEKS and with such extensions of time as are provided for in the General Provisions. III - The Contract Sum The City shall pay to the Contractor for the performance of the Contract the amounts determined for the total number of each of the units of work in the following schedule completed at the unit price stated. ITEM DESCRIPTION ESTIMATED QUANTITY UNIT UNIT PRICE TOTAL PRICE 1. San Quentin Pump Station -Pump #2 1 LS @ $28,357.03 = $28,357.03 2. San Quentin Pump Station -Pump #3 1 LS @ $7,123.10 = $7,123.10 3. Montecito Pump Station -Pump #1 1 LS @ $27,291.11 = $27,791.11 4. Kerner Pump Station — Pump #2 1 LS @ $31,793.41 = $31,793.41 5. North Francisco Pump Staion-Pump #5 1 LS @ $30,836.51 = $30,836.51 6. Lindaro Pump Station -Pump #3 1 LS @ $8,794.63 = $8,794.63 TOTAL $134,695.79 IV - Payments The Contractor shall invoice the City as material is received and as work is performed. V — Indemnification Contractor will indemnify, release, defend and hold harmless City, its officers, and employees, against any claim, demand, suit, judgement, loss, liability or expense of any kind, inlcuding attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional or negligent, of Contractor or Contractor's officers, agents and employees in the performance of their duties and obligations under this contract. IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute this Agreement the day and year first written above. ATTEST: Esther C. Beirne City Clerk APPROVED AS TO FORM: Robert F. Epstein City Attorney File No.: 08.03.12 CITY OF SAN RAFAEL: Kevin McGowan Acting Public Works Director Pump Repair Services Company: Printed Name: Title: ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 YEAR 4 MEETING DATE 4 TOPIC Agenda Item # Date of Meeting: 7/20/2015 From: Kevin McGowan Department: Department of Public Works Date: 7/7/2015 Topic: ANNUAL STORM WATER PUMP STATION REPAIR AGREEMENT Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE ACTING DIRECTOR OF PUBLIC WORKS TO WAIVE COMPETITIVE BIDDING AND ENTER INTO A MAINTENANCE AGREEMENT WITH PUMP REPAIR SERVICE COMPANY TO REPAIR FIVE STORM WATER PUMPS, IN AN AMOUNT NOT TO EXCEED $150,000. Type: ® Resolution ❑ Ordinance ® Professional Services Agreement ❑ Other: APPROVALS ® Department Director Remarks: The information pertaining to the highlighted section on the staff report will be filled in as soon as the contractor has confirmed this time period. ❑ Finance Director Remarks: ® City Attorney r� ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 YEAR 4 MEETING DATE 4 TOPIC Agenda Item # Date of Meeting: 7/20/2015 From: Kevin McGowan Department: Department of Public Works Date: 7/7/2015 Topic: ANNUAL STORM WATER PUMP STATION REPAIR AGREEMENT Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE ACTING DIRECTOR OF PUBLIC WORKS TO WAIVE COMPETITIVE BIDDING AND ENTER INTO A MAINTENANCE AGREEMENT WITH PUMP REPAIR SERVICE COMPANY TO REPAIR FIVE STORM WATER PUMPS, IN AN AMOUNT NOT TO EXCEED $150,000. Type: ® Resolution ❑ Ordinance ® Professional Services Agreement ❑ Other: APPROVALS ® Department Director Remarks: The information pertaining to the highlighted section on the staff report will be filled in as soon as the contractor has confirmed this time period. ❑ Finance Director Remarks: ® City Attorney Remarks: See changes attached. City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: