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CC 2013-12-10_08.f. Purchase of a Replacement Pump for Soto Basin No 2MEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS BY: SHANE TAYLOR, PUBLIC WORKS SUPERVISOR -UTILITIES SUBJECT: CONSIDERATION TO APPROVE THE PURCHASE OF A REPLACEMENT PUMP AND PIPE COLUMN FOR SOTO BASIN NO. 2 DATE: DECEMBER 10, 2013 RECOMMENDATION: It is recommended the City Council: 1. Approve the purchase of a replacement vertical turbine pump and pipe column for Soto Basin No. 2 in the amount of $12,820; and 2. Appropriate $6,500 from the Water Fund and $6,500 from the General Fund. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The funding for the replacement pump and pipe column will be from two sources. The Water Fund will contribute $6,410 and the Soto Sports Complex Maintenance budget will contribute $6,410. The Water Fund account 640-4711-5603 and the General Fund account 010-4430-5605 will each require an appropriation from the fund balance of $6,500 to support this replacement. Current reserves in each fund are adequate to accommodate the request. Restoration work will involve approximately 40 hours of staff time. BACKGROUND: The Soto Sports Complex storm water reclamation project was constructed in 1986. The pump and pipe column that pumps water from Basin No. 2 is no longer functioning properly. Quotations were obtained and the lowest responsible quotation was from M & W Pump, Inc. This pump failure was not anticipated and happened after the Fiscal Year 2013/14 budget was adopted. ANALYSIS OF ISSUES: Soto Basin No. 2 is part of the Elm Street Park/Soto Sports Complex irrigation system. The system utilizes stored storm water from the retention basins and the well to provide non-potable water it irrigate the Park/Complex and also provide construction water. The irrigation system has been in service since 1986 and on average saves 100-acre feet of Item 8.f. - Page 1 CITY COUNCIL CONSIDERATION TO APPROVE THE PURCHASE OF A REPLACEMENT PUMP AND PIPE COLUMN FOR SOTO BASIN NO. 2 DECEMBER 10, 2013 PAGE 2 potable water per year. In addition, on average $6,000 per year is received from sales of construction water. Staff has analyzed the budget and does not anticipate an opportunity to re-allocate the existing resources to accommodate this unplanned expense. ADVANTAGES: Replacement of the pump/pipe will allow continued use of non-potable water to irrigate the Park/Complex and provide flood protection to the community. In addition, this pump allows for City staff to manage water levels in this retention basin to help prevent storm water overflows into Basin No. 3. Basin No. 3 is the location of Volunteer and Ikeda softball fields. Stormwater flows into Basin No. 3 would result in significant costs to repair these fields. • DISADVANTAGES: This will require an unexpected appropriation from Fund Balance. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1) Approve a purchase order in the amount of$12,820 and authorize appropriations of$6,500 from the Water Fund and $6,500 from the General Fund; 2) Do not approve the purchase order and appropriations; 3) Modify as appropriate and approve staff's recommendation; or 4) Provide direction to staff. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, December 5, 2013. The Agenda and staff report were posted on the City's website on Friday, December 6, 2013. No public comments were received. Attachments: 1. Quotation Summary Sheet Policy #: C-001/002 CITY OF ARROYO GRANDE QUOTATION EVALUATION SUMMARY DATE PREPARED: 12/2/13 DEPARTMENT: Public Works PREPARED BY: Shane Taylor SUPPLIER’S NAME SUPPLIER’S NAME SUPPLIER’S NAME x WRITTEN QUOTATIONS VENDOR: M & W Pumps,Inc. Arroyo Water Well supply VERBAL/TELEPHONE QUOTATIONS TELEPHONE: 925-1147 489-2258 QUOTED BY: Frank Morales1 Thomas Ralph ITEM # DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE 1 Pull 2ea. short couple turbine pumps, reinstall 1 new 4,000 5,300 Turbine pump. 2 New turbine pump Goulds 9RCLC [6 stage] curve 1 ea 5,680 6,713 E6409CFPC2 speed 1770rpm with stainless steel Bowl bolts and strainer basket. 450 gpm @220tdh 3 Column assembly @ 30' 1 ea 2,240 2,600 Note: Numerous attempts were made to obtain Quotations from other well service vendors, however They all declined. freight 266.40 Tax 633.;60 Tax 745.04 Tax TOTAL QUOTATION 12,820 15,358.04 CASH DISCOUNT TERMS F.O.B. DELIVERY TIME FROM RECEIPT OF ORDER ATTACHMENT 1 Item 8.f. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.f. - Page 4