Rancho Palos Verdes City Council
   

TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

SUBJECT: ABALONE COVE SEWER SYSTEM - AWARD OF MAINTENANCE CONTRACT(S)

Staff Coordinator: Glen W.C. Kau, Sr. Engineer

RECOMMENDATION:

  1. Award a 3-Year Maintenance contract to Multi W. Systems, Inc., and authorize an expenditure of up to $10,700 for the balance of FY 2003-04
  2. Authorize the Mayor and the City Clerk to execute the Agreement.
  3. Award a 3-Year Maintenance contract to Advanced Sewer Technologies, and authorize an expenditure of up to $12,750 for the balance of FY 2003-04.
  4. Authorize the Mayor and the City Clerk to execute the Agreement.

BACKGROUND:

At its regular meeting of July 15, 2003, the City Council approved the report for the collection of sewer service fees in accordance with Chapter 13.06 of the City’s Municipal Code. The collected fees are used for the maintenance of the sewer system in Abalone Cove. The maintenance items of the sewer system are performed on a contract basis. This report awards those contracts.

DISCUSSION:

With just over 2 years of operation, the sewer system has performed as planned. Basic sewer system maintenance criteria were established near the end of the construction phase, based upon manufacturer recommendations. The cost for regular maintenance services is essentially "fixed", and the cost of extraordinary maintenance services will be paid on a time and material (T&M) basis, with maintenance costs to be negotiated annually through proposal with a potential for costs savings.

To obtain the needed services, staff requested proposals from companies qualified in performing the needed services. The system components requiring service are the individual grinder pumps, collection system piping, and the lift station wet-wells. These services will be provided on a quarterly basis, while collection system piping will be performed annually. A key requirement of the proposal was the ability to provide timely services to respond to a system event and reduce the potential of sewage spills.

Three proposals for collection system and wet-well maintenance services were solicited and one response was received from Advanced Sewer Technologies (AST). AST has been providing as-needed sewer system services and has immediate knowledge of the system. Their proposed fee is fair and deemed adequate. Staff recommends that a 3-Year contract be awarded, with an authorization limit of $12,724 for FY 2003-04. A summary of their proposed fee is shown in Fig. 1.

Proposals for grinder pump maintenance services were solicited from two companies and one response was received from Multi W. Systems (MWS), Inc. Grinder pump maintenance/service is of a limited nature being a specialty application pump and MWS has extensive grinder pump experience. MWS is currently under contract to provide lift station maintenance (pumps, controls, appurtenances) in this area. Their proposed fee was reviewed to be fair and deemed adequate. Staff recommends that a 3-Year contract be awarded, with an authorization limit of $10,700 for FY 2003-04. A summary of their proposed fee is shown in Fig. 1.

Contractor

Items

Regular Maintenance

Extraordinary Maintenance

Totals

         

(1)

     

(2)

(1) + (2)

     

Subtotals

(Estimated Hours)

Subtotals

 
   

Qty.

Units

Unit Costs

 

Time

Units

Unit Costs

   

Multi W. Systems, Inc.

Grinder Pumps

1

Annual

$8,750

$8,750

13

hours

$150

$1,950

$10,700

                 

Multi W. Contract Total:

$10,700

                     
   

(12/03-6/04 Period Only)

Advanced Sewer Tech.

Inspection

1

Per Visit

$3,400

$3,400

16

hours

$190

$3,040

$6,440

Line Clean

0.25

Annual

$15,335

$3,834

       

$3,834

L.S. Wet Wells

1

Per Visit

$2,450

$2,450

0

hours

$190

$0

$2,450

                 

Advanced Sewer Tech. Contract Total:

$12,724

                     

Fig. 1

The proposed expenses include provisions for timely/emergency response services in anticipation of unplanned event(s).

CONCLUSION:

Adopting the staff recommendation will award a 3-Year Contracts for FY 2003-04 to Advanced Sewer Technologies, and to Multi W. Systems, Inc. for the maintenance of Abalone Cove Sewer System. These services will provide for the uninterrupted operation and longevity of the Abalone Cove Sewer System.

FISCAL IMPACT:

Adequate funds are budgeted in the FY 2003-04 Abalone Cove Sewer Maintenance Program for the recommended actions.

Respectfully Submitted,

Dean E. Allison

Director of Public Works

Reviewed,

Les Evans

City Manager