City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 6, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: SERVICES AGREEMENT FOR ON-CALL REPAIR, MAINTENANCE, AND SERVICE FOR VARIOUS SEWER LIFT STATION PUMPS WITH FLO-SERVICES, INC., OF BURBANK, CALIFORNIA, FOR A TWO-YEAR TERM IN AN AMOUNT NOT TO EXCEED $150,000 ISSUE:
Approve a Services Agreement for on-call repair, maintenance, and service for various sewer lift station pumps with Flo-Services, Inc., of Burbank, California, for a two-year term, in an amount not to exceed $150,000.
RECOMMENDATIONS:
That the City Council:
Approve a Services Agreement for on-call repair, maintenance, and service for various sewer lift station pumps with Flo-Services, Inc., of Burbank, California, for a two-year term in an amount not to exceed $150,000; and Authorize the City Manager, or designee, to execute the Services Agreement including making minor and non-substantive changes based upon acceptable performance by the contractor, subject to the same terms and conditions of the agreement and budgeted funds.
BACKGROUND:
The Public Works Department, Wastewater Division, is responsible for the collection, conveyance, and treatment of wastewater generated within the City of Riverside (City), the communities of Edgemont, Highgrove, Jurupa, Rubidoux, and the unincorporated community of Highgrove. Wastewater is conveyed to the Riverside Water Quality Control Plant (WQCP) through more than 800 miles of sewer lines throughout the City. Wastewater is treated and disinfected at the WQCP so that it can be reused for irrigation or discharged to the Santa Ana River in accordance with federal, state, and local regulations.
The Wastewater Division Collections Section (Collections) operates and maintains sewer lines, manholes, and pump stations which comprise the wastewater collection system. As part of its routine work, Collections cleans and repairs sewer lines and manholes, responds to emergency sewer overflows, and operates 19 offsite sewer lift stations.
DISCUSSION:
Lift stations pump wastewater from a lower to higher elevation so that it can flow downhill to the treatment facility. Key components of a lift station include a wastewater receiving well, pumps, piping, valves, and an equipment control panel with an alarm system. Pumps are the primary and most critical elements of a sewer lift station. As an example, four Fairbanks Morse brand pumps operate in continual rotation at the Wood Road Sewer Lift Station, the City’s second largest, to serve the Orangecrest and Mission Grove neighborhoods.
Most pumps have specialized parts, which must be maintained to manufacturer’s specifications to ensure performance. If not properly maintained, pumps could malfunction, resulting in failure or severe damage to parts. This malfunction could potentially lead to a violation of waste discharge requirements from the State of California, or yield penalties from regulatory agencies. Flo-Services, Inc. is the original equipment manufacturer factory authorized service provider for Fairbanks Nijhuis (Formerly Fairbanks Morse) pumps which many Southern California and Nevada agencies utilize. On-call maintenance and repair services by the factory authorized service provider ensures pumps are maintained to a set standard and remain available for effective and reliable use.
Section 404 of Purchasing Resolution 23914 allows for exceptions to competitive bidding for The Water, Electric, and Sewer Utilities and states, “Utilities Exception. The Water, Electric and Sewer Utilities have a need for compatibility within their respective systems for uniform operation, maintenance and replacement, and this need can be met by procuring certain supplies, equipment, and materials supplies through Informal Procurement or Negotiated Procurement.
If it appears to the Manager to be in the best interest of overall economy and efficiency of the City to do so, and it is within existing budget appropriation, the following supplies, equipment, and materials are determined to be peculiar to the needs of the Water Utility, the Electric Utility, and the Sewer Utility and may be acquired by Informal Procurement or Negotiated Procurement, regardless of their estimated Procurement expenditure amounts, provided that the City's Board of Public Utilities or City Council shall have approved the proposed acquisition if required under the provisions of the City Charter, either by approval of the procurement contract or approval of annual purchase orders…”. The referenced list includes “Pumps and Repairs”.
The Purchasing Manager concurs that the recommendation to approve the agreement is in compliance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 4 — Environmental Stewardship and Goal 4.2 — Sustainably manage local water resources to maximize reliability and advance water reuse to ensure safe, reliable, and affordable water to our community.
Community Trust – Maintaining the wastewater treatment and collections systems serve the public interest and supports clean water in the community and environment.
Equity – This effort supports clean water, public health, and resource recovery throughout the City.
Fiscal Responsibility – Provides a quality public service to all residents in a fiscally responsible way.
Innovation – This action is neutral towards this Cross-Cutting Thread.
Sustainability & Resiliency – Proper operation and maintenance of the wastewater system contributes to the sustainability of the City’s and region’s local water resources and environment.
FISCAL IMPACT:
The total fiscal impact of the action is $150,000 over the two-year term of the agreement. Sufficient funds have been budgeted in the Fiscal Year 2023/24 budget, Sewer Fund, Sewer Collection Systems Maintenance, Professional Services account number 4125100-421000 that will be presented to Council in June 2023 for adoption. Appropriations for future fiscal years will be included in the Department’s budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Agreement
Pricing Sheet
Flo-Services, Inc. Services Agreement ● Page 2