TITLE
Recommendation to authorize City Manager to execute all documents necessary to enter into a three-year contract with Pacific Rim Automation, for City-owned storm drain pump station telemetry, monitoring, and electrical/control equipment maintenance services for a total not to exceed $470,880 over a three-year period; and to authorize additional services, if required, within the provisions of the contract. (Citywide)
DISCUSSION
The City is responsible for the operation and maintenance of 24 storm drain pump stations located throughout the City. Monitoring of the pump stations is done remotely through a Supervisory Control and Data Acquisition (SCADA) telemetry system that has the capability of providing system alarms and remote control of the pumps. The SCADA system must be monitored on a 24-hour basis and alarms responded to in a timely manner. In addition, system software must be upgraded on a regular basis, and pump control equipment and electrical systems must be serviced every 30 days to insure pumps remain operable. The City does not have the resources to perform these specialized services and has historically relied on outside contractors to provide these services.
The current contract will expire on September 30, 2011, and on June 26th, the City advertised for bids via a Request for Proposals (RFP) that was posted on the City's website and advertised in the local newspaper. There were 847 potential bidders specializing in storm drain pump station telemetry system maintenance and repair notified, including 121 Woman-owned Business Enterprises (WBE), 191 Minority-owned Business Enterprises (MBE), 149 Small Business Enterprises (SBE) and 82 Long Beach businesses. A bid announcement was also included in the Purchasing Division's weekly update on Open Bid Opportunities, which is sent to 30 local, minority and women's business groups. Proposals were due on July 15, 2011. One proposal was received. Pacific Rim Automation, Inc. (an SBE), from Huntington Beach, CA, was determined to meet the contract qualifications.
This matter was reviewed by Deputy City Attorney Linda Trang on July 27, 2011 and Budget Management Officer Victoria Bell on July 28, 2011.
SUSTAINABILITY
Continual 24-hour telemetry monitoring and the ability to remotely operate the City's storm drain pumps results in the City's ability to respond to emergency alarms and calls to prevent toxic waste flow, sanitary sewer spills and other National Pollutant Discharge Elimination System (NPDES) permit prohibitive materials from being discharged into the rivers and beaches.
TIMING CONSIDERATIONS
Since the current contract will expire on September 30, 2011, City Council action on this matter is requested on August 16, 2011, to authorize storm drain pump station telemetry, monitoring, and electrical/control equipment maintenance services without interruption.
FISCAL IMPACT
The contract award is for a fixed annual amount of $156,960 with a contract term of three years, for a total contract amount of $470,880. Sufficient funds are budgeted each year in the General Fund (GP) in the Department of Public Works (PW) for these services. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER