May 16, 2006

SUBJECT: Award of Contract for the Purchase of a Pump to Replace One of Three Main Influent Pumps at the Water Pollution Control Plant (F0504-78)

REPORT IN BRIEF

Approval is requested for the award of a contract to JM Squared Associates, Inc., of Concord for a Fairbanks-Morse influent pump to replace Main Influent Pump No. 1 at the Water Pollution Control Plant (WPCP).

BACKGROUND

Main Influent Pumps No. 1, 2 and 3 handle all of the wastewater coming into the Water Pollution Control Plant for treatment. These large pumps were custom designed by the Fairbanks-Morse Pump Company in 1955 with a special mounting flange to allow them to be vertically mounted in the tight confines of the Primary Building at the WPCP facility. The pumps have been in continuous operation since being installed in early 1956.  Pump No. 2 was replaced in 2000. The age and condition of Pump No. 1 now make its replacement necessary.

DISCUSSION

Due to the age and design of Main Influent Pump No. 1, it cannot be replaced by a production item from the manufacturer. Fairbanks-Morse has proposed modifying a production pump to match the performance and dimensions of the original Pump No. 1 and will furnish the replacement pump with face-to-face wear rings to match the other existing pumps. Because of the customized nature of this purchase, delivery time will be 18-20 weeks from the factory in Kansas City.

The requested contract is for the purchase and delivery of the new pump only; the removal and installation of the replacement pump will be performed by WPCP staff.  WPCP maintenance staff intend to refurbish and use components from existing Pump No. 1 as back-ups for the other two pumps, if required.

Fairbanks-Morse will not sell directly to the City; orders must be placed through an authorized distributor.

Section 2.08.070 of the Sunnyvale Municipal Code exempts from competitive bidding those situations where the City’s requirements can be met solely by a single product available from a single source.  In this case, the pump must fit in the footprint of the original pump and be compatible with the other two Fairbanks-Morse influent pumps at the WPCP.  JM Squared Associates, Inc., is the only authorized Fairbanks-Morse distributor in Northern California.  

FISCAL IMPACT

Project costs include:

Funds are available in Equipment Replacement Account 020200.

RECOMMENDATION

Staff recommends the award of a contract, in substantially the same format as the attached draft purchase order and in an amount not to exceed $79,943, to JM Squared Associates, Inc., for a customized Fairbanks-Morse influent pump to replace Main Influent Pump No. 1 at the Water Pollution Control Plant.

Prepared by

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Marvin Rose

Director, Public Works

Approved by:

Amy Chan

City Manager

Attachment:

A. Draft Purchase Order(pdf)