City Council
Report
City Council Meeting: July 27, 2021
Agenda Item: 3.E
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To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Water Resources Subject: Award Bid #4408 and enter into Agreement with Herc Rentals Inc. for Temporary Pump Rental
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4408 to Herc Rentals Inc. for rental of temporary water and wastewater pumps and related parts for the Public Works Department; and
2. Authorize the City Manager to negotiate and execute a contractual services agreement with Herc Rentals Inc, in an amount not to exceed $300,000 over five years, with an increase of no more than 2% each year, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica Water Resources Division operates and maintains the Moss Avenue Pump Station (MAPS) and the Pico-Kenter Pump Station which assist with conveyance of sewage to the Hyperion Water Reclamation Plant and diversion of urban runoff to the Santa Monica Urban Runoff Recycling Facility (SMURRF), respectively.
Temporary pumps are required to maintain the pumping capacity at MAPS during routine pump maintenance activities and are also required as backup in the event any of the pumps fail at the Pico-Kenter station. Staff recommends Herc Rentals Inc. to provide rental wastewater pumps for a total amount not to exceed $300,000 over a fiveyear period.
Discussion
MAPS and Pico-Kenter Pump Station are vital facilities to the City’s wastewater and storm drain infrastructure. MAPS conveys an average of 5 million gallons of sewage per day to Hyperion Water Reclamation Plant for treatment and Pico-Kenter Pump Station diverts an average of 100,000 gallons of urban runoff per day to SMURRF for treatment and production of reclaimed water. Having access to temporary pumps is critical in the 2 of 3
event any of the pumps fail at either facility or to carry out routine maintenance activities at MAPS. Temporary pumps are also used when scheduled groundwater well maintenance occurs as there is an influx of extra water from well flushing which the Pico-Kenter Pump Station cannot accommodate. 100% of the costs associated with the MAPS operations are reimbursed by the City of Los Angeles per an existing maintenance agreement.
In January 2021, the City’s Water Resources Division issued Request for Bids #4408 and Herc Rentals Inc. provided the sole response. Based on expected annual rentals, Water Resources seeks to establish a contractual services agreement in an amount not to exceed $300,000 over a five-year period.
Vendor Selection
Best and Only Bidder Herc Rentals Inc
Submittals Received Selection Criteria
Bidder $300,000 Municipal Code SMMC 2.24.180
Evaluation Criteria Price; the quality of the material or services offered; the ability, capacity and skill of the bidder to perform or provide the materials or services; the capacity of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference; experience and efficiency of the bidder. The City shall have absolute discretion in determining the applicability and weight of the criteria listed above.
Bid Data
Date Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
01/04/2021 City's Online
Bidding Site Santa Monica Daily Press 9 01/25/2021
Additional Vendor Outreach & Justification to Award
Procurement conducted additional outreach to vendors who downloaded the bid to see why they did not submit a bid. Southwest Binding & Laminating submitted a No Bid citing they do not offer the products or services sought. Xcel Mechanical Systems submitted a No Bid citing they were not interested in bidding at this time. Herc Rental Inc is recommended as the best bidder based on price, the capacity and skill of the bidder to perform the service, and the ability to provide the service promptly. Based on these criteria, Herc Rentals Inc is recommended as the best bidder.
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Wastewater Fund to award a purchase order to Herc Rental Inc for temporary wastewater pump rental.
Contract
FY 2021-22
Budget
Request Amount
Department Account # Total Contract
Amount
$30,000 51500001.529420 $150,000
$30,000 51500001.529450 $150,000
Total $300,000
Prepared By: Thomas Poon, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Oaks Initiative - Herc Rentals Inc