AgdaPkt 2005-09-12 - Laserfiche WebLink

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J: -I REPORT To the Honorable Mayor and City Council From the City Manager September 12, 2005 Subject Amend Agreement for Maintenance and Repair Services for Water and Storm Sewer Utility Systems Pumps Recommendation By motion, approve Amendment No.1 with Pump Repair Services Company of Daly City, CA to extend the term of the Agreement and increase the not-to-exceed amount by $152,480 for maintenance and repair of various sized water and storm utility systems pumps. Background Redwood City currently has 128 water, storm and sewer pumps housed in 58 pump stations throughout the City. Each pump is controlled and operated by electric motor, natural gas or diesel engine with some pumps operating continuously while others operate on an as-needed basis. These pumps require periodic maintenance and repair. Each year staff updates the Preventative Maintenance schedule and confirms the pumps that are due for scheduled maintenance. The original Agreement with Pump Repair Services Company to provide preventative maintenance and pump repair services for the City's water utility and storm sewer system pumps was approved by the City Manager on December 6, 2004. The contract was awarded to Pump Repair Services Company following a competitive Request For Proposals (RFP) process, where Pump Repair Services Company was one of two respondents. The original Agreement had a not-to-exceed cap of $58,210.00 and was based on the proposal estimate of labor charges and the unit pricing for parts. When a pump is pulled for repair, staff cannot immediately determine the extent of the servicing required. The full cost of the repair can be determined after the pump is removed from service, disassembled, and a failure / repair analysis completed by a technically qualified vendor, who then makes a recommendation to city staff. For this reason, staff cannot immediately determine minimum or maximum estimated charges for pump repair services. Work proceeds based on the repair report, which includes an estimate to complete the repair. The pump repair services work which staff is requesting City Council to accept falls into two categories. The first category is where the actual costs of maintenance were higher than estimated following disassembly and inspection of the pump. The second category involves repair and maintenance of pumps that were not scheduled for routine preventive maintenance during the Agreement period, but developed unexpected mechanic problems requiring immediate repair service. All work was completed before June 30, 2005 and invoiced to the City at the end of the fiscal year. The total increase is $27,480. This additional amount is within the Council's approved operating budget appropriation for FY 04-05.