12 - Xylem Agreement
ITEM NO. 12
Costa Mesa Sanitary District
&.an Independent Special District
Memorandum
To:
Board of Directors
From:
Scott Carroll, General Manager
Date:
December 19, 2013
Subject:Project # 194 - Agreement with Xylem, Inc. for Pump Station Maintenance
Summary
Every year the District will inspect and performpreventative maintenanceserviceson
all twenty Disrict owned sewer pump stations. After the stations are inspected, a
detailed report is prepared on recommended maintenance and/or repair work needed
at each station to reduce the likelihood of failure and ensures optimal performance.
The proposed agreement attached to this report is to perform required matenance and
repair work at eleven pump stations.
Staff Recommendation
That the Board of Directors:
1.Approvethe agreement with Xylem, Inc. for $169,182.82 for performing a
variety of maintenance and repair work on eleven pump stations.
2.Approve a contingency budget in the amount of $16,918, which is 10% of
the agreemenntamount.
3.Approve appropriating $35,000from retained earnings in the Liquid Waste
Fundto the sewer line maintenance account.
Analysis
After soliciting bids in February 2013 to perform inspection and preventive
maintenance services on all twenty pump stations, the District entered into an
agreement with Xylem, Inc. for $35,000 because Xylem was the only vendor that
submitted a bid. The cost was a savings of $5,000 from 2012 contract with JIMNI
Systems. Inspection services include removing the motors to examine the impellers
for wear, changing the oil, checking the motor windings and general condition of the
pumps. Xylem also re-installed the pumps and tested the system, which included the
following functions:
Protecting our community's health and the environment by providi
www.cmsdca.gov
Board of Directors
December 19, 2013
23
Page of
The general condition of the control panel and internal components.
Run time meters are recorded and compared for correct run times and entered
into onsite log.
An amperage reading is taken on each motor for correct operating amperage
under load and recorded in onsite log.
Inspect all electrical connections in panel, using a Thermal Imaging Instrument.
Inspect the motor starter contact points, overloads for proper operation.
Operation and condition of the Circuit Breakers and Control Fuses.
Alarm lights and telemetry are tested. (Where applicable).
Pump well is examined for excessive debris and grease. An assessment and
percentage of debris will be indicated onthe service report, recommending
clean out if needed.
The pumps will be observed in normal (automatic) operation and in Hand
operation.
Check valves are visually inspected for operation, leaks and excessive
corrosion.
Gate/plug valves are exercised.
Station is observed in a normal working operation and with all control
enclosures closed.
Any potential problems or recommendations are submitted in writing after each
service.
After the inspection services was completed, Xylem submitted a report that identified
necessary improvements to elevenpump stations that included, but not limited to
replacing impellers, seals, volutes, pumps and installing new bases. Staffsolicited
bids and notified sixqualified pump station vendors regarding this project.
Staff received two bids, which are as follows:
1.$169,182.82Xylem, Inc.
2.$248,108.70JIMNI Systems, Inc.
Staff is recommending awarding the contract to Xylem, Inc. because they are low bid
and they have first hand knowledge of District pumps. In addition, Xylem has
knowledgable and skilled technicians that can perform the work.
Strategic Plan Element & Goal
This item complies with Strategic Element 1.0, Sewwe Infrastructureand Strategic
Goal No. 1.7, Pump Station Maintenance & Standardization Program.
Legal Review
Board of Directors
December 19, 2013
33
Page of
Deputy District Counsel has reviewed and approved the attached agreement.
Environmental Review
Pump maintenanceis exempt from the requirements of the California Environmental
Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4
of CEQA allows an agency while establishing its own procedures “to list those specific
activities which fall within each of the exempt classes”, and the District has adopted
“CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects”
maintenance
does not include …. C. Continuing administrative or activities.”
Financial Review
Thisproject was estimated to cost $110,000. The total contract cost, including
contingency, is $186,101, which exceeds the estimated cost by $76,101. This project
is to be funded from the annual sewer maintenance account, which currently has
available fundsof $226,792. Once the contract has been applied, that would leave
$40,691 for the balance of the fiscal year. For the first six months, the District has
spent $58,974, including encumbrances. In order to provide adequate funding for the
balance of the fiscal year for miscellaneous sewer maintenance, an additional
appropriation of $35,000 is required as follows:
AccountAccount NumberIncreaseDecrease
Sewer Line Maintenance20-200001-4320$35,000
Retained Earnings20-000000-2990$35,000
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for
the December 19,2013Board of Directors regularmeeting at District Headquarters
and on District’s website.
Alternative Actions
1.Perform maintenance and repair to half of the eleven pump stations this fiscal
year, and then complete the remaining half in FY 2014-15.
2.Direct staff to report back with more information
AttachmentA:Agreement with Xylem, Inc.
Reviewed by:
Marc Davis
District Treasurer/Interim Finance Manager