AgdaPkt 2017-07-24 Closed and Joint SA FPA

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6.1.F. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager July 24, 2017 SUBJECT Purchase of Two Replacement Pumps for Sewer Station 10 RECOMMENDATION By motion, (1) approve the City Manager's emergency action and determine that purchase of two pumps from Xylem Water Solutions U.S.A., Inc. without competitive bidding was necessary to respond to the emergency and (2) approve the purchase of two pumps from Xylem Water Solutions U.S.A., Inc. in the amount of $133,504.78 BACKGROUND Sewer Station 10, located on Davit Lane adjacent to the Redwood Shores Lagoon, is a crucial link in the City's sewer collection system. Half of the City's 31 wastewater lift stations converge at Station 10, which pumps directly to the wastewater treatment plant in Redwood Shores. To meet capacity needs, Station 10 is equipped with two submersible pumps that constantly work at the same time. On March 15, 2017, Public Works Services Department (PWS) staff noticed that one of the two pumps had failed. Staff ruled out repair because the manufacturer no longer produced parts for the twenty -year-old pump. Staff determined that a new pump would need to be installed as quickly as possible to avoid excessive wear on the second pump. However, staff subsequently discovered a leak in the second pump which also required immediate repair. Staff was able to continue station operations using one malfunctioning pump while beginning the emergency procurement process. An emergency purchase was required to prevent raw wastewater from overflowing from the pump station into the surrounding street and lagoon. Staff requested an emergency declaration and approval to waive the public bidding process and purchase two new replacement pumps from Xylem Water Solutions U.S.A., Inc. (Xylem) in the amount of $133,504.78. ANALYSIS Staff perform yearly inspection and maintenance of sewer pumps and stations. Usually, staff choose to repair rather than replace a pump because it reduces cost and extends the life of the pump by a few years. Occasionally, a pump that was previously repaired will run into issues that can only be addressed by replacement, such as the situation in Station 10.