TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider and act regarding Resolution 25-09 approving and authorizing the Town Manager to enter into a contract with Global Pump Solutions for emergency repairs and installation services for water and wastewater infrastructure throughout the town in an amount not to exceed $450,765.20 utilizing BuyBoard Cooperative Purchasing Contract #672-22 (Cheryl Taylor, P.E., Director of Public Works)
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STAFF: Cheryl Taylor, P.E., Director of Public Works
BACKGROUND:
This agreement for Emergency Utility Pump, Motor and Valve repair and installation will allow staff to utilize Global Pump Solutions, for repairs or replacement of control valves, lift station pumps, throughout the year by utilizing BuyBoard contract pricing #672-22. The total request of $450,7653.20 includes a total of $372,804.14 for the emergency repairs and the previously approved electrical repairs to all 4 lift stations in the amount of $40,680.61 with this vendor which now exceeds the Town Manager’s signatory authority and requires Council approval.
DISCUSSION:
On-going maintenance is required throughout the town for repairs to water and wastewater infrastructure. Public Works staff have discovered that both motorized control fill valves to the pump station which regulate the flow of all drinking water from the City of Fort Worth have cracks in the valve body and are in desperate need of replacement. As this repair is critical to the Town’s distribution system, an emergency repair is required. The lead time for delivery is 16 weeks. Staff has already ordered these critical valves due to the lead time and malfunctioning of the motor actuator. Delivery of the fill control valves is anticipated in April.
More recently, additional valve failures have occurred on High Service Pumps No. 3 and No. 4 allowing water to rapidly flow backwards into the pumps from the distribution system and spill out into the pump house, draining the water tower rapidly. The malfunction of these two critical pumps that were installed with the original construction of the pump station in 2001 will also require an emergency repair to ensure continued reliable functioning of the distribution system as the Town enters the season of peak water usage in the summer months. Lead time on replacement pump control valves is 20 weeks from date of purchase, after approval of this agreement.
With respect to wastewater, Public Works staff initiated a lift station pump rotation program this fiscal year and determined during maintenance inspections that two (2) lift station pumps - Deloitte and Fidelity - require replacement The Fidelity lift station pump has moisture in the motor due bad seals and as a result ruined the bearings in the motor. The Deloitte lift station pump failure had the wires spliced due improper ordering and the motor subsequently got hot and shorted the motor and windings. It is better value to replace both pumps due to age and cost to repair. These pumps are original to the lift stations which were installed at Fidelity in 1999, and Deloitte was constructed in 2009. Staff recommend the replacement of the original lift station pumps rather than rebuilding or refurbishing due to the lack of work order and maintenance records since installations.
Per Local Government Code 252.022 General Exemptions for water and utility services, procurement requirements, that will require Council approval and will be funded with a future budget amendment of the fiscal year 2024-2025 approved Public Works Utility Fund operating budget.
The cost of these emergency repairs for the pump station and lift stations are as follows:
Pump Station (Water)
Fill Control Valves $159,200.00
Pump Control Valves - Pumps 3 and 4 $174,000.00
Lift Stations (Wastewater)
Pump - Hwy 114 Fidelity $19,491.57
Pump - Deloitte $20,112.57
Total Emergency Repairs $372,804.14
The cost of the recently completed lift station rehabilitation that was previously approved by Town Manager is $40,680.61 is included in the total request this evening due to procurement requirements, as the work was completed by the same vendor.
The total request this evening:
Emergency Repairs $372,804.14
Contingency (10%) $37,280.41
Previously approved lift station rehabilitation $40,680.61
Grand Total $450,765.20
Utilizing Buy Board Contract Pricing, the Town of Westlake will contract Global Pump Solutions for pump, motor, and valve replacement services. The total proposed contract is above the Town Manager’s signatory approval and requires Town Council approval.
FISCAL IMPACT:
Total request of $450,765.20 includes a 10% contingency as well as the previously approved lift station electrical repairs that were completed this month in the amount of $40,680.61. The cost of the lift station rehabilitation was within the Town Manager’s signatory authority.
Funding for this contract will require a budget amendment to the Fiscal Year 2024-25 Public Works Utility Fund approved operating budget. The total proposed contract is above the Town Manager’s signatory approval and requires Council approval.
STAFF RECOMMENDATION:
Staff recommends approval of Resolution 25-09 authorizing the Town Manager to enter into a contract with Global Pump Solutions for emergency repair and installation services for water and wastewater infrastructure throughout the Town in an amount not to exceed $450,765.20 utilizing BuyBoard Cooperative Purchasing Contract #672-22.
ATTACHMENT(S):
1. Resolution 25-09
2. Pump Station - Ground Storage Control Fill Valves (2) Replacement
3. Pump Station - Booster Control Valve Replacements for Pumps 3 & 4
4. Lift Station - Deloitte Lift Station Pump Replacement
5. Lift Station - Hwy 114 Fidelity Lift Station Pump Replacement
6. Rehabilitation of All (4) Lift Stations (previously approved by Town Manager)
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny