DATE: NOVEMBER 12, 2024
DEPARTMENT: PUBLIC WORKS DEPARTMENT
FROM: DAVID JACOBS, PW DIRECTOR
BY: JONATHAN ESTEBAN, ASSISTANT ENGINEER
ADRIANA ROBLES, ASST. PW DIRECTOR/CITY ENGINEER
TITLE: PUMP, MOTOR, AND MECHANICAL REPAIR SERVICES AWARD FOR THE CITY’S SEWER PUMP STATIONS RECOMMENDED MOTION:
A motion to approve a Resolution:
Awarding contracts to Fluid Resource Management, Inc. and Koffler Electrical Mechanical Apparatus Repair, Inc. for Pump, Motor, and Mechanical Repair Services for two years beginning on the date of execution with an option to extend the term for two (2) additional years in an amount not to exceed $1,000,000 for each vendor; and Authorizing the City Manager to execute the agreements and extensions and/or modifications to the Pump, Motor, and Mechanical Repair Services Contract and to take whatever additional action may be to effectuate the intent of this resolution.
EXECUTIVE SUMMARY:
On August 28, 2024, the City issued a Request for Proposals (RFP) for pump, motor, and mechanical repair services. On September 24, 2024, the City received three (3) proposals from Fluid Resource Management (FRM), Koffler Electrical Mechanical Apparatus Repair, Inc., and DXP Enterprises. The RFP allows the City to award multiple contracts to meet operational needs. The contract is an on-call contract with a term of two years with an option to extend the term for an additional two years. The contract has a non-guaranteed maximum gross contract amount of $1,000,000.
After review of the proposals per selection requirements in the RFP, the City recommends awarding a contract to FRM and Koffler.
BACKGROUND:
Maintenance staff informed engineering staff of several issues with the City’s sanitary sewer pump stations that require immediate repairs. Due to the necessity of quick repairs and improvements to the City’s sewer pump stations, a Request for Proposals for an on-call style contract was issued for pump, motor, and mechanical repair services.
On August 28, 2024, the City issued a Request for Proposals (RFP) for pump, motor, and mechanical repair services.
The work in the contract includes, but is not limited to, all labor and equipment to repair, replace, adjust, and maintain pumps, motors, and related mechanical systems; inspection; testing; and emergency response. The Contractor must be able to respond to emergency repairs within 24 hours and to non-emergency repairs within 72 hours.
The contract is for “as-needed services” and is not a guarantee that the City will contact awarded contractors to perform such services. The awarded contract will be valid for two years with an opportunity to extend for an additional two years upon agreement with the City. Total charges under this contract are not-to-exceed $1,000,000. The City reserves the right to award multiple contracts in order to meet its operational needs.
On September 24, 2024, the City received three (3) proposals from Fluid Resource Management (FRM), Koffler Electrical Mechanical Apparatus Repair, Inc (Koffler), and DXP Enterprises.
Upon review and evaluation of submitted proposals, the ranking of bids are as follows:
Fluid Resource Management
Koffler Electrical Mechanical Apparatus Repair, Inc.
DXP Enterprises
DXP Enterprises bid proposal was found to be incomplete, due to missing license and registration information.
City staff recommends awarding a contract to Fluid Resource Management and Koffler Electrical Mechanical Apparatus Repair.
CEQA CONSIDERATION:
The City of Salinas has determined that the project is exempt from the California Environmental Quality Act (CEQA) Guidelines Section 15301 et al., because the project proposes repair, maintenance, or minor alterations of existing facilities.
CALIFORNIA GOVERNMENT CODE §84308 APPLIES:
No
STRATEGIC PLAN INITIATIVE:
This item relates to the Council’s Goal of Infrastructure and Environmental Sustainability and Public Safety.
DEPARTMENTAL COORDINATION:
The purchasing process and staff report were coordinated with the Public Works Department, the City Attorney’s Office, and Finance Department. Project assignment under the contracts will be coordinated with Maintenance Department.
FISCAL AND SUSTAINABILITY IMPACT:
There are funds in CIP 9222 that can be used to assign work under the contract.
Fund
Appropriation
Appropriation
Name
Total Appropriation
Amount for recommendation
FY 24-25 CIP Budget Page
Last Budget Action (Date, Resolution)*
5800
50.9222-66.4000
Capital Outlays
$176,908
$100,000
Engineering & Transportation / 9222
4/23/24, 22940
ATTACHMENTS:
Resolution
Agreement FRM
Agreement Koffler
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