Report Prepared by: Michael A. Vasquez, WWTP Maintenance Supervisor, Public Works
Title
SUBJECT: Authority for Sole Source of Pump Repairs at the Wastewater Treatment Plant
REPORT IN BRIEF
Consider waiving competitive bidding requirements for the repair of three influent submersible pumps at the Wastewater Treatment Plant.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the competitive bidding requirements as stated in Section 3.04.210 of the Merced Municipal Code to Sole Source the Repair of Influent Pumps at the Wastewater Treatment Plant; and,
B. Authorizing the City Buyer to issue a purchase order to Shape, Incorporated, in the amount not to exceed $200,000.
Body
ALTERNATIVES
1. Approve, as recommended by Staff; or,
2. Approve, subject to other than recommended by Council; or,
3. Deny; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200 and Merced Municipal Code, Title 3,
Chapter 3.04.210 - Exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the 2017-18 Adopted Budget.
DISCUSSION
History and past actions:
During the Wastewater Treatment Plant (WWTP) Phase IV Improvements in 2011, the WWTP installed four 100-horse power Flygt submersible pumps. The pumps are responsible for pumping wastewater from the City of Merced into the treatment facility. The structure that contains the pumps, known as the influent pump station (IPS), consists of two sumps that contain two submersible pumps each, for a total of four (4) pumps in the IPS. Each station pumps water to the preliminary, primary, and tertiary processes. The redundancy of this process allows for periodic cleaning, preventative maintenance, and ability to respond to emergency failures.
Since installation in 2011, exposure to high levels of hydrogen sulfides (H2S) has caused a significant amount of corrosion to the exposed areas of the pumps. In June 2016, Council awarded a project to install a biotrickling filter system (BioAir) to control future corrosion damage to the headworks structure at the WWTP as a result of the H2S exposure.
Description
In March 2017, a major service inspection of the Flygt influent pumps was performed. The local Flygt service representative, Shape, Inc. (“Shape”), determined the outer case, lifting handle, associated connections points, and impeller are in need of immediate repair. The impeller had exceeded normal wear due to high exposure of grit; grit removal happens after the influent pumping process. Installing a hardened impeller during repair will provide for a longer, more reliable service life for the pump. Power cords were also determined to have been in poor condition and should be replaced as well.
Staff solicited quotes from Shape to compare replacement and repair costs. The cost of repair would be approximately $60,000 per pump, dependent upon the pump condition at time of repair. The total cost of repairing the three pumps, including contingency of $20,000, would be $200,000. Full replacement of the three pumps would be approximately $300,000.
An emergency repair of one pump took place in May 2017 to maintain the integrity of the pumping station. The remaining three pumps must be repaired in order for the system to function properly. Shape, Inc., is the exclusive distributor of Flygt pumps and service for Northern California. Staff is requesting Council waive competitive bidding requirements as they are the only company that sells the parts needed to repair the damaged pumps at the WWTP.
IMPACT ON CITY RESOURCES
This project was established as a Capital Improvement Project, and account 553-1108-637.65-00-118026 contains sufficient funding to complete the repairs.
ATTACHMENTS
1. IPS Pump Inspection Report
2. IPS Pump Rebuild Quote “Site Unseen”
3. IPS New Pump Replacement Cost
4. Exclusive Factory Authorization Letter for Shape, Inc.