MEMORANDUM SHANE TAYLOR, PUBLIC WORKS SUPERVISOR UTILITIES

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1 MEMORANDUM TO: FROM: BY: CITY COUNCIL GEOFF ENGLISH, PUBLIC WORKS DIRECTOR SHANE TAYLOR, PUBLIC WORKS SUPERVISOR UTILITIES SUBJECT: CONSIDERATION TO APPROVE THE PURCHASE OF A REPLACEMENT BACKUP PUMP AND MOTOR FOR LIFT STATION NO. 1 DATE: JANUARY 26, 2016 RECOMMENDATION: It is recommended the City Council approve the purchase of a replacement backup submersible sewage pump/motor for Sewer Lift Station No.1 in the amount of $39,000 and appropriate funding for the purchase. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The funding for the backup pump/motor will be an appropriation from the Sewer Fund Balance which has an estimated fund balance of $900,000. 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. toward the Festival Cinemas and then under Highway 101 to El Camino Real. The sewage then flows via gravity to the treatment plant in Oceano. 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 capable of running the station. The result of this scenario would be a spill to Meadow Creek Detention Basin. A Category 1 spill reportable to California Office of Emergency Services (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: On August 12, 2014, the City Council approved the purchase of a back up pump and motor for Lift Station No. 1. This proved to be quite valuable since one of the two Item 9.f. - Page 1

2 CITY COUNCIL CONSIDERATION TO APPROVE THE PURCHASE OF A REPLACEMENT BACKUP PUMP AND MOTOR FOR LIFT STATION NO. 1 JANUARY 26, 2016 PAGE 2 pumps cracked in half in June The backup was placed into service and the damaged pump was repaired and placed into the backup role. In November 2015 the second pump failed exactly like the first pump, it cracked in half. The backup was placed into service. The pump and motor was hauled to the motor shop in Santa Maria. An estimate of $18, was provided to replace the pump and repair/service the motor. The original pumps were installed in 2006 when the lift station was upgraded. The pump has an 18 month warranty and the motor has a 5-year warranty. Pentair Pump Group, Inc. was sent photos of the pump failure and they attributed the failures to corrosion. To repair the unit is approximately 50% of the cost of a new unit. The general rule of thumb is to replace, not repair. The unit is ten years old and after repair the motor will have a one year warranty and the pump 18 months. The station was designed to use this exact pump and motor. A different brand would require a very expensive retrofit of the station to accommodate a change. In communications with Flo- Systems, Inc. (our dealer), Pentair Pump Group recommends a 2-3% nickel added cast iron to enhance corrosion resistance and increase durability. Pentair is also going to investigate the failures and possibly provide the City with some assistance even though both units are well beyond warranty. ALTERNATIVES: The following alternatives are provided for the Council s consideration: - Approve a purchase order and appropriation in the amount of $39,000.00; - Do not approve the purchase order; - Modify as appropriate and approve staff s recommendation; or - Provide direction to staff. ADVANTAGES: A backup 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, January 21, The Agenda and staff report were posted on the City s website on Friday, January 22, No public comments were received. Attachments: 1. Proposal from Flo-Systems, Inc. and letter from pump manufacturer identifying Flo- Systems as the sole source provider Item 9.f. - Page 2

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