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CC 2014-08-12_08.o. Purchase Backup Pump - Lift Station No 1TO: FROM: BY: SUBJECT: DATE: MEMORANDUM CITY COUNCIL GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS SHANE TAYLOR, PUBLIC WORKS SUPERVISOR -UTILITIES CONSIDERATION TO APPROVE THE PURCHASE OF A BACKUP PUMP AND MOTOR FOR SEWER LIFT STATION NO. 1 AUGUST 12, 2014 RECOMMENDATION: It is recommended the City Council approve the purchase of a backup submersible pump/motor for Sewer Lift Station No. 1 in the amount of $30,000. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The funding for the backup pump/motor is from the Sewer Fund, and is included in the FY 2014/15 budget. The work to store the pump/motor at the lift station will take approximately six (6) manhours. BACKGROUND: Sewer Lift Station No. 1 is the City's largest sewer lift station. The station pumps 200,000 gallons per day of sewage from West Branch Street in front of Carl's Jr. to the Festival Cinemas and then under Highway 101 to El Camino Real. The sewage then flows via gravity to the treatment plant in Oceana. The station has two pumps which run alternately, as required. The station is vulnerable when one of the pumps has to be removed for service or repair. The station can run on one pump without a problem; however, if for any reason the one pump has a problem, there is no backup pump. The result of this scenario would be a spill to the Meadow Creek Detention Basin. A Category 1 spill, reportable to SWRCB and CAL OES warning center could be subject to penalties of a maximum of $10,000 per day plus $10 per gallon of spilled sewage. ANALYSIS OF ISSUES: Lift Station No. 1 is located next to a surface water body and any duel pump failure will result in a spill. To provide redundancy a backup pump/motor will assure the station has two working pumps at all times when one pump is removed for repair/service. There is no reason to gamble on one pump running the station for a period of time when one pump is pulled for service. Item 8.o. - Page 1 CITY COUNCIL CONSIDERATION TO APPROVE THE PURCHASE OF A BACKUP PUMP AND MOTOR FOR LIFT STATION N0.1 AUGUST 12, 2014 PAGE2 ALTERNATIVES: The following alternatives are provided for the Council's consideration: Approve a purchase order in the amount of #30,000.00; Do not approve the purchase order; Modify as appropriate and approve staff's recommendation; or Provide direction to staff. ADVANTAGES: A bf:)ckup pump will allow continued operation of the lift station as designed. DISADVANTAGES: No disadvantages are evident. 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, August 7, 2014. The Agenda and staff report were posted on the City's website on Friday, August 8, 2014. No comments were received. Attachments: 1. Proposal from Flo-Systems, Inc. and letter from pump manufacturer identifying Flo-Systems as the sole source provider. Item 8.o. - Page 2 c1 n ~v~Tcnn ~-L.\J-'-1 I '-1 I 1..1¥1 ;-' 3010 Floyd Street, Burbank, CA 91504 *Phone (818) 562-5282*Fax (818) 842-32 ?*E-mail -flo-systems@flo-systems.net I July 11, 2014 Proposal 071014C1 -Revised Mr. Shane Taylor City of Arroyo Grande 300 East Branch Arroyo Grande, CA 93420 Reference: Replacement S/N 1291086 Dear Mr. Taylor: I I staylor@arroyogrande.org I Flo-Systems is please to quote the following exact rep/a ement for Fairbanks serial number 1291086-0, 01. One (1) Fairbanks 4" Model 5435MV submersible p mp with 60 HP, 1800 rpm, 460/3/60 submersible motor with water jacket an' special materials of construction. This pump is to be used with the existing d ide rail assembly. I , Price: 30 000 00 Equipment is quoted f.o.b. factory with full freight allowe! to your yard. Applicable sales tax is included. Please note that this quote is based on the ori inal materials of construction which are not standard. Please allow 18-20 weeks for produdt on. This proposal is subject to Flo-Systems standard terms j nd conditions attached. Thank you for the opportunity to quote on this equipme~t We look forward to working with you on this project. Sincerely, Cindy Turner ATTACHMENT 1 Item 8.o. - Page 3 July 14, 2014 City of Arroyo Grande 300 East Branch Arroyo Grande, CA 93420 Re: Fairbanks Morse Sales Distribution Southern California and Southern Nevada Attention: Shane Taylor Dear Mr. Taylor: [ffi) Fairbanks Morse Engineered Flow Technologies 3601 Fairbanks Ave Kansas City, KS 66106 Fax: 800-915-6122 Cell: 916-474-1203 Flo-Systems, Inc. is Fairbanks Morse's exclusive distributor for municipal pumps and pump parts in Southern California and Southern Nevada. In addition, they are also an authorized field installation, service and repair facility for Fairbanks Morse pump products. Please feel free to contact me directly if you have any additional questions regarding Fairbanks Morse sales in the southwestern US. Sincerely, Jerry Eaves Western Regional Manager, FMPC • Pentair Pump Group Item 8.o. - Page 4