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3.
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| Finance Committee |
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| Subject: |
Maintenance Agreement for the La Floresta Sewer Lift Station (Facility Process Solutions Consulting, LLC)
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| RECOMMENDATION |
- Award Maintenance Agreement with Facility Process Solutions Consulting, LLC in the amount of $28,136 for one (1) year and
- Authorize the City Manager to approve up to four (4) additional one (1) year extensions.
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| BACKGROUND/DISCUSSION |
For the past several years, Jamison Engineering has maintained the La Floresta sewer lift station. Jamison assumed maintenance responsibilities after the developer completed construction in 2014 and then entered into a maintenance agreement with the City after the City accepted the sewer lift station in 2017. The City Maintenance Agreement with Jamison was for a period of one year with up to (4) additional (1) year extensions. There was one extension granted in 2018 and the current term expired on August 31, 2019. Jamison has notified the City that they are declining to extend the maintenance agreement due to other priority jobs and would prefer to free up their resources. However, Jamison has agreed to maintain the lift station on a month-to-month basis until a replacement contractor is hired. Jamison has recommended Facility Process Solutions Consulting, LLC. (FPSC) as a replacement maintenance contractor, especially since FPSC has been assisting Jamison Engineering with the preventative maintenance on the La Floresta lift station since it was built by the developer in 2014.
City staff received a proposal from FPSC to maintain the lift station for an annual amount of $28,136. This proposal provides for bi-weekly, bi-annual, and annual maintenance and servicing at the La Floresta sewer lift station. In 2017, service was reduced from the original weekly service to a monthly service to save on maintenance costs. Since the lift station was serviced less frequently, we realized some cleaning and flow issues in early 2018, which required additional servicing/flushing of the wells to keep the facility operating correctly. City staff and the contractor recommend increasing the monthly service to a biweekly service to help prevent any sewer stoppages or overflow issues, which is reflected in the proposal.
As part of the Jamison contract, City staff was provided with training on the sewer facility operations and we found that the level of specialized knowledge required to maintain the service pumps, wet-wells, compressor, generator, electrical system, SCADA system, sensors, and telemetry system is well beyond what would be practically expected of a City maintenance worker to perform in-house. Therefore, to keep the sewer lift station running at optimal performance, staff recommends retaining Facility Process Solutions Consulting, LLC, under a new agreement to perform bi-weekly, 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. 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. |
| SUMMARY/FISCAL IMPACT |
The proposed maintenance agreement provides for bi-weekly, bi-annual, and annual maintenance and servicing at the La Floresta sewer lift station for an amount of $28,136. 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 and Scope of Work. Finally, selecting Facility Process Solutions Consulting, LLC. 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.
Cost of living adjustment shall not exceed 3% annually. The fee schedule in Exhibit A shall not be revised during the term of the Contract (including any extension periods) without prior approval by City Council. The cost for the contractor to provide specialized operation and maintenance is $28,136 and will be covered by the Sewer Fund. There is no General Fund impact. |
| RESPECTFULLY SUBMITTED |
William Gallardo, City Manager
Prepared by: Will Wenz, Maintenance Superintendent
Concurrence: Tony Olmos, P.E., Public Works Director |
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