City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: SEPTEMBER 16, 2025 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: SECOND AMENDMENT TO SERVICES AGREEMENT FOR ON-CALL REPAIR, MAINTENANCE, AND SERVICE FOR VARIOUS SEWER LIFT STATION PUMPS WITH FLO-SERVICES, INC., OF BURBANK, CALIFORNIA, EXTENDING THE TERM THROUGH JUNE 30, 2026, IN THE AMOUNT OF $180,000, FOR A TOTAL CONTRACT AMOUNT OF $605,000 ISSUE:
Approve the Second Amendment to Services Agreement with Flo-Services, Inc., of Burbank, California, for on-call repair, maintenance, and service for various sewer lift station pumps, extending the term through June 30, 2026, in the amount of $180,000, for a total contract amount of $605,000.
RECOMMENDATIONS:
That the City Council:
Approve a Second Amendment to a Services Agreement with Flo-Service, Inc., of Burbank, California, for on-call repair, maintenance, and service for various sewer lift station pumps, extending the term through June 30, 2026, in the amount of $180,000, for a total contract amount of $605,000; and Authorize the City Manager, or designee, to execute the Second Amendment to the Services Agreement and any additional documents necessary for the Agreement, including amendments and extensions and making minor and non-substantive changes.
BACKGROUND:
The Public Works Department Sewer Division is responsible for the collection and treatment of wastewater generated within the City of Riverside and the communities of Edgemont, Highgrove, Jurupa, and Rubidoux. Wastewater is conveyed to the Riverside Water Quality Control Plant (RWQCP) so that it can be reused or discharged into the Santa Ana River in accordance with the federal, state, and local regulations.
The Wastewater Sewer 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 clean and repairs sewer lines and manholes, responds to emergency sewer overflows, and operations 19 offsite sewer lift stations.
On June 6, 2023, City Council awarded an agreement with Flo-Services, Inc., of Burbank, California, for on-call repair, maintenance, and services for various sewer lift station pumps for a two-year term in an amount not to exceed $150,000. On July 29, 2024, the First Amendment to the agreement with Flo-Services Inc. was executed and increased the compensation by $275,000 and extended the term through June 30, 2025.
DISCUSSION:
Lift stations pump wastewater from a lower to higher elevation so that it can flow 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; pumping wastewater through a pressurized pipe called a force main. 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.
In 2017 the Wood Road Sewer Lift Station force main pipe experienced two separate catastrophic failures resulting in large sewer spills. The repair of those failures required a liner to be installed within the force main to preserve the integrity of the pipe. To protect the liner from sudden pressure changes, the way to lift stations’ pumps historically operated had to be modified. Those necessary modifications have increased both the amount of wear on the pumps and the frequency of repair. Additionally, the costs of those repairs have increased significantly in the last two years and continue to do so. The Wastewater Engineering section is currently evaluating alternative equipment and operating scenarios which would reduce or eliminate the need to repair the station’s pumps so frequently.
Most pumps have specialized parts, which must be maintained to manufacturer 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 services provider for Fairbanks Nijhuis (Formerly Fairbanks Morse) pumps within the Southern California and Nevada Services region. On-call maintenance and repair services by the factory authorized services provider ensures pumps are maintained to a set standard and remain available for effective and reliable use.
Purchasing Resolution 24101 Section 1104 “Change Orders” States that “Modifications to a Purchase Order shall be made only by Change Order. Subject to the availability of funds, Change Orders may be utilized for purposes of…(2) modify unit prices, [or]…(5) modifying contract completion time or the term of a Contract, or (6) any other change approved by the Manager. Unless otherwise specifically authorized by the Awarding Entity, Change Orders which cumulatively exceed the following will require Awarding Entity approval: c) 10% of the original contract price for Contracts and/or Purchase Orders previously approved by the Awarding Entity and the total Change Order amount will not exceed $150,000.” The Purchasing Manager concurs that the recommended action to approve the change order complies with Purchasing Resolution 24101, Section 1104.
FISCAL IMPACT:
The total fiscal impact of the action is $180,000. Sufficient funds are available in the Sewer Fund, Collection System Maintenance, Professional Services account number 4125100-421000.
Prepared by: Kylie Nguyen, Wastewater Resources Analyst Approved by: Gilbert Hernandez, Public Works Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Rebecca McKee-Reimbold, Interim City Attorney Attachment: Second Amendment to Services Agreement
Flo-Services, Inc. - Second Amendment to Agreement ● Page 2