CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/25/2023
1 SUBJECT:
Resolution to Approve Purchase Agreement between the City of Pacifica and Pan-Pacific Supply to rebuild the P20 Prime Pump and Epoxy coat Hydraflo Pump for the Linda Mar Stormwater Pump Station Rehabilitation Project and rebuild the Fairbanks Morse pump and GE Vertical motor for the Linda Mar Pump Station Rehabilitation and Replacement Project.
RECOMMENDED ACTION:
Adopt Resolution Approving the Purchase Agreement between the City of Pacifica and PanPacific Supply, via urgent purchase, in the amount of $93,987.40 to rebuild the P20 Prime Pump and Epoxy coat Hydraflo Pump for the Linda Mar Stormwater Pump Station Rehabilitation Project and rebuild the Fairbanks Morse pump and GE Vertical motor for the Linda Mar Pump Station Rehabilitation and Replacement Project and authorize the City Manager to execute all documents related to the purchase.
STAFF CONTACT:
Eddie Pastrano, Collection Systems Manager
(650) 822-4547
[email protected]
Maria Aguilar, P.E., Deputy Director of Public Works (Wastewater) (650) 738-4660
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
During the FY 2023-24 Capital Improvements Program (CIP) budget approval process, the Council approved funding for Linda Mar Stormwater Pump Station Rehabilitation Project and the Linda Mar Pump Station Rehabilitation and Repair Project (Projects).
The Linda Mar Pump Station has two separate systems for storm water and sanitary sewer. The storm water system operates on three electric P20 prime pumps and one hydraflo pump (formerly called hydro pump), while the sanitary sewer system operates on two electric Fairbanks Morse pumps and one engine driven pump. During this year’s storm events, all the electric pumps in both the storm water and sanitary sewer systems were in operation when needed. However, all these pumps will need to be rebuilt to extend their useful lives. Staff compared the costs of replacing these pumps to the costs of rebuilding and determined that the costs to rebuild will only be about 20% to 30% compared to the costs of total replacement.
Moreover, the lead time for the new pumps will be at least eight months to one year. Therefore, staff concluded that the best alternative is to rebuild the pumps.
Because time is of the essence due to the upcoming storm season, staff started soliciting Pacifica City Council 2
September 25, 2023
quotes from different pump repair companies that will guarantee completion of the work before the rainy season begin. Only Pan-Pacific Supply gave staff the time and assurance that the pumps will be refurbished by the end of October 2023. Because the pump station for each system must have working pumps in place, only one pump for each system was sent to be rebuilt. Additionally, the GE vertical motor that runs the Fairbanks Morse pump in the sewer system was determined to need to be refurbished. The remaining electric pumps will be sent to be rebuilt after this coming rainy season. The repaired hydraflo pump will have new epoxy coating applied to the pump.
The following are reasons rebuilding of the P20 Prime Pump, Fairbanks Morse Pump and the GE Vertical motor, and recoating of the Hydraflo Pump for the Linda Mar Pump Station by PanPacific Supply have been determined to be an urgent purchase and benefits the city:
• The pumps need to be rebuilt to extend their useful lives and protect the City during the upcoming storm season.
• Staff compared the costs of replacing these pumps to the costs of rebuilding and determined that the costs to rebuild will be about 20% to 30% compared to the costs of total replacement. Moreover, the lead time for the new pumps will be at least eight months to one year.
• Because time of is of the essence, staff started soliciting quotes from different pump repair companies that will guarantee completion of the work before the rainy season begins. Only Pan-Pacific Supply gave staff the time and assurance that the pumps will be rebuilt by the end of October 2023.
• City of Pacifica Administrative Policy #76, Purchasing Policy, section 3.6.1, authorizes the City Manager to waive bidding requirements for urgent procurement if he/she determines sufficient justification exists.
For these reasons, the City Manager is recommending the approval of the Purchase Agreement between the City of Pacifica and Pan-Pacific Supply, via urgent purchase, in the amount of $93,987.40 to rebuild the P20 Prime Pump and recoat Hydraflo Pump for the Linda Mar Stormwater Pump Station Rehabilitation Project and rebuild the Fairbanks Morse pump and GE Vertical motor for the Linda Mar Pump Station Rehabilitation and Replacement Project; and authorize the City Manager to execute all documents related to the purchase and authorize the City Manager to execute all documents related to the purchase.
Staff will continue to annually assess the conditions of the pumps at the Linda Mar Pump Station to determine needs for replacement or rehabilitation.
ALTERNATIVE ACTION:
The Council may choose not to approve the Purchase Agreement with Pan-Pacific Supply, via urgent purchase. However, doing so would delay project delivery, will likely increase project cost, and will subject the city to possible flooding in the Linda Mar neighborhoods and cause sanitary sewer overflows. The City Manager does not recommend this alternate action.
RELATION TO CITY GOALS AND WORK PLAN:
Approval of the Purchase Agreement is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets and facilities: The Purchase will Pacifica City Council 3
September 25, 2023
improve conveyance of stormwater at the Linda Mar Stormwater Pump Station and help reduce flooding at the lower Linda Mar neighborhoods.
FISCAL IMPACT:
The Source and Use of Funds spreadsheet is shown below:
• For the rebuild of the P20 Prime Pump and Epoxy Coat of the Hydraflo Pump Project Source
Linda Mar Stormwater Pump Station Rehabilitation Project Account No 34.900000.52800.C047.000 $ 204,785.16
Total Source of Fund $ 204,785.16
Project Cost
Rebuild of the P20 Prime Pump and Epoxy Coat of the Hydraflo Pump ($ 52,864.68) Total Project Cost ($ 52,864.68)
Estimated Project Source End Balance $ 151,920.50
• For the rebuild of the Fairbanks Morse Pump and GE Vertical Motor Project Source
Linda Mar Pump Station Rehabilitation and Replacement Project Account No 34.900000.52800.C006.000 $ 41,122.71
Total Source of Fund $ 41,122.71
Project Cost
Rebuild of the Fairbanks Morse Pump and GE Vertical Motor ($ 41,122.71) Total Project Cost ($ 41,122.71)
Estimated Project Source End Balance $ 0
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2023-24 budget for this purchase.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Purchase Agreement_Pan-PacificSupply_LindaMarPS Pumps and Motor Rebuild.SIGNED (PDF)
Pacifica City Council 4
September 25, 2023
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
APPROVING THE PURCHASE AGREEMENT BETWEEN THE CITY OF PACIFICA AND PAN-PACIFIC SUPPLY TO REBUILD THE P20 PRIME PUMP AND EPOXY COAT THE
HYDRAFLO PUMP FOR THE LINDA MAR STORMWATER PUMP STATION
REHABILITATION PROJECT AND REBUILD THE FAIRBANKS MORSE PUMP AND GE
VERTICAL MOTOR FOR THE LINDA MAR PUMP STATION REHABILITATION AND
REPLACEMENT PROJECT
WHEREAS, during the FY 2023-24 Capital Improvements Program (CIP) budget approval process, the City Council approved funding for the Linda Mar Stormwater Pump Station Rehabilitation Project and the Linda Mar Pump Station Rehabilitation and Repair Project (Projects); and
WHEREAS, the Projects includes the rehabilitation or rebuild or epoxy coating of existing pumps; and
WHEREAS, Staff compared the costs of replacing these pumps to the costs of rebuilding and determined that the costs to rebuild will only be about 20% to 30% compared to the costs of total replacement. Moreover, the lead time for the new pumps will be at least eight months to one year; and
WHEREAS, because time of is of the essence, staff started soliciting quotes from different pump repair companies that will guarantee completion of the work before the rainy season begin. Only Pan-Pacific Supply gave staff the time and assurance that the pumps will be delivered in a much better condition by the end of October 2023; and WHEREAS, City of Pacifica Administrative Policy #76, Purchasing Policy, section 3.6.1, authorizes the City Manager to waive bidding requirements for urgent procurement if he/she determines sufficient justification exists.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to:
Approve the Purchase Agreement between the City of Pacifica and Pan-Pacific Supply, via urgent purchase, in the amount of $93,987.40 to rebuild the P20 Prime Pump and Epoxy coat Hydraflo Pump for the Linda Mar Stormwater Pump Station Rehabilitation Project and rebuild the Fairbanks Morse pump and GE Vertical motor for the Linda Mar Pump Station Rehabilitation and Replacement Project and authorize the City Manager to execute all documents related to the purchase authorize the City Manager to execute all documents related to the purchase. • • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 25th day of September 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
Pacifica City Council 5
September 25, 2023
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney