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APPROVE MOTION TO PURCHASE THREE PIONEER CENTRIFUGAL PUMPS
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the plans and specifications for Three Pioneer Centrifugal Pumps, Project No. OM-25-023.
2. Award a Purchase Agreement for three pumps from Harrington Industrial Plastics, LLC of Fremont, CA, in the amount of $206,596.38.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Wastewater Operations Division of the Municipal Utilities Department (MUD) requires the purchase of three additional small trailer-mounted portable pumps to enhance storm event response capabilities. The MUD Wastewater Utility Fund has allocated funds for these three pumps, which will be used by staff at the Regional Wastewater Control Facility (RWCF) (Attachment A).
On September 9, 2024, Three Pioneer Centrifugal Pumps, Project No. OM-25-023, was advertised for Bids. On October 3, 2024, the City received seven bids for this project.
It is recommended that Council approve a motion to award a Purchase Agreement to Harrington Industrial Plastics, LLC, in the amount of $206,596.38, for the purchase of three additional Pioneer centrifugal pumps (Attachment B).
DISCUSSION
Background
The Wastewater Operations Division of MUD requires the purchase of three additional small trailer-mounted portable pumps to enhance storm event response capabilities. These pumps will also improve workflow when existing equipment is out of service or needed for short-term projects at the RWCF. Currently, the Division has two similar pumps in its inventory, but with ongoing modifications and additional treatment processes at the RWCF, the demand for portable pumps has grown. The new pumps will be strategically placed around the RWCF, positioned near critical treatment processes, and will be readily available for use as needed. Their compact design allows for easy transportation and setup by a single operator. Additionally, the RWCF operates 24/7 and these pumps are often needed outside regular City business hours, when rental units are not readily available. At an average cost of $250 per day, maintaining a rental unit on-site for immediate use would exceed $90,000 annually per pump. Given the high likelihood of after-hours needs, it is more economical for the City to purchase the pumps for permanent use (Attachment A).
Fleet staff prepared bid specifications and utilized the competitive bidding process to obtain bids. The specifications were generic and designed so that any major supplier could bid. On September 9, 2024, Request for Bids for Three Pioneer Centrifugal Pumps, Project No. OM-25-023, was advertised for bids.
Present Situation
On October 3, 2024, seven bids were received for the purchase of three pumps from the following companies:
• Harrington Industrial Plastics, LLC of Fremont, CA
• Pump Pros, Inc. of Turlock, CA
• Western Oilfields Supply Company dba Rain for Rent of Stockton, CA
• Golden State Irrigation and Pump Services of Stockton, CA
• Rockwell Engineering & Equipment Company of Vacaville, CA
• Arsenal Well Drilling, Inc. of Visalia, CA
• Technology International, Inc. of Lake Mary, FL
Bids were evaluated by Fleet and MUD with consideration of, but not limited to, kind, suitability, warranties, delivery time, nearest factory authorized service location, pricing, and overall bidder responsiveness with the following results: bids received from Pump Pros, Inc., Western Oilfields Supply Company dba Rain for Rent, Golden State Irrigation and Pump Services, and Arsenal Well Drilling, Inc. were deemed nonresponsive due to a lack of supporting documentation. The bid from Technology International, Inc., although responsive with the lowest price, had the longest delivery lead time of 210 calendar days, had the furthest factory-authorized service representative, who was located in Florida, lacked a minimum warranty period, and mixed multiple original equipment manufacturer components. Therefore, the City deemed the bid from Technology International, Inc. as insufficient.
The bid from Harrington Industrial Plastics, LLC was responsive and regular in all respects (Attachment B). It is recommended that Council approve a motion to award a Purchase Agreement to Harrington Industrial Plastics, LLC, of Fremont, CA, in the amount of $206,596.38.
FINANCIAL SUMMARY
There is sufficient funding available in the MUD Wastewater Utility Fund, Account No. 6513-000-800004-610-000-00-65-000-000, for the purchase of Three Pioneer Centrifugal Pumps, Project No. OM-25-023, from Harrington Industrial Plastics, LLC of Fremont, CA, in the amount of $206,596.38.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Equipment Replacement List
Attachment B - Quote from Harrington Industrial Plastics, LLC