DATE: October 9, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: PUBLIC WORKS AGREEMENTS FOR AS NEEDED MOTOR REWINDING AND PUMP AND MOTOR REPAIR SERVICES FOR THE WATER UTILITIES DEPARTMENT
RECOMMENDATION
title
Staff recommends that the City Council approve two Public Works Agreements with the option of two administratively approved one-year renewals, with Sloan Electric for a total contract amount not to exceed $291,000, for motor rewinding and pump and motor repair; and with Brax Company for a total contract amount not to exceed $201,000, for as-needed pump and motor repair services; and authorize the City Manager, or designee, to execute the agreements.
body
BACKGROUND AND ANALYSIS
The Water Utilities Department utilizes pumps and motors throughout its water and wastewater systems. These systems include water distribution, water and wastewater treatment, and wastewater collections. The pumps and motors are critical to the ability of the Department to transfer and treat water. Failure to facilitate the necessary repairs in a timely manner could result in equipment failure potentially resulting in a sewage spill or loss of potable water supply.
Many of the motors and pumps need to be sent out to a vendor for inspection, in order to receive a quote for repair or at times replacement. Having two vendors to perform these services provides both economy of scale and efficiency of time in this process. In addition, it provides redundancy and assurance of timely repairs or replacements if one of the vendors is unable to meet the Department’s needs at the time. For this reason, staff is requesting a purchase orders with Sloan Electric and Brax Company to provide as-needed pump and motor repair services.
On March 20, 2024, the City released a Request for Proposals (RFP) for qualified contractors to perform as needed pump and motor repair services for a term of three years with the option for two, one-year extensions. The RFP was advertised on the City’s website and one proposal was received from a qualified contractor for as needed pump and motor repair services. Due to the fact that redundancy is necessary to meet this critical need, two additional proposals were eventually acquired. Staff reviewed the proposals and selected Sloan Electric and Brax Company based on cost, qualifications, and their extensive experience completing similar tasks.
FISCAL IMPACT
Staff is recommending that Sloan Electric and Brax Company be awarded Public Works Agreements in an amount not to exceed $291,000 and $201,000, respectively. Each contract will be for a term of one year with the possibility of two one-year extensions.
The tables below outline how the contracts will be funded initially and the available balances.
Table 1. Sloan Electric
|
Account Number |
Contract Amount |
Available Budget |
|
Desalting Plant 750755711.5320 |
$ 35,000 |
$161,185 |
|
SLR Water Reclamation Facility 800805721.5320 |
67,500 |
400,750 |
|
Water Filtration Plant 750754711.5320 |
35,000 |
146,909 |
|
La Salina Wastewater 800804721.5320 |
27,500 |
150,836 |
|
Oceanside Pure Water 750775711.5320 |
10,000 |
89,736 |
|
Sewer Collection 800803721.5320 |
50,000 |
194,776 |
|
Hydro-Electric Generation 750752711.5320 |
3,500 |
17,000 |
|
Pump Station Upgrades 908754500712.5704.10600 |
55,000 |
286,000 |
|
Recycled Water Treatment 750704711.5320 |
7,500 |
$ 68,490 |
|
Total: |
$291,000 |
|
Table 2. Brax Company
|
Account Number |
Contract Amount |
Available Budget |
|
Sewer Collection 800803721.5320 |
$ 50,000 |
$194,776 |
|
SLR Water Reclamation Facility 800805721.5320 |
42,500 |
400,750 |
|
La Salina Wastewater 800804721.5320 |
7,500 |
155,984 |
|
Oceanside Pure Water 750755711.5320 |
15,000 |
161,185 |
|
Recycled Water Treatment 750704711.5320 |
7,500 |
69,490 |
|
Water Filtration Plant 750754711.5320 |
15,000 |
146,909 |
|
Desalting Plant 750775711.5320 |
5,000 |
89,736 |
|
Hydro-Electric Generation 750752711.5320 |
3,500 |
17,000 |
|
Pump Station Upgrades 908754500712.5704.10600 |
55,000 |
$286,000 |
|
Total: |
$201,000 |
|
Future years cost will be funded during the normal budget process.
COMMISSION OR COMMITTEE REPORT
The Utilities Commission approved staff’s recommendation at its regularly scheduled meeting on September 17, 2024.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
end
Prepared by: Martin Popma, Water Utilities Division Manager
Reviewed by: Lindsay Leahy, Water Utilities Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Public Works Agreement - Sloan
3. Public Works Agreement - Brax