City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 27, 2023 FROM: PUBLIC UTILITIES DEPARTMENT WARDS: ALL
PARKS, RECREATION & COMMUNITY
SERVICES DEPARTMENT
SUBJECT: REQUEST FOR PROPOSAL 2250 - SERVICES AGREEMENT FOR WELL PUMP, POOL PUMP AND MOTORS REPAIR SERVICES WITH TRI COUNTY PUMP COMPANY, OF SAN BERNARDINO, CALIFORNIA FROM JULY 1, 2023 THROUGH JUNE 30, 2026, IN AN AMOUNT NOT-TO-EXCEED $1,125,000, AND WITH ONE OPTIONAL TWO-YEAR EXTENSION AND A TOTAL NOT TO EXCEED AMOUNT OF $1,875,000 AFTER CONTRACT EXTENSION ISSUE:
Consider approval of a Services Agreement from Request for Proposals 2250 for Well Pump, Pool Pump and Motor Repair Services with Tri County Pump Company, of San Bernardino, California, from July 1, 2023 through June 30, 2026 in an amount not-to-exceed $1,125,000, with one optional two-year extension and a total not-to-exceed amount of $1,875,000 after contract extension. Public Utilities’ contract amount is for $750,000 (or $1,250,000 with two-year extension option) and Parks, Recreation and Community Services’ contract amount is for $375,000 (or $625,000 with the two-year extension).
RECOMMENDATIONS:
That the City Council:
Approve a Services Agreement from Request for Proposals 2250 for well pump, pool pump and motor repair services with Tri County Pump Company of San Bernardino, California, from July 1, 2023 through June 30, 2026, in an amount not-to-exceed $1,125,000, with one optional two-year extension and a total not-to-exceed amount of $1,875,000 after contract extension; and Authorize the City Manager, or designee, to execute the Services Agreement, including the optional extension and making minor and non-substantive changes.
BOARD RECOMMENDATION:
On June 26, 2023, the Board of Public Utilities approved a Services Agreement from Request for Proposals 2250 for Well Pump, Pool Pump and Motor Repair Services with Tri County Pump Company, of San Bernardino, California, from July 1, 2023 through June 30, 2026 in an amount not-to-exceed $1,125,000, with one optional two-year extension and a not-to-exceed amount of $1,875,000 after contract extension, and a work order 2319495 in the amount of $750,000 for the booster station pump and motor repairs service agreement with Tri County Pump Company of San Bernardino, California.
DISCUSSION:
The Public Utilities Department, Water Division (RPU) operates 50 groundwater production wells throughout groundwater basins in Riverside and San Bernardino counties. These groundwater wells supply water to the potable and non-potable water systems. These facilities have 50 pumps, motors, and other mechanical and electrical equipment needing servicing. These groundwater production wells run continuously during peak demand periods and need maintenance, rehabilitation, and repairs as necessary.
RPU maintenance staff can perform various repairs to water system equipment; however, motors, pumps, and electrical equipment used to operate groundwater wells require specialty contractors with electrical and mechanical expertise to remove, repair, and replace critical equipment. Specialty contractors remove and inspect damaged pumps and motors and report on the need for repair or replacement. Pump repairs could involve rebuilding equipment’s bearings, shafts, couplings, and impellers. In contrast, motor repairs may include rebuilding or replacing motor windings, rotors, space heaters, and thermistor sensors. Water operations management and maintenance staff review all repair recommendations and approve necessary work.
For public health, Parks, Recreation and Community Services (PRCS) requires a dedicated contractor for urgent repairs of pool pumps and motors. Routine pool pump testing and disinfection is required to meet Health Department requirements which includes bacteriological sampling provided by the contractor.
Contractor Selection
On December 19, 2022, the Purchasing Division posted Request for Proposals (RFP) No. 2250 for Services for Well Pump, Pool Pump and Motor Repairs on the City’s public facing purchasing website. Proposals were due on January 5, 2023. Three vendors submitted proposals, with one being deemed non-responsive.
Criterion
Max Score
Tri County Pump Co.
Brax Co., Inc
Qualification Scores
750
580
605
Cost Scores
250
250
124
Total
1000
830
729
Rank
1 2
Vendors
City Location
Proposal Amount
Rank
Tri County Pump Co.
San Bernardino, CA
$205,164
1 Brax Co., Inc
Valley Center, CA
$436,250
2 Legend Pump and Well Service*
San Bernardino, CA
$209,000
N/A
*Vendor deemed non-responsive due to not having required contractor’s license.
Score based on weighted score:
Qualifications – 40%
Pricing – 25%
Experience (Projects of similar size and scope) – 20%
Professional Reference – 5%
Approach and Methodology – 10%
Amounts shown are hourly rates for service on an estimated yearly basis.
Service cost breakdown for Tri County Pump Company is as follows:
Quantity
Unit
Description
Unit Price
Total
200
Hours
Shop Labor Rate - Straight Time
$ 106.70
$ 21,340
100
Hours
Shop Labor Rate - Overtime
$ 151.80
$ 15,180
200
Hours
Field Labor Rate - Straight Time
$ 446.20
$ 89,240
100
Hours
Field Labor Rate - Overtime
$ 685.40
$ 68,540
100
Hours
Shop Inspection Labor Rate
$ 106.70
$ 10,670
1 Lump Sum
Misc Parts, Components, and Equipment
$ 194.00
$ 194
$205,164
Staff reviewed the proposals based on the criteria described in the RFP. A predetermined scoring methodology was used to rank the contractors as outlined in the RFP. Based on the final scores, staff negotiated a services agreement with Tri County Pump Company. Staff recommends them as the best contractor to perform the work based on their qualifications, experience, project approach, and ability to meet necessary repair requests promptly at a fair and reasonable cost. Tri-County also committed to holding its prices for the next three years with an option to extend the contract for two more years. This contract includes services for the Parks, Recreation, and Community Services Department's groundwater wells, which they will fund from their cost center.
The total contract amount is $1,125,000, or not-to-exceed $1,875,000, with the two-year extension option. The RPU amount is $750,000 for the initial term and $1,250,000 with the two-year extension option. The remaining contract amount is dedicated to Parks, Recreation, and Community Services.
The Purchasing Manager concurs that the recommended actions are in compliance with Purchasing Resolution No. 23914.
The Parks, Recreation & Community Services Director concurs with this report.
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.
The item aligns with each of the five cross-cutting threads as follows:
Community Trust – Customers receive safe, reliable drinking water.
Equity – The performance of urgent repairs of pumps and motors allows us to guarantee delivery of potable water services to Riverside’s water infrastructure ensuring safe and reliable water for all members of the community.
Fiscal Responsibility – Fiscal responsibly achieved by utilizing competitive procurement process.
Innovation – With periodic repairs, we can ensure reliable water services with no impact to the Riverside community.
Sustainability & Resiliency – Performance of urgent repairs on pumps improves efficiency and reliability of the wells and help the city meet its Sustainability and Resiliency goals.
FISCAL IMPACT:
The total fiscal impact of this agreement over three years is $1,125,000; $750,000 fiscal impact for Riverside Public Utilities and $375,000 fiscal impact for Parks & Recreation.
The annual estimated cost is $250,000, and only actual expenditures for services rendered will be incurred. Upon Council approval of the agreement, a budget adjustment of $1,312,000 from the Water Fund, Transmission Mains Project Account 6230100-470735 to the Water Fund, Facility Rehabilitation Project Account 6230100-470803. Sufficient funds for the Parks & Recreation portion of the agreement are budgeted in the General Fund, Parks & Recreation-Parks, Maint/Repair of Buildings expenditure account 5215000-424130.
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: Todd M. Corbin, Utilities General Manager Certifies availability
of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved by: Rafael Guzman, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Agreement
Award Recommendation
Presentation
RFP 2250 Well Pump, Pool Pump and Motor Repair Services Agreement ● Page 2