TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:October 22, 2024
SUBJECT: Pump and Motor Services Agreements
RECOMMENDATION:
1. Award General Service Agreements to Vaughan’s Industrial Repair Co., Inc. (Vaughan’s), of Paramount, CA, and Powers Bros. Machine, Inc. (Powers Bros.) of Montebello, CA for as-needed Pump and Motor Services. Each agreement will have a three-year term ending on December 31, 2027, with two optional one-year extensions, a not-to-exceed amount of $900,000 over the lifetime of the agreement and individual projects capped at $60,000 each.
2. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Funding for as-needed work is included in various Adopted FY 2024-25 Operating and Capital Fund Budgets. Additional funds for the remaining contract terms will be requested during the upcoming biennial budget process. Services will be utilized on an as-needed basis, as budget allows and are available to all City departments.
BACKGROUND:
The Public Works Department is responsible for maintaining and repairing the City's infrastructure. Timely repairs are ensured by having service providers under contract who can respond quickly and perform work as needed. The City relies heavily on pumps and motors for essential services like water distribution and
Pump and Motor Services Agreements
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wastewater operating systems. Due to the specialized nature of this equipment, certified professionals are necessary to provide efficient, cost-effective maintenance and repairs.
The existing pump and motor on-call service agreements expired on June 30, 2024. The specialized nature of pump and motor work requires removing and transporting equipment to the service provider’s shop for diagnosis before an accurate quote can be determined for repairs or extensive maintenance. Given these conditions, staff opted to solicit as-needed stand-alone agreements to better align with the service requirements. This approach allows for greater efficiency in the repair process and reduces the time equipment is out of service. On May 10, 2024, a formal Request for Proposals/Qualifications (RFP/Q) for Pump and Motor Services was published and advertised in the Thousand Oaks Acorn newspaper as well as on the City’s procurement website.
DISCUSSION/ANALYSIS:
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary to perform the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate the best value to the City for the solicited scope of work or service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the agreement.
The City received two proposals, and after review by Public Works staff using the RFP/Q evaluation criteria, both companies are recommended for as-needed service agreements based on their qualifications and expertise in pump and motor repair and maintenance services. The agreements will utilize department-approved work authorizations issued for each project, awarded on a rotational basis for work up to $60,000. Services estimated over $60,000 will be selected through a separate bid process with a separate agreement subject to City Council approval.
Although the Public Works Department primarily uses these agreements, they are available to all City departments. No funds are set aside specifically for these agreements; funding will be identified as projects are approved. Each agreement has a three-year term, with two optional one-year extensions and the proposed not-to-exceed amount over the lifetime of each agreement is $900,000.
Agreements include a provision that allows individual project not-to-exceed amounts (currently $60,000) to be adjusted if the State increases these limits as Pump and Motor Services Agreements
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authorized under Section 22020 of the Public Contract Code. The agreements with the selected companies guarantee available resources for timely and efficient maintenance and repairs of City infrastructure and equipment. Staff recommends approval of pump and motor services agreements with Vaughan’s (Attachment #1) and Powers Bros. (Attachment #2).
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Michael Devlahovich, Utilities Superintendent Attachments:
Attachment #1 – Vaughan’s Industrial Repair Co., Inc. Agreement Attachment #2 – Powers Bros. Machine, Inc. Agreement
DPW: 1000-25\ev\Council\2024\102224\Pump and Motor Services Agreements staff report.docx