Agenda Item Wording:
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Authorize the City Manager to award a sole source annual contract for the purchase, service, and repair of, storm and sanitary lift station pumps to Shape Incorporated of Pleasanton, CA, renewable for up to four (4) additional one (1) year terms, in an amount not to exceed $150,000 for the first year and $300,000 for each subsequent year.
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Deadline for Action: 10/16/2023
Submitting Department: Public Works
Contact Name and Phone Number:
Wyndi Ferguson, Public Works Manager, wyndi.ferguson@visalia.city, 713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city, 713-4052
Department Recommendation:
Staff recommends that City Council authorize the City Manager to award a sole source annual contract for the purchase, service, and repair of, storm and sanitary lift station pumps to Shape Incorporated of Pleasanton, CA, renewable for up to four (4) additional one (1) year terms, in an amount not to exceed $150,000 for the first year and $300,000 for each subsequent year.
Background Discussion:
The City’s sanitary sewer and storm sewer systems include 13 lift stations and 38 lift stations respectively. Over the past several years, the City has rehabilitated three or four lift stations per year to ensure they remain in working order. This work is included in the annual CIP budget for Wastewater and Storm Sewer Maintenance.
Part of the rehabilitation process includes the rebuilding or replacement of pumps. Over time, all sewer and storm lift stations city-wide, , have come to utilize Flygt submersible pumps. This degree of standardization has resulted in streamlined maintenance work and simplified inventory needs.
In an effort to maintain consistency and reliability, the ability to service, repair and purchase factory replacement parts for this equipment is critical. In many cases, this is only possible through the utilization of a contract through a factory authorized dealer. Shape Incorporated is the sole factory authorized distributor and certified repair center for Flygt pumps in Central California. Although the pumps can be purchased from other retailers, each of those retailers can only obtain the pumps from Shape, and only Shape can provide the City with factory authorized warranty and repair work. To continue streamlining the process and reducing costs, staff is requesting a sole source contract with Shape Incorporated for the purchase, service and repair of Flygt pumps.
Fiscal Impact:
This contract will be funded through the Wastewater Fund (431) and Storm Sewer Maintenance Fund (481) utilizing two CIPs: Sanitary Pump Replacement (CP0324) and Storm Pump Replacement (CP0339), respectively. The FY23/24 budget for Sanitary Pump Replacement (CP0324) is $150,000, while Storm Pump Replacement (CP0339) is not currently funded. Staff will submit a CIP request during the new budget cycle to cover the project costs planned for FY24/25 and forward.
Alternatives:
The Finance Department could issue a formal Request for Bids for the purchase of this equipment. This is not recommended as purchasing direct from the distributor avoids the 15-20% retail markup.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award a sole source annual contract for the purchase of storm and sanitary lift station pumps to Shape Incorporated of Pleasanton, CA, renewable for up to four (4) additional one (1) year terms, in an amount not to exceed $150,000 for the first year and $300,000 for each subsequent year.
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Attachments:
Letter from Flygt