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HomeMy WebLinkAboutItem M AGENDA STAFF REPORT DATE: November 14, 2016 TO: Honorable Mayor and City Council THRU: Jill Ingram, City Manager FROM: Jim Basham,.lnterim Director of Public Works SUBJECT: 2016/17 Winter Pump Rentals SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6700: 1. Authorizing the City Manager to execute a Purchase Order for the monthly rental of two (2) pumps from Rain for Rent in an amount not to exceed $15,000: and 2. Approving Budget Amendment 17-05-01 to allocate. $15,000 for Winter Pump Rentals from General Fund Reserves to General Fund Storm Drain Equipment/Materials Fund. BACKGROUND: The City's drainage system consists of City owned facilities as well as regional facilities owned and operated by the Orange County Flood Control District (OSFCD) and Los Angeles County Flood Control District. The existing system includes one City owned (West End) and one OCFCD owned (Pump Station 35) pump station, Federal and County regulated storm drain channels, and thousands of feet of underground storm drain pipes. The purpose of these facilities is to provide a certain level of flood protection within the City boundary. At the September 14, 2015 City Council meeting, City Council extended the contract for Post Earthworks, Inc. for an additional two year cycle. This fall, the berm is anticipated to begin construction on November 14, 2016 and be completed within two weeks. This is the second year of the two-year cycle. During some rainy seasons, there is very little rain and the City's facilities are able to adequately handle the storm water runoff. Agenda Item M Page 2 However, when higher levels of rainfall are produced, the City may experience localized'flooding in low level areas. These low-lying areas can create ponding and flood the width of the streets. Most weather service Climate Prediction Centers are predicting a calmer winter season this year versus the El Nino winter season last year. Even with less predicted rainfall this winter than last year, staff would like to remain conservative and proactive pertaining to storm protection measures for this winter and therefore suggests the City keep two (2) pumps on standby. The City has received three quotes for the rental of two portable pumps for up to five months this winter season. The results are as follows: Vendor Fees Monthly Rental 5 Month Rental Total Rain for Rent $1,028.12 $2,614.00 $14,098.12 Godwin Pumps $700.00 $2,639,70 $14,168.50 Sunbelt Rentals $5,514.07 $4,875.00 $29,889.07 Rain for Rent is the lowest price at $2,614 per month for the two pumps with a total of $14,098.12 for the whole winter season. The intent of these pumps would be for emergency purposes. They would be stored at the Public Works Yard on portable trailers that can be dispatched to any part of the City experiencing flooding in a very quick manner. ENVIRONMENTAL IMPACT: This is not a project within the California Environmental Quality Act LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: Winter Pump Rentals will be funded by the City's General Fund. A budget Amendment would be required as follows: Budget Amendment 17-05-01 to allocate $15,000 for Winter Pump Rentals from General Fund Reserves to General Fund Storm Drain Equipment/Materials Fund. Description Account Revised/Adopted Proposed Budget (diff) Budget Budget Amendment Equipment/Materials 001-043-40700 $6,000 $21,000 $ 15,000 Page 3 RECOMMENDATION: That the City Council adopt Resolution No. 6700: 1. Authorizing the City Manager to execute a Purchase Order for the monthly rental of two (2) pumps from Rain for Rent in an amount not to exceed $15,000; and 2. Approving Budget Amendment 17-05-01 to allocate $15,000 for Winter Pump Rentals from General Fund Reserves to General Fund Storm Drain Equipment/Materials Fund. `UBMITTED Y: NOTED.AND:APPROVED: L / 1.06; ‘Il6 Basham gr-. Ingram; City ,onager In erim Director of Public Work Prepared By: David Spitz, P.E. Associate Engineer Attachments: A. Resolution No. 6700 B. Rain for Rent Proposal Attachment "A" RESOLUTION'NUMBER 6700 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE, ORDER'. WITH RAIN FOR RENT FOR WINTER PUMP RENTALS NOT'TO EXCEED $15,000 AND APPROVING BUDGET AMENDMENT NO. 17-05-01 WHEREAS, the City of Seal Beach desires to take certain actions to prepare for the possibility of winter storms, and WHEREAS, the City wishes to execute a:purchase order with Rain for Rent. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY FIND AND RESOLVE: Section 1. Approval and Authorization of Purchase Order. A. The City of Seal Beach hereby approves a Purchase Order between the City of Seal Beach and Rain for Rent for Monthly Pump Rentals for the total amount not to exceed$15,000. B. The City Council hereby authorizes the City Manager to execute the Purchase Order. Section 2. The City Council hereby approves Budget Amendment 17-05-01 allocating $15,000 to the 'General Fund Storm Drain Equipment/Materials Fund from General Fund Reserves as follows: Description Account Revised/Adopted Proposed Budget (diff) Budget Budget Amendment Equipment/Materials 001-043-40700 $6,000 $21,000 $ 15,000 Section 3. The City Clerk shall certify to the passage and adoption of this resolution. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on'the 14th day of November, 2016 by the following vote: AYES: Council Members: NOES: Council Members: ABSENT: Council Members: ABSTAIN: Council Members: Resolution Number ATTEST: Sandra Massa-Lavitt, Mayor Robin L. Roberts, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Robin Roberts, Acting City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6700 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at regular meeting held on the 14`h day of November, 2016. Robin L. Roberts, City Clerk Attachment "r 10-030-705301 Quotation Developed Especially for: Grant Tavasci City Of Seal Beach 211 8th Street Seal Beach, CA 90740 Phone: 562-493-8660 Ext. Fax: Prepared on 10/28/2016 by: Steve Schlesinger Cell: 562-843-0262 1301 East Spring Street Long Beach, CA 90806 Phone: 562-595-7760 Fax: 562-595-7357 www.rainforrent.corn OFS Q ` '\ Z �` i3��i +k— ��,, 'Kee 5(1,9, � j(r�lJ�e� 'tj Ilr+ all Yx �"rt�fir 4i0,-- 4,11 . 'l. Printed 10/28/2016 2:36 PM Page 1 of 7 Quotation 10-030-705301 Confidentiality Notice This quotation and any associated document(s)are privileged and confidential,and are intended for the sole use of the addresseUS) They cannot be used, osculated duplicated,quoted or otherwise referred to Or disclosed to third yyantes for any reason without the wntten consent of an Officer of VVestem Oilfields Supply Company dbBalRRRain for Rent. If you have received this information in error please immediately contact us at retum((re nforrent Wm.Thank you. F Rental Quotation a z M h,. Long..Beach Www.rainforrent.com 1301 East S ng pr; Street Long Beach,CA 90806 Phone:562=595-7760 Fax:562-595-7357 Quotation Number: 10-030-705301 Job.Description: Prepared By: Steve Schlesinger City Seal Beach requires 2 ea. 6"x6"self priming pumps for the storm water season. Rental will be for 5 months. Customer: City Of Seal Beach Location: Customer ID::300431 S eal Beach yard Address: 211 8th Street City/State: Seal Beach, CA 90740 Contact: GrantTavasci Office::562-493-8660 Ext. Fax: Rental Sub Total: $3,814.00 Sub Total: $3,814.00 Est. Delivery Hauling $473.06 Est. Pick-up Hauling $375.06 Recommended Optional Items-Rental: ,$30:00 Est. Install Labor $0.00 .Recommended Optionalatems. Sales: $0.00 Est. Removal Labor $0.00 -_ Does no •include sales tax Accept Decline Initial Est. Services $0.00 Est.Air Quality Fee $150.00 Est. Rev Air Quality Fee -$0.00 By checking Accept and initialing customer is•acknowledging that the additional Est. Enviro Recovery Fee $0.00 cost for these iterils;wlll be'added to the grand total. Est. Rev Ehviro Recovery Fee -$0.00 ( Does Not Include Sales Tax ) Grand Total: $4,812.12 Date Prepared: 10/28/2016 Valid Until: 11/27/2016 Customer Date Revision 1 By signing this quotation customer.represents.that he/she has read and agreed to both the Statement of Work and Scope of Agreement sections, and is"also agreeing to the"grand total amount listed above,plus any recommended optional'items if checked and initialed. If this ustotae requires i s a;Purchase.Order number to'process and submit payment it must be supplied to Rain for Rent at the time of acceptance of g 'Insert Purchase Order number here: Loss Damage Waiver;Option Protection from loss'.or.damage from fire,theft or vandalism is available for an additional 14%of the rental cost of the covered items.This protection is:onlyoffered on'specific products:If you wish.to add this coverage to your rental,please sign the Loss Damage Waiver Agreement attached at the.end of.the document and initial here: Printed 10/28/20162:36'PM Page 2 of 7 Quotation 13030-705301 Confidentiallly.Notico:This quotation and any associated document(s)are privileged and confidential,and are intended for the sole yse of the addressees.They cannot be used, circulated duplicated;quoted or otherwise referred to Or disclosed to third parties for any reason without the entlen consent of an Officer of Western Oilfields Supply Company dbbaa//Rain for Rent. If you have received this information in error,please immediately contact us at retum©rainforrent.cOm.Thank you.' • • ton' Rental Quotation 6 Y Long Beach www:rainforrent.com 1301 East Spring Street Long Beach,CA 90806 Phone:.562-595-7760 Fax:562?595-7357 Quotation Number: 10-030-705301 Application:Storm Water pumping Materials: Sea Water Flow: 800gpm Suction Lift: 20 ft. Static Head: 86 ft. *Rain for Rent Cycle = 28 Days. This quotation has not been flagged as PREVAILING WAGE. Rental Items thy' Unit ;Mk t& Item' _ Description. ''D'ay- Week ?Cycle, 'Extension; 2 Each 1•"Cycle +811024 6"DIESEL PUMP 6"DV150C $122.00 $365.00 $1,095.00 $2,190.00 10 Each 1 'Cycle 722552 LAYFLAT HOSE 6"x50' $60.00 $60.00 $120.00 $1,200.00 CAMLOCK 4 Each 1 'Cycle 723413 PVC SUCTION HOSE 6"x25' $49.00 $49.00 $98.00 $392.00 CAMLOCK 4 Each 1'Cycle 729954 6!'x6"ADAPTER MALE $4.00 $4.00 $8.00 $32.00 CAMLOCK x-FLANGE ALUMINUM Rental Sub Total: $3,814.00 Sub Total: $3,814.00 Printed 10/28/2016 2:36 PM Page 3 of 7 Quntafien 10-0 30.]05301 Confidentiality Notice:.This quotation and any associated document(s)are privileged and confidential,and are intended for the sole pse of the addresseelsl.They cannot be used Gmulatetl'duplicated,quoted orotheneise referred to 6r disclosed to third nadies for anyV reason without Vt®written consent of an mficer of Western Oilfields Supply Company tlb ain tar Rent. If you have received this information in error,please immediately contact us at retum�graintonentedm:Thank you. ?pOR 1 Rental Quotation 6 Y • Long Beach www.rainforrent.com 1301 East Spring Street Long Beach, CA 90806 Phone:562-595-7760 Fax:562-595-7357 Quotation Number:-10-030-705301 OPTIONAL PRODUCTS Optional Rental Items Oty :Unit Duration Item Descnptioo. bay Week *Cycle Extension 2 Each 1 Day +670588 E-CONTAIN.SPILLGUARD $15.00 $0.00 $0.00 $30.00 8'x14'x8" Rental Sub Total: $30.00 Optional Total: $30.00 Printed 10/28/2016 2:36 PM . r Page 4 of 7 ue pa d uot e os y aa used to to rds.°Neoanreen w�out� w nnn coen oaan er of m Oe as S � °pa°ysee �mY Remif yo haave received ee e d Nor .hank you. ■ on Rental Quotation 6�{_�/ Long Beach www.rainforrent.com 1301 East Spring Street . Long Beach,CA 90806 Phone:562-595-7760 Fax:562-595-7357 Quotation Number: 10-030-705301 Statement of Work Background: City of Seal Beach requires 2 ea. 6"x6"self priming pumps for the storm water season. Rental will be for 5 months. Scope; Rain for Rent will deliver, rent and pick up the items requested by customer. References Materials: See attached product specification sheet(s). DV150C Operating Parameters: Rain for Rent has provided this proposal for equipment as requested and without design criteria or requirements. Estimated Duration: For the quoted items, Rain for Rent requires a signed quote not less than 3 days prior to delivery. Rain for Rent Responsibilities; Rain for Rent will provide labor and equipment necessary to perform one (1) unimpeded delivery&return trip per load to site. Customer Responsibilities: -Maintain adequate pump performance by clearing out debris when necessary. - Provide all needed unloading, installation,testing,operations and maintenance,removal, cleaning and reloading of provided equipment. -Ensure that the application of this system does not damage nearby structures or cause negative impacts to the environment either directly or indirectly. - Provide dedicated equipment with operator and fuel to perform unloading activities. Equipment must be capable of lifting 15,000 lbs. Fueling of Pumps as needed. Rain for Rent Exclusions: - Installation and services for this project. -All design input and services. This system is provided as per customer provided information. -Compliance with unknown discharge requirements. Printed 10/28/2016 2:36 PM Page 5 of 7 Quotaficn f 6a$0-705301 Confidentiality Notice:This Quotation and any associated documenl(s)are ptivileged and confidential,end are intended for the sole use of the atldreseeefsl.Tney cannot Vas circulated duplicated,quoted or otherwise referred to r disclosed to t rnGpradles for any reasan without N8 wnnen consent of an Officer of Western it fields Supply Company db ain for Rent. It you have received this information In error,please immediately contact us at retumt®raintorrent.cam.Thank you. cop 9 ? Rental Quotation a z tL -1 rrh.J - Long Beach www.rainforrent.com 1301 East Spring Street Long Beach,CA 90806 Phone:562-595-7760 Fax:562-595-7357 Quotation Number 10-030-705301 Scope of Agreement If Customer has entered into a Master Service Agreement with Rain for Rent and there is a conflict between the terms and conditions of this Scope of Agreement and the Customer's Master Service Agreement,then the terms and conditions in the Customer's Master Service Agreement signed by Rain for Rent will prevail. Availability of products and services is subject to change without notice. The rental period begins the day the equipment is delivered and continues until returned to originating Rain for Rent facility unless agreed to in writing before the rental period begins. A cycle is defined as 4.weeks,which.is 28 days.The weekly price is one third of the cycle price,and the daily price is one third of the weekly price. Payment terms are net 30 days from invoice date. Interest at the rate of 18%per year shall be charged on any past due invoice. A Fuel Surcharge will be calculated and invoiced based on the diesel fuel price as published by the Department of Energy on http://tonto.eia.doe.gov/oog/inforwohdp/dieseLasp Customer is prohibited from deducting retention from Rain for Rent invoices and charging Rain for Rent liquidated damages. Customer is responsible for flushing and cleaning tanks,roll off boxes,pipelines,pumps,filters and other Rain for Rent equipment prior to return unless specifically agreed to by both parties in writing. The Terms and Conditions of the Rain For Rent Rental and Acute.Hazardous Waste Agreements,Credit Application/Master Rental&Sales Agreement,Invoice and this Quotation(also known as the Rain for Rent Rental/Sale Estimate as may be referenced in any Master Service Agreement,Blanket Purchase Order,or any other contractual document executed between the parties)contain the complete and final agreement between Rain For Rent and Customer and no other agreement in any way modifying or adding to any of said Terms and Conditions will be binding upon Rain For Rent unless made in writing and signed by a Rain For Rent Corporate Officer. The Customer cannot alter the equipment without Rain for Rent's prior written approval. Customer is responsible for equipment,repairs, maintenance and damage,excluding normal wear and tear or damage caused by Rain for Rent.All returned equipment is subject to inspection by Rain for Rent personnel.Damages and accrued rent will be invoiced to Customer while equipment is out of service for repairs. The Customer is responsible for damage caused by reactive,corrosive or abrasive material;including,but not limited to sand,sodium hydroxide,chlorine,and acids. Customer must notify Rain for Rent immediately of any spill so that any necessary repairs to the system can be made and to minimize service interruption.The Customer assumes all risks of loss due to operation and use of the equipment. Customer will provide"all risk"property insurance for rented equipment. Customer shall pay Rain For Rent additional expenses caused by unforeseen or changing conditions,including,but not limited to,soil, underground conditions,rock formations,environmental conditions,weather events,regulations or restrictions,hard pan,boulders,cesspools,gas lines,water lines,drain pipes,underground electrical-conduits or other above ground or underground obstructions. All equipment rented or used products sold are provided"AS IS,WHERE IS"in their present condition.Rain for Rent makes no warranties, expressed or implied of any kind whatsoever with respect to the equipment or products.Customer agrees that customer is renting equipment or purchasing used products based on their judgment and evaluation,without reliance upon any statements of representations by Rain for Rent,and that Rain for Rent is not responsible for any defects in their operation or for any repairs„parts or services,unless otherwise noted. All new products sold are provided without warranty beyonddhe terms of such warranty offered by the manufacturer,if any. Customer must comply with all original manufacturer's terms and conditions for any warranty claims that may arise.Neither Rain for Rent nor the manufacturer warranties the product if it has failed due to corrosion,misuse or damage;(2)it has been altered,repaired or modified in any way that would adversely affect its operation;or(3)it was installed or operated other than in accordance with manufacturers operating instructions.Products supplied by Rain for Rent are warranted to be free from any defect in workmanship and material under conditions of normal use and service.Rain for Rent's obligation under this warranty is limited to replacing or repairing at the designated manufacturer's or Rain for Rent facility any part or parts returned to it with transportation charges prepaid,which Rain for Rent determines in its sole discretion to be defective. This Quotation excludes any additional costs to Rain for Rent associated with Owner Controlled Insurance(OCIP)or WRAP insurance programs that will be added to Rain For Rent's prices. De-watering,Roll-off,Vacuum boxes and similar equipment are not liquid tight.Rentee accepts full responsibility for all losses,damages and costs caused by or arising out of spills,leakage or discharge from this equipment. Rain for Rent will not be held liable for any structural or soils subsidence. This Quotation is valid for 30 days and is subject to credit approval. Printed 10/28/2016 2:36 PM Page 6 of 7 Quotation 10-030-705301 Confidentiality Notice.This Quotation and any associated documentsi are privileged and confidential,and are intended for the sole Use of the addresseelst.They cannot be used, arculaled du liceled:quoted or otherwise referred to r disclosed to third�artles for anyv reaso�nf without the written consent of an Officer of Western ilfieltls Supply Company do ein for Rent. Ir you have received this Pntonnauon in error,please Immediately contact us at return ainfonenfcam.Thank you. LOSS DAMAGE WAIVER PROGRAM AGREEMENT This Loss Damage Waiver Program Agreement (this "LDWP Agreement") is entered into between the undersigned Rentor and Rentee in relation to the Master Rental and Sales Agreement (MRSA) between Rentor and Rentee. If Rentee has checked or initialed, as applicable, the.Loss Damage Waiver Program (the "LDW Program") box on the quote, then Rentee has opted-in to the LDW Program and this LDWP Agreement shall supplement the MSRA whether or not executed by Rentee. Rentee understands and agrees that the LDW Program is not insurance and that the LDW Program provides only limited coverage,as described below. I. Cost; Deductible; Maximum Coverage; Rentee shall pay a fee equal to 14 percent (14%) of the rental charge for each covered item, which fee shallbe listed on each invoice during which period Rentee has optedi to participate in the LDW Program. In the event of a Covered Occurrence, as defined below, Rentee shall further be responsible for the lesser of$1,000 or 15 percent(15%) of the total loss, as a deductible. The maximum coverage available under the LDW Program is $50,000 per Covered Occurrence, whether or not there is more than one piece of equipment involved in the occurrence. 2. Coverage; The LDW Program provides coverage only for losses involving Covered Equipment, as defined below, in the following instances: fire that was not caused by Rentee's gross negligence or willful misconduct; theft for which a police report was filed,and that occurred despite Rentee's reasonable precautions to protect and secure the covered equipment; and vandalism for which a police report was filed(individually,"Covered Occurrence,"and collectively, "Covered Occurrence"). The LDW Program provides coverage only for the following types of equipment: pumps, tanks, generators, light towers, filtration, boxes and heaters ("Covered Equipment").Coverage does not extend to any equipment not owned by Rentor such as re-rented equipment. 3. Exclusions; The LDW program does not cover any equipment or event of loss that is not specifically described in Section 2. Without limiting the foregoing,the LDW Program does not provide coverage for the following: misuse of equipment; willful abuse of equipment; failure to maintain equipment; failure to secure items from theft(including but not limited to failing to store items in a fenced, locked area or failing to maintain personnel on site); corrosion from any source; any instance that occurs while the account is not in good standing, such as a default as defined the MRSA or upon written notice of non-payment; and any occurrence not reported to Rentor within 24 hours after the occurrence. The LDW program does not provide coverage for: spillguards, hoses, fittings(valves or bulk items), pipe,manifolds,tires,submersible pumps or copper wiring. 4. Claims; All claims must be submitted within 24 hours of the Covered Occurrence. Rentor's mechanic will inspect the equipment following any claim. The mechanic's findings as to the cause of the damage and cost of repair will he final. In the event of a theft or vandalism. Rentee must also provide supporting evidence that the site was secured at the time of loss. IN WITNESS WHEREOF, Rentee hereby executes the LDWP Agreement on the date written below. Customer/Authorized Title(Print) Date Customer/Authorized Title(Signature) Company Name Rev.02/2016 Printed 10/28/2016 2:36 PM Page 7 of 7 Quotation 1 O-030405301 Confitlentiality Notice:This auotetion end envv associated tlocument/s)are privileg9ed and conOtlential,and are intended for gag:pse of the etltlressee(s) They cannot Ee useE omulatetl duplicated,quoted or otherwise referred to or disclosed to tl rd•arti9s for any reason without the written consent of an Officer of Western Oilfletds Supply Company dba/Rain for Rent. If you have received ties mfannahon in en ,please immediately contact us at return®•. infene,t.c rn.Thank you