CITY OF POMONA
COUNCIL REPORT
November 20, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Chris Diggs, Water Resources Director
SUBJECT: AWARD BID TO LITTLEJOHN-REULAND CORPORATION FOR ELECTRICAL MAINTENANCE AND REPAIR SERVICES FOR MOTOR CONTROL CENTERS AT WATER RESOURCES FACILITIES RECOMMENDATION: It is recommended that the City Council take the following action:
Award a bid to Littlejohn-Reuland Corporation (Littlejohn) for a three-year agreement with two additional one-year renewal options, for electrical maintenance and repair services for Motor Control Centers (MCC), at the prices bid, in the amount not-to-exceed of $720,000 and, Authorize the City Manager, or designee, to execute a three-year agreement with two one-year renewal options with Littlejohn on behalf of the City and any subsequent documents or amendments, subject to approval by the City Attorney.
EXECUTIVE SUMMARY:
The recommended contract with Littlejohn will allow the Water Resources Department (WRD) to perform continuous maintenance and repairs of the MCC at water facilities.
FISCAL IMPACT:
Funding is available within the FY 2023-24 Water Operating Budget (571-8123-53600-00000). WRD anticipates $150,000 in expenditures for the remainder of FY 2023-24. The three-year contract amount is not-to-exceed $720,000; with amount of $240,000 per each contract year. Funding for future years will be included in each respective annual budget requests.
DISCUSSION:
The WRD operates and maintains over 50 water production and treatment sites which have complex electrical systems. WRD currently employs three full-time technicians who are dedicated to maintaining all of the electrical systems; which include the MCCs, water booster stations, water treatment plants, water well pumps and motors, among many other facilities. Each site has a minimum of one MCC, with most having more than one. As these systems age, maintenance and repairs are increasing. The services provided include maintenance, troubleshooting, and making repairs. The goal of this contract is to prevent failures by performing regular maintenance, cleaning, inspections, and replacement of worn or obsolete parts. Furthermore, the recommended contract will be beneficial to the Department during staffing shortages.
In accordance with Section 2-993.1 (4) of the City’s Purchasing Ordinance, a public notice inviting bids was posted on PlanetBids on September 21, 2023; IFB # 2023-1028 where 545 vendors were notified, 18 prospective bidders downloaded the bid and 2 bids were received. All bids were reviewed, and Little John was the lowest bidder of the two responsive/responsible bidders.
Prepared by:
Jose Quintero
Water Production Supervisor
ATTACHMENT:
Attachment No. 1 – Agreement with Littlejohn
Award a Bid to Little John for Electrician Services