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Home My WebLink AboutCC AG PKT 2014-05-12 #G AGENDA STAFF REPORT DATE: May 12, 2014 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby P.E., Director of Public Works SUBJECT: EMERGENCY REPAIR OF WEST END STORM WATER PUMP STATION SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6462: 1. Declaring repair to the West End Pump Station to be an urgent necessity per Section 1010 of the City's Charter and authorizing the City Manager to execute repair contracts as necessary without advertising for bids; 2. Approving Budget Amendment 14-11-02 allocating $80,000 for the replacement of a variable frequency drive at the City's West-End Storm Water Pump Station; and 3. Authorizing the City Manager to approve a purchase order to Southern Contracting Company in the amount of $78,135 to purchase and install a replacement variable frequency drive. BACKGROUND AND ANALYSIS: Background The City's West-End Storm Water Pump Station receives surface water run-off from Old Town and Bridgeport which is then pumped into the San Gabriel River. Operation of the West End Pump Station is critical to preventing flooding within these areas. In 2008, the pump station was renovated and this work included the installation of two new large-capacity pumps that are used to pump water out of the station's fore bay and into the river. Each of the pumps is comprised of the pump itself, a motor or engine, and a Variable Frequency Drive (VFD). The variable frequency drive functions as the main control system that operates the pumps. Two pumps are typically used in this type of application to ensure redundancy in the event of a pump failure. The pumps are alternated when used to ensure they wear evenly, Agenda Item Q Approximately two months ago, the VFD in one of the pumps failed during a routine maintenance test. The VFD's electrical system has had a complete failure and as such, the pump connected to it is not operable. The second or other remaining pump and VFD are still operating normally, and as such the station is currently operating at 50% of maximum pumping capacity. Staff in conjunction with the original engineering design consultant, the contractor, and the manufacturer considered all options with regard to rehabilitation of the VFD. The options include repair of the existing VFD, replacement of a new unit to match the existing unit, or replacement with the City's standard VFD unit. It has been determined that the best method of moving forward is replacement of the VFD with the City's standard unit (Toshiba). Bidding The manufacturing time for Toshiba VFD equipment is typically 20 weeks. The West End Pump Station can operate with only one functioning pump through the summer season, but the second pump is needed through the winter storm season. Operating the pump station with only one working pump presents a risk, as there is reduced capacity of the station, and there is no back-up available should the remaining operating pump fail. Proceeding with budgeting of the repair and bidding per the Public Contract Code will not allow for repairs to be made in advance of the winter storm season. It is recommended that the new VFD be ordered immediately and not go through the traditional budgeting and bidding process. It is recommended that a budget amendment be approved that will provide funding to replace the damaged VFD. If the budget amendment is approved, the VFD will be ordered and manufacturing will begin immediately with the goal of installation ahead of the next rainy season. In order to expedite the bidding process two cost proposals were obtained from electrical contractors to procure and install a replacement VFD: Contractor Proposal Amount 1 Southern Contracting Company $78,135 2 Brithinee Electric $83,526 The City of Seal Beach has Toshiba VFD's installed at City water facilities (Navy, Lampson, Bolsa Chica), and sewer facilities (pump station 35) and has experienced great success. The unit in place at the Bolsa Chica Well has been operational since 1995. The cost for this VFD is appropriately priced. The most recent Toshiba VFD installation was at the Lampson Well was competitively bid and the cost of the Toshiba VFD was approximately $89,000. This bid process is informal and does not meet the requirements of the Public Contract Code. The City can accept the lowest informal bid by declaring the repair to be of urgent necessity. Page 2 City Charter Section 1010 Urgent Necessity The operation of the West End Pump Station is necessary to prevent flooding and protect public health, safety and welfare. Operation of the facility at less than full capacity constitutes a threat to public safety and repair is of urgent necessity. Section 1010 of the City Charter reads: "Contracts likewise may be let without advertising for bids, if such work, supplies or materials is deemed by the City Council to be of urgent necessity for the preservation of life, health, or property." Hence, it is recommended that procurement of materials begin immediately to allow for repairs to be made before the winter rain season. Any delays could have an adverse impact to the preservation of life, health, or property. ENVIRONMENTAL REVIEW: This project complies with all requirements of the California Environmental Quality Act (CEQA). LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: Budget Amendment 14-11-02 is required to allocate $80,000 to fund the purchase and installation of a replacement variable frequency drive at the City's West-End Pump Station. The funding will be allocated from account 001-000- 29013 and be transferred into 001-043-44000 (Storm Drain Contract Professional Services). RECOMMENDATION: That the City Council adopt Resolution No. 6462: 1. Declaring repair to the West End Pump Station to be an urgent necessity per Section 1010 of the City's Charter authorizing the City Manager to execute repair contracts as necessary without advertising for bids; 2. Approving Budget Amendment 14-11-02 allocating $80,000 for the replacement of a variable frequency drive at the City's West-End Storm Water Pump Station; and 3. Authorizing the City Manager to approve a purchase order to Southern Contracting Company in the amount of $78,135 to purchase and install a replacement variable frequency drive. Page 3 SUBMITTED BY: NOTED AND APPROVED: \--AV Sean P. Crumby, P.E. Jiff. Ingram, City Ma(+r 1� Wo Director of*Public Works Prepared by-, Luis Estevez, Deputy Director of Public Works/Maintenance and Operations Page 4 RESOLUTION NUMBER 6462 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL DEEMING CERTAIN WORK TO BE OF URGENT NECESSITY PURSUANT TO THE CITY CHARTER,AMENDING THE BUDGET BY APPROVING BUDGET AMENDMENT NO. 14-11-02, AND AUTHORIZING THE CITY MANAGER TO BIND THE CITY FOR THE ACQUISITION OF EQUIPMENT, MATERIALS, SUPPLIES, LABOR, SERVICES OR OTHER ITEMS UP TO$80,000 THE SEAL BEACH CITY COUNCIL DOES HEREBY FIND AND RESOLVE: Section 1. In April 2014, City staff discovered an unsafe condition at the City's West-End Pump Station (Pump Station"), specifically a damaged variable frequency drive on one of the storm water pumps. Based on the results of the inspection,City staff determined that certain urgent repairs are needed. Section 2. Based on the conditions of the Pump Station, the City Manager determined that there was an urgent necessity to take immediate action as quickly as possible and authorized the solicitation of bids for the immediate repair of the water pump. Section 3. Based upon the foregoing and upon the entirety of the record, including but not limited to the staff report and other evidence submitted at the council meeting,the City Council hereby finds and declares as follows: A. The need to repair the pump station constitutes an emergency pursuant to City Charter Section 107(b) and a matter of urgent necessity as that term is used in City Charter Section 1010. Section 4. Based upon the foregoing, and in accordance with City Charter Section 1010, the Council deems that the work, supplies, and materials needed to repair the pump station are of urgent necessity for the preservation of life, health, or property and hereby authorizes the City Manager to let contracts for the repair of the Pump Station without formally advertising for bids beyond the solicitation described in Section 2. Section 5. The City Council hereby approves Budget Amendment No. 14-11- 02 to allocate $80,000 in account number 001-043-44000 for the cost of the emergency repairs to the Pump Station. Revised/Adopted Proposed Budget(diff) Descrip#ion Account Budget Budge# Amendment Contract Professional 001-043-44000 $98,100 $178,100 $80,000 Section 6. The City Council authorizes the City Manager to issue a purchase order to Southern Contracting Company in the amount of $78,135 to purchase and install a replacement variable frequency drive. (Intentionally Left Blank) Resolution Number 6462 PASSED, APPROVED and ADOPTED by the Seal Beach City Council at regular meeting held onthe 12th L_day of1 May L_. 2O14by the following vote: AYES: Council Members: NOES: Council Members: ABSENT: Council Members: ABSTAIN: Council Members: ATTEST: Mayor City Clerk STATE OFCALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF SEAL BEACH \ |. Linda Devine. Qh/ Clerk of the C|h/ of Seal Beaoh, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6462 on 0e in the office of the City C|erk, passm6, appnoved, and adopted by the Soo| Beach City Council at a regular meeting held on the—12th-day ofMay ,2014. City Clerk