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CC - CONSENT ITEM: Approval of a Purchase Order with Flo-Systems Inc. for Immersible Pumps for the City Sewer System in an Amount Not-to-Exceed $210,000 for Fiscal Year 2024-2025.
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Meeting Date: August 12, 2024
Contact Person/Dept.: Gary Wansley/Public Works Department
Phone Number: (310) 253-5628
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: (08/07/2024) Meetings and Agendas - City Council
Department Approval: Yanni Demitri, Public Works Director/City Engineer, (07/22/2024)
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RECOMMENDATION
Staff recommends the City Council approve a purchase order with Flo-Systems Inc. for immersible pumps for the City Sewer System in an amount not-to-exceed $210,000 for Fiscal Year 2024-2025.
BACKGROUND
The Culver City Public Works Department Maintenance Operations Division maintains the City’s sewer and storm drain systems including seven sewage lift stations. The current pumps were installed as part of a Sewer Pump Replacement Project in 1968 and have exceeded their useful life.
DISCUSSION
The Sewer Pump Replacement project installed a system of wastewater conveyance including WEMCO immersible pumps manufactured by Trillium Pumps USA Inc. Since the project was completed in 1968, the City has maintained and refurbished the pumps as needed. The pumps have now exceeded their useful life and, in their current state, are causing the City’s repair and refurbishing costs to escalate, drawing the City’s maintenance staff away from other important maintenance activities, and increasing the risk of disruption to this essential City service.
Staff recommends removing and replacing the immersible pumps at the City’s sewer lift stations. This investment in the City’s wastewater infrastructure will ensure that the City’s wastewater system conveyance system functions properly in the years to come. Additionally, the installation of new pumps will reduce the City’s maintenance costs and the staff time associated with servicing and repairing the old pumps.
Pursuant to Culver City Municipal Code Section 3.07.055.B, competitive bidding requirements do not apply when the equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City's utilization of the equipment. This procurement falls within this exception. Staff has worked with Trillium Pumps USA Inc.’s local distributor, Flo-Systems, Inc. to secure quotes for each of the pumps identified for replacement. The costs for each pump are detailed below:
• Bristol Lift Station quote for 2 pumps is $99,004.00, Pump Type- Fairbanks immersible pump.
• Hayden Lift Station quote for 1 pump is $28,157.85, Pump Type-Wemco Torque Flow Pump.
• Braddock Lift Station quote for 1 pump is $75,895.00, Pump Type-Wemco screw/flow immersible pump.
Staff recommends that the City Council approve a purchase order with Flo-Systems Inc. for immersible pumps for the City Sewer System in an amount not-to-exceed $210,000 for Fiscal Year 2024-2025.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes $136,000 of funding for the proposed purchase order in Account No. 20460300.732120 (Wastewater Maintenance - Departmental Special Equipment), which can be found in the Public Works section of the budget book in Wastewater Maintenance capital expenditures. There is additional funding in the approximate amount of $100,000 in the same account in Fiscal Year 2023-2024 that was planned for this purpose and can be carried forward. This will ensure that there is sufficient funding for this purchase order and other miscellaneous expenses.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a purchase order with Flo-Systems Inc. for Immersible pumps systems in an amount not-to-exceed $210,000 for Fiscal Year 2024-2025; and
2. Authorize the Purchasing Officer to execute the purchase order on behalf of the City.