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Finance Committee

Meeting Date:	06/27/2017
FROM:	City Manager

Subject:

Maintenance Agreement with Jamison Engineering Contractors, Inc.

RECOMMENDATION

Approve maintenance agreement with Jamison Engineering Contractors, Incorporated in the amount of $24,296.

BACKGROUND/DISCUSSION

For the past several years, Jamison Engineering Contractors, Inc. (Jamison) has provided the City of Brea with as-needed sewer lift station maintenance at two City owned sewer lift stations located on Briarwood Drive and on Fir Street. The La Floresta Sewer Lift Station has been maintained by Jamison Engineering for the past three years for the developer.

Last year, the City entered into an agreement with Jamison for a period of one year to maintain the La Floresta Sewer Lift Station, which is due to expire on July 31, 2017. With the approval of this original agreement, City Council directed that City staff receive training from Jamison so that City crews can take over full maintenance responsibilities once the lift station was transferred to the City. As a result, City staff received training in the operations of the new sewer lift station from Jamision within the last year.

After completing the training, it became apparent that the level of specialized knowledge required to maintain and service pumps, wet-wells, compressor, generator, electrical system, SCADA system, sensors and telemetry system was much more extensive than originally thought. Therefore, to keep the sewer lift station running at optimal performance, staff recommends retaining Jamison under a new agreement to perform monthly, bi-annual and annual maintenance of the specialized sewer lift station equipment. City staff will provide the weekly cleaning of the lift station area to minimize dust & debris from entering the equipment. The updated maintenance agreement now reflects a lower level of maintenance service by omitting the weekly service from the agreement. It is more cost effective to procure services from a specialized contractor for these types of services than to certify our staff to achieve and maintain this high level of specialized expertise for work that amounts to only a portion of their overall workload.

Since the lift station took longer than expected to transfer to the City, a new one year maintenance agreement is proposed with the option to renew for up to four additional years.

SUMMARY/FISCAL IMPACT

The proposed Maintenance Agreement provides for monthly, bi-annual, and annual maintenance and servicing at the La Floresta Sewer Lift Station for an amount of $24,296 (Exhibit B). In addition, provisions are made in the Agreement to address emergency call outs on a time and material basis, per the rate sheet provided in the proposal (Exhibit A). Finally, selecting Jamison Engineering Contractors, Inc. provides a consistent and standardized approach to maintenance of the City's sewer lift stations because they are already familiar with their condition, understand the City's expectations and standards, and have a positive performance track record. The cost for the contractor to provide specialized operation and maintenance is $24,296 and will be covered by the Sewer Fund. There is no General Fund impact.

RESPECTFULLY SUBMITTED

Bill Gallardo, City Manager
Prepared by: Will Wenz, Maintenance Superintendent
Concurrence: Tony Olmos, Public Works Director

Attachments
Exhibit A
Exhibit B
Agreement