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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award Pump Maintenance and Repairs Services Citywide Contract for Industrial Pumps
1) Awarding a Contract to Powers Bros. Machine, Inc. (Powers Bros.) for Pump Maintenance and Repair Services Citywide per Specification No. 3963R for the not-to-exceed amount of $453,200 for five-years and directing the City Manager or a designee to execute the contract.
COUNCIL ACTION
Item Type: Consent Item
Approved for February 27, 2024 calendar
EXECUTIVE SUMMARY
The pump maintenance and repair services contract is integral to the upkeep of the city’s wastewater and storm water systems. The city owns and operates more than 23 industrial pumps ranging from 1 to 34 horsepower. Following formal competitive bidding, the motion authorizes the award of a five-year contract for $453,200. 2{{section.number}}b
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RECOMMENDATION
Award a five-year contract to Power Bros. for pump maintenance and repair services citywide in the not-to-exceed amount of $453,200.
ANALYSIS
The Public Works Department maintains and operates numerous, large industrial pumps that are part of the City’s wastewater and storm water systems. These pumps range from 1 to 34 horsepower and require specialized equipment and training to service including maintenance, removal/installation, and rebuilding. Due to the importance of continuous operation of these systems it is essential for the Public Works Department to always have a specialty contractor available.
Historically these services were procured via purchase order contracts bid out by the city’s Purchasing Division. Eventually, the annual cost of these services began to exceed the city’s $50,000 limit requiring formal bidding and contract award approved by the Glendale City Council.
On September 19, 2023, City Council adopted Specifications 3963 and the services were advertised for bids. On October 25, 2023, the city received no bids. In consultation with the potential bidders, bids were not submitted for reasons that include 24/7 availability requirement, specific license, and close bid due date.
On December 12, 2023, City Council adopted Specifications 3963R and the services were advertised for bids. On January 10, 2024, the city received two bids.
Powers Bros Machine, Inc. $453,200
PumpMan LLC $688,551
The lowest bid for pump maintenance and repair services citywide was submitted by Powers Bros. Staff has evaluated the lowest bid and found this bid to be responsive and they are a responsible bidder. Staff has contacted references for Powers Bros. and they reported satisfactory services.
STAKEHOLDERS/OUTREACH
No public outreach for this ongoing maintenance contract is expected to be needed.
FISCAL IMPACT
The pump maintenance and repair services contract is expected to cost approximately $45,000 in the remainder of the current fiscal year, which was approved as a part of the FY 2023-24 budget. No new appropriation is being requested at this time. The funding for the contract for future years will be included as part of the annual budget process.
The City Council approved funding is outlined below.
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Existing Appropriation
Amount Account String Funding Source
$27,500 43110-5250-PWD-7528-0000 Sewer Fund
$17,500 43050-6070-PWD-7508-0000 Building Maintenance Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item includes routine maintenance and repairs activities and therefore, not subject to CEQA review.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not authorize the City Manager to execute a Pump Repairs and Maintenance contract with Powers Bros. for $453,200 for five-years. This would compromise the reliability of essential systems.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Kevin C. Todd, Assistant Director of Public Works
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
N/A