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7 DATE: August 19, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Andrew Brozyna, Public Works Director
Zaheed Danish, Public Works Maintenance Manager
Greg Baeza, Public Works Maintenance Superintendent
DEPARTMENT: Public Works
SUBJECT: APPROPRIATION OF $75,000 FROM FUND 001 TO ACCOUNT NUMBER 001-0920-431-4246 FOR THE PURCHASE OF
REPAIR PARTS FOR THE LAGOON PUMPS FROM
CUMMINS, INC.
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the appropriation of $75,000 to account number 001-0920-431-4246 for the replacement of two radiators for the lagoon pumps from Cummins, Inc. as a sole source purchase.
EXECUTIVE SUMMARY
This action will allow for the necessary repair and replacement of radiators for the two pumps at the Lagoon Pumphouse. The need for this repair work was identified during scheduled maintenance on the pumps, and the work was anticipated in the budget not to exceed $50,000. However, parts for these pumps have become increasingly difficult to find, making it necessary to have portions fabricated, at a total cost for both pumps of approximately $75,000. This is sole source work as there is only one available contractor, Cummins, Inc., to perform the repair. It is anticipated that the work will take approximately two months to complete and it is important to complete the work prior to the wet season to ensure that the pumps to function properly to maintain the lagoon levels during winter storms.
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7 BACKGROUND
The lagoon pumps are essential equipment used to maintain the lagoon system levels year round. In the summer, the lagoon levels are maintained at a higher level while the level is pumped down in order for the lagoon to serve its fundamental function as a stormwater retention basin. During summer months, Public Works Maintenance performs routine maintenance on the pumps to ensure that they are in the best possible working condition during the winter storm season.
ANALYSIS
The current pumps were installed 24 years ago in 2000. They are serviced regularly and are in good working order, however, routine service and preventative maintenance identified the need to replace the radiators in both units. While this is not unexpected, given the age and level of use of the pumps, it was not known during the preparation of the budget that the parts would be unavailable and require custom fabrication. Because of this, the cost of the repair exceeds the City Manager’s signing authority and requires City Council approval and appropriation of funds. Staff recommends engaging Cummins, Inc. on a sole source basis to perform the repair. Cummins is the manufacturer of the pumps and is the only firm qualified to do the work.
CEQA
The repair of the lagoon pumps is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15302, Class 2 (Replacement or Reconstruction) as the repair involves replacement of existing pumps located on the same site and for the same purpose as those replaced.
FISCAL IMPACT
The cost to perform the work is $37,291.07 each for two pumps, for a total of $74,582.14.
Staff is recommending the appropriation of $75,000 to Lagoon and Levee Division Facility and Equipment Account No. 001-0920-431-4246 to complete the work. In compliance with the City’s Purchasing Policy. Cummins, Inc. has been identified as a Sole Source vendor.
Staff will prepare a Sole Source form per the City’s Purchasing Policy.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS
Attachment 1 – Resolution
Attachment 2 – Quote from Cummins, Inc. for Engine 3
Attachment 3 – Quote from Cummins, Inc. for Engine 4