MAYOR
CITY OF PACIFICA Deirdre Martin
170 Santa Maria Avenue • Pacifica, California 94044-2506 MAYOR PRO TEM www.cityofpacifica.org Sue Beckmeyer
COUNCIL
CALERA CREEK WATER RECYCLING PLANT Sue Vaterlaus
(650) 738-4660 Mary Bier
Scenic Pacifica Mike O'Neill
Incorporated Nov. 22, 1957
EMERGENCY PROCUREMENT JUSTIFICATION
MEMORANDUM
Date: September 1, 2020
To: Kevin Woodhouse, City Manager
From: Lisa Petersen, Director of Public Works
Subject: EMERGENCY PROCUREMENT JUSTIFICATION - Herc
Rental
Request:
Request waiver of bidding requirements for equipment rental of a 600 HP Engine, and this emergency procurement will be for testing the existing vertical turbine pump in the Anza Pump Station. Due to the Anza Pump Station fire, the existing engine was damaged beyond repair, and a rental engine is required to conduct this test to ensure the existing pump would work.
Rental. Total expenditure for the installation, first month rental, and future removal is estimated not to exceed $60,000. The rental fee for each month is $9,900.
Background:
On Monday, March 16, 2020, the Department of Public Works received a report regarding a fire at the Anza Pump Station at the Pacifica State Beach. After Public Works staff investigated the report, it was determined that the storm drain pumping system was damaged during the fire. The engine was destroyed and the motors will need to be replaced. The damage to this pump station threatens the safety of persons and properties within the watershed due to the risk of flooding without an operational pump station.
The City of Pacifica's Emergency Plan and Section 4-2.01 et seq. of the Pacifica Municipal Code empower the City Manager, acting as the Director of Emergency Services, to proclaim the existence of a local emergency when there is an actual or Path of Portola 1769• San Francisco Bay Discovery Site
threatened existence of conditions of disaster or of extreme peril to the safety of persons and properties within this City.
The proclamation is subject to ratification by the City Council within 7 days, pursuant to the Pacifica Municipal Code. The proclamation of the existence of a local emergency further designates the City Manager or designated representative to act on behalf of the City for public assistance and for individual assistance for purpose of receipt, processing and coordination of all inquiries and requirements necessary to obtain available State and Federal assistance.
Additionally, pursuant to Section 3-15.09 (A) of the Pacifica Municipal Code, in cases of an emergency the City Manager is authorized to proceed at once to replace or repair any public facility without adopting plans, specifications, or working details, or giving notice for bids to let contracts. The City must comply with Public Contract Code section 22050, which provides a process for City Council's review of the emergency action, if notice of bids to let contracts for public projects will not be given because of the emergency.
In this case, the City Manager has determined that the damaged pump station threatens the health and safety of persons and properties, including critical public infrastructure, which requires immediate attention and constitutes an emergency pursuant to Pacifica Municipal Code section 4-2.02 and Public Contract Code section 1102.
Such conditions are, or are likely to be, beyond the handling capability of the City's services, personnel, equipment, and facilities, requiring the use of outside contractors to conduct emergency design and repair pursuant to Pacifica Municipal Code section 3-15.09 without giving notice for bids to let contracts. Immediate action is, and continues to be necessary, due to the clear and imminent danger presented by any storm event that could occur during the time the storm water pump station is non-functional. Flooding could occur to areas upstream of the pump station, causing health and safety issues, as well as extensive property damage. As such, on April 8, 2020, the City Manager did proclaim the existence of a local emergency within the City and the need to continue the emergency action continues as the repair will take approximately 8-10 months.
City staff has contracted with the civil engineering firm of Schaaf & Wheeler of San Jose, California to assist the City with the rehabilitation of the pump station. In addition, the pump station has been cleared of any fire damaged debris and the pumps have been removed for evaluation. On July 13, 2020, the City Council approved construction services agreement for rebuild and re-installation of a pump and gear drive, the renovation of bathrooms, purchase and installation of new stainless steel doors, and repair pump station wet-well grates. Staff will need to evaluate the existing pump and would like to test the existing pump in order to bring it back online.
Pursuant to Government Code section 8630(c), the City Council must review the need for continuing the local emergency at least every 60 days until the City Council terminates the local emergency. Conditions of local emergency still exist since the City Council first acted to declare a local emergency on April 13, 2020, and since that time staff has brought the continuance of Proclamation confirming the existence of local emergency at the Anza Pump Station every 30 days with August 10, 2020 being the most recent.
Justification (cite section in procurement policy): City of Pacifica Administrative Policy #76, Purchasing Policy, section 3.6.2, authorizes the City Manager or his/her esignee may authorize the immediate purchase of material, supplies, equipment, an ervices, including those in excess of his/her City Council-approved signature threshold. Such purchases shall be followed, as soon as practical, with submission of Confirming Requisition that includes a written justification for the purchase havin‹ een made outside normal procedures. City Council shall be notified, at its nex regular meeting, of any emergency purchases in excess of $50,000.
Funding Source/Remaining budget: The expenditure for this purchase will be reimbursed by insurance, but it initially will be charged to the Wastewater Capital Fund (Fund 34) special account 34.940000.52800.C038.000 for contractual services for Anza Pump Station Repair.
Approve: £ (please check one)
Deny:
Kevin Woodhouse, City Manager
Equipment Rental Quote / Order
HercRentals™ Branch #: 9705
Date: 8/27/2020 Quote Valid until: 9/26/2020
Address 7727 Oakport St, Oakland CA 94621 Sales Rep: Roger Marshall #715 Office Phone 510-633-2040 Rep Email: [email protected] Phone 510-566-8542
Herc ProSolutions thanks you for the opportunity to provide the attached quotation.
Please contact us if you should have any additional equipment needs or questions.
Customer Information Job Site Information
Name: Schaaf and Wheeler Job Name City of Pacifica, 600 HP Engine for Vertical Turbine Acct #: Quote #
Address: Address: 5150 Pacific Coast Hwy, Pacifica
Requested By: Glen Anderson Contact: Chris Martin
Phone: 408-246-4848 x 217
Fax: Additional
Cell: 408-966-5341 Contact &
Email: [email protected] Delivery Info.
PO No/Job No Job Scope or Project Comments
Delivery Date Removal of Existing Engine and installation of rental engine for testing of pump.
Job Start If pump is ok then engine to be left in place for rental period Job End
Pickup Date
Qty Description One Time Rental Rates Each Rental Estimated Charge Week 4 Week Term Total
Rental - 1 Month Minimum
804-1600 Diesel Engine, 600HP 3,000.00 9,000.00 M 9,000.00 500 Gallon Double Contained Fuel Tank, Empty 300.00 900.00 900.00 1 Crane Service 8,600.00 8,600.00
Remove Old Engine, Install Rental and Remove Rental
1 Material required to adapt rental engine to pump 13,118.00 13,118.00 1 Drive Shaft, rebuild or new 7,500.00 7,500.00
Quoted is worst case, if must replace with new
If repairable then cost will be lower
1 Labor 8,500.00 8,500.00
ate based on acceptance of our exemption t
revailing wages with certified Payro
40 Diesel Equipment Maintenance Surcharge, per hour 20.00 800.00 Actual cost will be based on hours used, see maintenance note Sub Total 48,418.00
Estimated Delivery i done by HERC Truck Estimated Delivery Freight 4,940.00 Estimated Pickup Freight if done by HERC truck Estimated Pickup Freight 1,040.00 Transportation Fee 8% 478.40
By accepting our rental Protection plani, ProPP, Herc Rentals will waive 100% of the repair or Rental Protection Plan N Declined replacement cost for damaged or stolen gear. Some exclusions apply, Contract your branch or see Technician Required N ProRPP at https://www.hercrentals.com/us/programs/rental-protection-plan.html Emissions Surcharge 1.98% Property Tax Recovery 0.75%
Estimated Taxes 8.75% 4,801.69
Estimated Total $59,678.09
Pacifica 600Hp Quote
Standard Terms and Conditions
HercRentals™
Shift Rates:
Diesel Engine Powered equipment is priced as Single Shift unless otherwise noted. 1% Shift - 0-8 hours per day/ up to 40 hrs. per week/ up to 160 hrs. per month 2ªd Shift - 9-16 hours per day/ 41-80 hrs. per week/ 161-320 hrs. per month - rate x 1.5 3d Shift (unlimited hours per day/ week/ month)- rate x 2 Maintenance:
By renting this equipment, renter agrees to pay the maintenance surcharge for every hour the unit is run.
It is assumed the diesel engine powered equipment is being run 160 hours per month during the rental period.
The final invoice will be adjusted to reflect the actual hours used.
Fuel:
Diesel Engine Driven Pumps will be delivered with Fuel Tanks full and should be returned full.
Generators 480kw and above will be delivered with fuel tanks 25% full. These tanks must be returned with no more fuel then delivered due to possible weight restrictions and DOT laws. • Additional Fuel Cubes with 110% liquid containment are available to supplement the standard 24 hours runtime capacity on each unit.
Onsite fuel deliveries can be arranged through Herc Rentals for an additional fee.
Refueling at Herc Rentals upon return will be invoiced at published rate.
Labor:
Labor for set-up and tear down not included.
Requested labor for set-up and tear down can be provided for an additional fee. Electrical connections to equipment other than owned by Herc are to be outsourced by the customer.
Labor during business hours- $150./hr.; afterhours $225./hr.; Holidays $500./hr.
Onsite per diem if required will be invoiced as additional $200. per night per employee.
Final electrical connection by a licensed electrician unless otherwise specified above.
Freight:
In house freight services will be billed at $135. per hour during normal business hours plus any wait time.
Outside freight services will be billed on a cost plus bases during normal business hours plus any wait time.
Offloading and loading upon return by others. Equipment dimensions and weight rating available if requested.
Terms:
Payment terms NET 30 days
Quotations valid for 30 days
Equipment availability is subject to prior rental or sale unless PO is accepted prior to delivery.
Taxes, fuel fees, environmental fees, delivery are estimates All permits, license fees, and compliance with city and state codes are the responsibility of the customer.
There is an Emissions and Environmental Surcharge of 1.98% applied to the rental charge of motorized equipment on each invoice. The Emissions and Environmental Surcharge is to help offset the costs of the new industry emissions standards and environmental laws and regulations at the federal, state and local government level. This surcharge includes environmental costs and expenses previously charged as part of the Environmental Recovery Fee.
Insurance and Pro Rental Protection Plan (ProRPP)
The customer is responsible for insuring the equipment and all accessories for full replacement value while in customer's possession. The Certificate of Insurance (COI) naming Herc Rentals as additional insured must be on file at least 3 business days prior to delivery.
Herc Rental offers a Pro Rental Protection Plan (ProRPP) for an additional fee of 15% of rental charges.
ProRPP will waive 100 percent of repair /replacement cost or damaged or stolen gear.
When you return damaged or provide a police report for stolen gear, Herc Rentals will cover the damage or replacement cost. Some exclusion apply contact your local Herc Rentals office for details or see link https://www.hercrentals.com/us/programs/rental-protection-plan.html Please sign and return accepting terms and rates above for your application.
Print Name/Title Signature Date
P.O. Number/Job Number
Pacifica 600Hp Quote
Emergency Purchase Memo - Herc Rental
signed
Final Audit Report 2020-09-03
Created: 2020-09-03
By: Elizabeth Brooks ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAzRHpckfLIR5hM6SFFXXrXQ88YcPqFNXZ "Emergency Purchase Memo - Herc Rental signed" History
Document created by Elizabeth Brooks ([email protected]) 2020-09-03 - 5:57:29 PM GMT- IP address: 68.65.68.29
Document emailed to Kevin Woodhouse ([email protected]) for signature 2020-09-03 - 5:58:13 PM GMT
Email viewed by Kevin Woodhouse ([email protected]) 2020-09-03 - 6:05:46 PM GMT- IP address: 50.209.129.249 So Document e-signed by Kevin Woodhouse ([email protected]) Signature Date: 2020-09-03 - 6:06:11 PM GMT - Time Source: server- IP address: 68.65.68.29 Signed document emailed to Elizabeth Brooks ([email protected]) and Kevin Woodhouse ([email protected])
2020-09-03 - 6:06:11 PM GMT
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