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Title:
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(1) Waiver of the Competitive Bidding Procedure as Authorized by § 3.07.065(D) of the Culver City Municipal Code and (2) Approval of an Agreement with Pump Masters to Replace Two Emergency Back-up Sump Pumps located on the P-2 level of the City Hall Parking Structure.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (1) waive the competitive bidding procedure as
authorized by § 3.07.065(D) of the Culver City Municipal Code and (2) approve an
agreement with Pump Masters in the amount of $18,617.00 to replace two
emergency back-up sump pumps located on the P-2 level of the City Hall Parking
Structure.
BACKGROUND:
At its January 14, 2008 meeting, the City Council approved entering into an
agreement with Pump Masters to replace the two primary sump pumps located at
City Hall. The work was necessary since the motors, seals and volutes of these
pumps had failed. At that time, one of the two emergency back-up pumps had failed
as well. These pumps are utilized to pump storm water and residual water from the
City Hall courtyard to the storm drain system. These pumps are the original units
that were installed when City Hall was built in 1995. Staff is now requesting
approval to replace both emergency back-up sump pumps.
DISCUSSION:
At the time Pump Masters was awarded the contract to replace the primary pumps,
Staff received quotes from two other contractors in addition to Pump Masters’ quote
Meeting Date: 03/10/08 Item Number: C-6
AGENDA ITEM: (1) Waiver of the Competitive Bidding Procedure as Authorized
by § 3.07.065(D) of the Culver City Municipal Code and (2) Approval of an
Agreement with Pump Masters to Replace Two Emergency Back-up Sump Pumps
located on the P-2 level of the City Hall Parking Structure.
Contact Person/Dept.:
Eric Mirzaian
Public Works-Maintenance Operations
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [] Attachments: []
Public Notification: Master Notification List (03/05/08); Pump Masters (03/03/08)
.
Department Approval:
Charles D. Herbertson (02/28/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/04/08)
Fiscal Impact Review:
Jeff Muir (by M. Noller) (03/05/08)
City Manager Approval:
Jerry B. Fulwood (03/05/08) City of Culver City, California
City Council Agenda Item Report
via an informal bidding process. Pump Masters was awarded the contract since
they provided the best overall quote and warranty, as well as, the best
understanding of the project requirements.
The City’s Charter provisions regarding public works contracts did not require a
formal bidding process for the replacement of the primary pumps, as it did not
exceed $25,000. For the replacement of the emergency pumps, Staff attempted to
obtain quotes from the two other contractors (PumpMan.com & General Plumbing
Services) that provided quotes for the primary pump repair but they did not provide
quotes. Subsequently, Staff has not been able to find other qualified vendors that
have been able to demonstrate good overall knowledge of the work. Thus, Staff is
recommending awarding a contract to Pump Masters for this work without a formal
competitive bidding procedure per § 3.07.065(D) of the City’s Municipal Code, which
allows the City Council to waive the formal competitive bidding procedure for
purchase of equipment which is a component for equipment or a subsystem of
equipment previously acquired by the City, and is necessary to repair, maintain or
improve the City’s utilization of the equipment.
FISCAL ANALYSIS:
There are sufficient funds available in the Capital Improvement Project P-132,
Citywide Building Repairs (42000132), to cover the requested repair. Capital
Improvement Project P-132 was established specifically for maintenance repairs,
such as this, on municipal buildings.
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Waive the formal competitive bidding procedure as authorized by §
3.07.065(D) of the Municipal Code; and,
2. Approve an agreement with Pump Masters in the amount of $18,617.00 to
repair emergency back-up sump pumps located on the P-2 Level of the City
Hall Parking Structure; and,
3. Authorize the City Attorney to review/prepare the necessary documents and
authorize the City Manager to execute such documents on behalf of the City.