200 S. Anaheim Blvd.
Suite #620
Anaheim, CA 92805
Tel: (714) 765-5110
Fax: (714) 765-5288
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
FINANCE DEPARTMENT
DATE: AUGUST 15, 2023
FROM: FINANCE DEPARTMENT
SUBJECT: ACCEPTANCE OF BID FOR PUMP EFFICIENCY TESTING
SERVICES
ATTACHMENT (Y/N): NO ITEM # 08
GOVERNMENT CODE § 84308 APPLIES: NO
RECOMMENDATION:
That the City Council, by Motion, accept the bid from Pump Check Inc., to provide pump efficiency testing services for the Anaheim Public Utilities Department, in the amount of $28,382.90 plus a 20% contingency, for a one-year period, with four optional one-year renewals; and authorize the Purchasing Agent to execute the renewal options, all in accordance with Bid #9707.
DISCUSSION:
Purchasing solicited bids from known suppliers and posted the bid on the City’s bid portal. Sealed bids were received by 2:00 p.m., July 20, 2023, from the following bidders and were publicly opened immediately thereafter.
Bidder Total Bid
Pump Check Inc. $28,382.90
Riverside, California
Kaweah Pump, Inc. $132,660.00
Visalia, California
The bid was based on annual testing requirements of 65 pumps and 21 production meters for efficiency testing, program calibration adjustments, and report submittals. The bid also included additional as-needed testing and labor. The annual certification testing and reporting is a requirement from the Orange County Water District for all water production facilities. The reports assist in creating a scheduled routine maintenance program to help reduce the cost of emergency repairs by suggesting whether to repair or replace the unit, while the efficiency testing provides suggestions on whether to repair/overhaul the existing unit or replace it with a newer unit based on the cost analysis findings.
Acceptance of Bid for Pump Efficiency Testing Services
August 15, 2023
The bid was viewed by nineteen prospective bidders, with two submitting a bid response. Purchasing staff also reached out to other potential bidders to ask why they didn't participate. Those who replied indicated they didn't service this area, only provided in-house testing, or did not have the expertise to meet all the specifications.
Staff verified both of the bids submitted and were satisfied the pricing from the lowest bidder includes all specified items. The recommended vendor previously performed these services for the City.
The term of the agreement will be for a one-year base period with up to four one-year optional renewals. Unit pricing is fixed for the initial one-year base period and will be negotiated each year of the renewal periods but may not exceed the change in the Consumer Price Index (CPI) for the Los Angeles, Long Beach, and Anaheim, California areas for the preceding 12-month period. However, if significant fluctuations in costs are experienced throughout the industry which exceeds the CPI limit, an equitable price adjustment may be negotiated if it is in the City's best interest. A 20% contingency is recommended to cover any unforeseen requirements during the administration of this agreement.
IMPACT ON BUDGET:
Sufficient funds are available in the Public Utilities Department’s Fiscal Year 2023/24 budget from restricted Enterprise funds. Funding for subsequent years will be subject to Council’s approval of budget appropriations.
Respectfully submitted, Concurred by,
Barrick L. Bartlett Dukku Lee
Purchasing Agent Public Utilities General Manager