City Council
Report
City Council Meeting: October 27, 2026
Agenda Item: 4.H
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To: Mayor and City Council
From: Christopher Dishlip, Director of Public Works, Facilities Maintenance Division Subject: Approval of Second Modification to Agreement #10729 and Second Modification to Agreement #11167 with Pumpman, LLC for Ongoing and Emergency Repair and Maintenance Services for Facilities and Building Pump Systems and Wastewater Pump Systems for the Public Works Department
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to execute a second modification to agreement #10729 in the amount of $330,000 with PumpMan, LLC for ongoing and emergency repair pump services for the Public Works Department. This will result in an amended eight-year and-six-month agreement with a new total amount not to exceed $1,384,093, with future year funding contingent on Council budget approval; and
3. Authorize the City Manager to execute a second modification to agreement #11167 in the amount of $500,000 with PumpMan, LLC for sewage pump maintenance and repair services for the Public Works Department. This will result in a six-year amended agreement with a new total amount not to exceed $2,250,000 with future year funding contingent on Council budget approval.
Summary
PumpMan, LLC provides essential pump maintenance and repair services for stormwater, groundwater, sewage pumps, chemical pumps, pool pumps, building pumps, and associated control panels at City of Santa Monica (City) facilities. Recent pump failures and required emergency work are rapidly exhausting the existing spending authority. Staff recommends increasing agreement #10729 with PumpMan, LLC by $330,000, for a revised total amount not to exceed $1,384,093 to complete the 2 of 5
needed work, maintain regulatory compliance, and ensure continued operation of pump systems with a revised term ending on July 1, 2027. Staff also recommends increasing agreement #11167 with PumpMan, LLC by $500,000 and extending the term an additional six months while these services are being bid, for a revised term of six years and a total amount not to exceed $2,250,000 to perform routine pump maintenance, maintain regulatory compliance, and ensure continued safe operations of pump systems. The modifications are needed while City staff conduct the procurement process for pump maintenance and repair services.
Discussion
City Council previously awarded two agreements to PumpMan, LLC for: (1) facilities and building pump services, and (2) wastewater pump services. Staff recommends modifying both agreements to allow routine maintenance and repair services to continue while the City completes its current procurement process for pump maintenance and repair services. Procurement, Council award, and contract execution are expected to be completed in the spring of 2027.
Building and Facilities
On August 14, 2018, City Council awarded Bid #4348 to PumpMan, LLC, and authorized the execution of agreement #10729. The services provided under this contract support building and facility operations for stormwater, groundwater, sewage pumps, chemical pumps, pool pumps, control panels, and associated pump system equipment These systems are essential to the reliable operation of City facilities and require ongoing preventive maintenance, emergency repairs, and timely response to equipment failures. Over the course of the agreement, and particularly in recent months, Facilities Maintenance staff have documented an increase in pump failures due to aging components and mechanical wear. Several urgent repairs are ongoing or anticipated, and the remaining contract authority is now insufficient to cover required work. The proposed contract amendment would allow PumpMan, LLC to perform the following tasks:
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• Preventative maintenance work to reduce future emergencies or urgent incidents.
• Technical labor necessary to restore stable and compliant operations. • Emergency or urgent pump repair work in response to recent system failures. • Replacement of deteriorated mechanical components nearing failure.
To ensure adequate funding remains available for ongoing maintenance and unforeseen urgent repair work while these services are procured and awarded, a modification for additional spending authority is recommended. The proposed modification would result in a total contract amount not to exceed $1,384,093. This additional authority is necessary to maintain uninterrupted service, protect City assets, and mitigate potential public health and safety impacts during the transition to a new contract.
Wastewater
On June 22, 2021, City Council awarded Bid #3311 to PumpMan, LLC to repair and maintain wastewater pumps for the City’s Wastewater Division. These wastewater pumps help process raw sewage and urban run-off water and are an integral part of the City’s wastewater collection system. The contractor assigned to service these pumps must be certified, have specialized knowledge of wastewater equipment and operations, and be able to respond 24/7 to emergency repair needs. Staff also recommends modifying agreement #11167 with PumpMan, LLC by $500,000 and extending the term an additional six months while this service is being bid, for a revised term of six years and a total amount not to exceed $2,250,000.
Environmental Review
The proposed action is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines.
Section 15301 provides a Class 1 exemption for projects consisting of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public 4 of 5
or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use.
The proposed contract amendment would support ongoing pump maintenance and repair services for stormwater, groundwater and sewage pumps, chemical pumps, pool pumps, control panels, and associated pump equipment systems existing systems at City facilities. These activities would not result in modifications that expand or materially change the use of the facilities. Instead, the work would maintain and repair existing systems to ensure their continued safe and efficient operation. Therefore, the proposed action is categorically exempt under Section 15301 of the CEQA Guidelines. This action is not a project within the meaning of CEQA because it involves continued maintenance and repair of existing facilities. No additional environmental review is required.
Past Council Actions
Meeting Date Description
8/14/2018 (Attachment A) Bid Award for Pump Maintenance and Repair Services 6/22/2021 (Attachment B) Bid #4411 Award for Sewage Pump Maintenance and Repair Services
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of agreement #10729 (CCS) with PumpMan, LLC for pump maintenance and repair services for stormwater, groundwater and sewage pumps, chemical pumps, pool pumps, control panels, and associated pump equipment systems at City of Santa Monica facilities. The cost is allocated to each department as needed and only if funding is available. Future year funding is contingent on Council budget approval.
Contract #10729 (CCS) Modification Request
Current Authorized
Amount
FY 2026-27
Request Amount
Department
Account #
Total Revised
Contract Amount
$1,054,093 $330,000 01500020.529480 $1,384,093
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In addition, staff seeks authority to approve available funding from the Wastewater Fund to increase the amount of agreement #11167 (CCS) for sewage pump maintenance and repair services. Future year funding is contingent on Council budget approval.
Contract #11167 (CCS) Modification Request
Current Authorized
Amount
FY 2026-27
Request Amount
Department
Account #
Total Revised
Contract Amount
$1,750,000 $500,000 51500001.550010 $2,250,000
Prepared By: Shidan Adlparvar, Facilities Services Administrator Approved Forwarded to Council
Attachments:
A. August 14, 2018 Staff Report (web link)
B. June 22, 2021 - Staff Report (web link)
C. OAKS INITIATIVE FORM - PUMPMAN LLC
D. Levine Act Disclosure Form 2025_3-27-25
E. _Executed Contract PumpMan
F. _EXECUTED_Mod_1_Pumpman
G. CT 11167 (CCS) - Original (Pumpman)
H. CT 11167 (CCS) - Mod 1 (Pumpman)