____________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 2.h
Meeting Date: October 5, 2026
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Ryan Montes, Operations and
Maintenance Manager City Manager Approval: __________
TOPIC: STORMWATER PUMP STATION REPAIR AGREEMENT
SUBJECT: RESOLUTION WAIVING COMPETITIVE BIDDING REQUIREMENTS AND
AUTHORIZING THE CITY MANAGER TO ENTER INTO A MAINTENANCE
AGREEMENT WITH PUMP REPAIR SERVICE COMPANY TO REPLACE TWO (2) STORMWATER PUMPS FOR AN AMOUNT NOT TO EXCEED $460,000 RECOMMENDATION:
Staff recommend that the City Council adopt a resolution waiving competitive bidding requirements and authorize the City Manager to enter into a maintenance agreement with Pump Repair Service Company to replace two (2) stormwater pumps in an amount not to exceed $460,000.
BACKGROUND:
The City of San Rafael has twelve stormwater pump stations that serve as the backbone of the City’s flood control system. Most storm drain inlets are located along roadways throughout the City and drain into one of the twelve pump stations, which run thirty-four (34) pumps. The pump stations can discharge a combined two (2) million gallons of water per minute during significant storm events. The importance of well-functioning pump stations cannot be overstated, as San Rafael is especially susceptible to flooding due to its unique geography. The combination of more severe weather events, extreme king tides, and sea level rise makes it imperative to invest in this critical infrastructure. This upcoming storm season is anticipated to be particularly challenging because of El Niño.
While the Department of Public Works maintenance staff performs day-to-day maintenance at the stations, the City annually contracts for thorough inspections and repairs to the pump stations through more specialized companies to ensure the pumps and control systems are properly functioning ahead of the upcoming winter storm season.
It is important to note that all but four (4) of the stormwater pump stations (Lindaro, North Francisco, Rossi, and San Quentin) were constructed in the 1950s and 1960s and continue to SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
rely on original equipment, including pumps and control systems. During heavy rain events, garbage, rocks, and other debris often enter the stormwater pump station system, causing significant damage to the pumps and piping system over time.
Damaged pumps must be pulled using large construction equipment and taken to an outside facility specializing in pump repair for repairs and rebuilds. In many cases, replacement of the pump components is required, as they can be completely damaged by debris. When the pumps are installed, they are submerged at the pump station; it is nearly impossible to determine the full extent of the damage on the inside of the fully enclosed pump system. Removal and disassembly of the pump are needed to assess the damage fully. Since many of the pumps are the original units which have been rebuilt multiple times over the years, they are reaching a point where complete replacement is necessary.
ANALYSIS:
The City has bid these repairs competitively several times over the years. However, lack of bidders, inadequate service by low-bid contractors, and the specialized nature of the work led the City to work exclusively with Pump Repair Service Company of San Francisco. Few repair companies have the expertise required to service pumps from the 1950s and 1960s, most of which were manufactured by Cascade Pump or Peerless Pump. Pump Repair Service Company has the expertise to work on these pumps and has successfully repaired other City stormwater pumps on several occasions. Staff recommends the waiver of competitive bidding for the work described above, as described in section 2.55.100(C) of the San Rafael Municipal Code:
“Supplies, materials, equipment, and services that can only be obtained from a sole source or that are specialty in nature. If limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appear, then purchases may be made without recourse to the competitive bidding provisions of this chapter. Approval of waiver of competitive bidding shall be given by the same level of authority as set forth in the section for award authority.” The following pumps and motors are still currently operational but have reached their end of life and need to be replaced:
Storm Water Pump Station Schedule Cost
Corp Park Pump Station (Second St) #2
Pump and Motor
30-32 Weeks $261,504.39
Cayes Pump Station #1 Pump and Motor 20-24 Weeks $155,077.02 Total $416,581.41
Contingency $43,418.59
Total With Contingency $460,000
Corp Park Pump Station (Second St): The Corp Park pump station was constructed in the 1950s. Pump and motor maintenance records at this station are limited, but it is believed these are the original pump and motors, which have been repaired and rebuilt various times over the years. Pump #2 has significant wear and corrosion in the suction bells, and testing shows motor #2 is reaching the end of its life. Staff recommends replacing the pump with a Cascade pump that meets or exceeds current pumping requirements. Staff also recommends replacing the motor with a US Motor due to its age and compatibility with the new pump. The recommended Cascade SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
pump and US Motor are shown in the estimate provided by Pump Repair Service Company (Attachment 2).
Cayes Pump Station: The Cayes pump station was constructed in the 1960s with the development of the Spinnaker/Baypoint neighborhoods. The station serves the Baypoint Lagoon, which acts as the primary stormwater detention basin for the surrounding area. Pump and motor maintenance records are limited for this station, but it is believed that pump #1 and motor are the original units that have been repaired and rebuilt various times over the years. Pump #2 and motor were replaced in 2017. Pump #1 at the Cayes Pump Station shows significant wear and corrosion throughout, and testing shows motor #1 is reaching the end of its life. Staff recommend replacing the pump with a new Cascade pump that meets or exceeds current pumping requirements. Staff also recommends replacing the motor with a US Motor at the same time due to its age and compatibility with the new pump. The recommended Cascade pump and US Motor are shown in the estimate provided by Pump Repair Service Company (Attachment 2).
The recommendation to purchase the Cascade pumps and US Motor manufactured motors for the replacement work at all pump stations is based on the staff’s thorough research regarding the most appropriate equipment needed for the pump station equipment replacement, which determined that:
1. Both the Cascade pump and US Motor are recommended because the specialized nature, quality, and unique suitability of the equipment meet the City’s needs.
2. Both manufacturers maintain a reputation for specialization, quality, and durability and are uniquely suited to assist with standardizing pumps and motors at City stormwater pump stations.
3. Five (5) of the City’s pump stations are equipped with Cascade pumps and US Motors, including the newly constructed San Quentin pump station as well as recently replaced pumps and motors at Kerner and Canal pump stations.
Both the Cascade pumps and US Motors are manufactured in the USA and include warranties.
FISCAL IMPACT:
The recommendation would result in expenditures totaling an amount not to exceed $460,000.
The Fiscal Year 2026-27 Approved Budget includes $750,000 in appropriations for contractual services from the Stormwater Drain Maintenance Fund (Fund #205) to support work related to the stormwater system.
OPTIONS:
1. Approve the waiver of competitive bidding and authorize the City Manager to enter into the agreement with Pump Repair Service Company as recommended for a not to exceed amount of $460,000.
2. Direct the City staff to solicit additional bids. This option will take additional time and may significantly impact the functionality of the pump stations for future storm seasons.
RECOMMENDED ACTION:
Staff recommend that the City Council adopt a resolution waiving competitive bidding requirements and authorize the City Manager to enter into a maintenance agreement with Pump Repair Service Company to replace two (2) stormwater pumps in an amount not to exceed $460,000.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
ATTACHMENTS:
1. Resolution
2. Proposed Public Works Contract with Pump Repair Service RESOLUTION NO.
RESOLUTION WAIVING COMPETITIVE BIDDING REQUIREMENTS AND AUTHORIZING THE
CITY MANAGER TO ENTER INTO A MAINTENANCE AGREEMENT WITH PUMP REPAIR SERVICE COMPANY TO REPLACE TWO (2) STORMWATER PUMPS FOR AN AMOUNT NOT TO EXCEED $460,000
WHEREAS, the Department of Public Works maintains twelve (12) stormwater pump stations; and WHEREAS, the Department of Public Works annually assesses repair and replacement needs of the stormwater pump stations; and
WHEREAS, the Department of Public Works has determined the need to replace a total of two (2) pump units, one (1) at the Corp Park pump station and one (1) at the Cayes pump station; and WHEREAS, pursuant to San Rafael Municipal Code Section 2.55.100.C, the City Council may waive bidding requirements if there are valid reasons for waiving bidding; and WHEREAS, the importance of well-functioning pump stations cannot be overstated, as San Rafael is especially susceptible to flooding due to its unique geography. The combination of more severe weather events, extreme king tides, and sea level rise makes it imperative to invest in this critical infrastructure; and
WHEREAS, the Department of Public Works has unsuccessfully solicited bids for specialized pump repairs in the past; and
WHEREAS, the Department of Public Works recommends waiving competitive bidding requirements as this upcoming storm season is anticipated to be particularly challenging because of El Niño, and entering into a maintenance agreement with Pump Repair Service Company for an amount not to exceed $460,000 will allow the City to undertake necessary maintenance to weather the upcoming storm season; and
WHEREAS, appropriations for pump maintenance and repairs were included in the Fiscal Year 2026-27 Budget approved by the City Council on June 15, 2026 and included in the Stormwater Drain Maintenance Fund (Fund #205) in the approved budget; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby waives competitive bidding requirements pursuant to San Rafael Municipal Code Section 2.55.100 and authorizes the City Manager to enter into a maintenance agreement with Pump Repair Service Company to replace two (2) stormwater pumps in an amount not to exceed $460,000.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 5th day of October 2026, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
____________________
Lindsay Lara, City Clerk