RPVCCA_CC_SR_2012_02_21_L_Abalone_Cove_Sewer_Pump_Station_RepairsMEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
STAFF LiASON:
HONORABLE MAYOR AND CITY COUNCIL MEMBERS
DIRECTOR OF PUBLIC WORKS
FEBRUARY 21,2012
ABALONE COVE SEWER PUMP ST~TX>N REPAIRS
CAROLYN LEHR,CITY MANAGER QY-
RON DRAGOO,SENIOR ENGINEER~
RECOMMENDATIONS:1)Find that an emergency exists which will not permit a delay
arising from a competitive solicitation for bids and that the actions taken below are
necessary to respond to the emergency;2)Approve and authorize the Director of Public
Works to execute a Not to Exceed Contract in the amount of $46,000 with Multi W Systems,
Inc.,to make necessary repairs;and 3)Adopt Resolution 2012-_,A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES,AMENDING
RESOLUTION 2011-44,THE BUDGET APPROPRIATION FOR FISCAL YEAR 2011-12,
FOR $46,000 TO REPLACE THE PUMP STATION INFRASTRUCTURE AT ABALONE
COVE.
BACKGROUND
The Abalone Cove Sewer System was installed and became operational in 2001.It serves
residents of Abalone Cove in the landslide area.To insure a flow of funds for the on-going
operation and maintenance of the sewer facilities in the Abalone Cove Area,the City Council
formed the Abalone Cove Sewer maintenance Fee in July 2001.Funds to maintain the
system are collected annually through property assessments.
The Abalone Cove Sewer System consists of three sub-systems;a gravity system,a force
main system and a low pressure system.The force main system needs repairs.It consists
of four large pump stations where waste is pumped at a higher pressure to overcome
elevation differences.The sewer pump stations were designed to operate using twin (or
redundant)single phase pump motors.The two sewer pump stations that move the majority
of waste material use 10.5 horsepower pump motors,the other two move a smaller amount
of material and use redundant 7.5 horsepower pump motors.As previously stated,all the
sewer pump stations were designed to run using the existing single phase electrical power.
This power source has been problematic for the larger pump stations,ultimately leading to
the need to replace the pumps and electrical control box.One of the large pump stations
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has been retrofitted with a three phase power converter,the required electrical control box
and three phase pumps.The retrofitted pump station has not required service since it was
put in service in 2009.Accordingly,Staff has determined that the remaining larger,single
phase pump station should be retrofitted to a three phase system.
DISCUSSION
The pump station needing repairs is located at Abalone Cove on the south side of Palos
Verdes Drive South.The pump station needs electrical or mechanical repairs approximately
ev~ry four to six months and most recently one pump motor failed completely.The pump
station is currently running on one pump motor without a back up.If the remaining pump
fails it is likely to result in a sewage spill which can degrade the environment and subject the
City to fines of up to $10,000 a day.To minimize the possibility of a complete system failure
and mitig'ate this emergency,Staff has initiated replacement of the system components.
Due to the immediate need to perform this work to replace the pump stations components,
Staff is recommending that the City enter into a contract with Multi W Systems,Inc.to
procure the required equipment,perform repairs,install the equipment that is necessary,
and to enter into a contract with Multi W Systems,Inc.to re-establish a safe and operational
sewer pump station.Multi W Systems has serviced the City's sewer pump stations,
providing maintenance and performing repairs for several years.Prices for their services
are consistently lower than competitors,Multi W Systems provided a proposal to remove
the existing pumps,and control box,and to install the three phase electrical control box,
power converter and pumps for an estimated cost of $44,220.97.In the event that additional
work is needed,to minimize delays,Staff is also recommending approval of a project
contingency in the amount of $1 ,779.03.Because of the benefits of addressing several
different problems by doing all of this work at once,and the immediate need to provide a
fully functional sewer pump station,Staff recommends that the City Council find by a 4/5
vote that an emergency exists,approve the agreement with Multi W Systems,Inc.,and
authorize the Director of Public Works to execute the contract.
ADDITIONAL INFORMATION
Staff contacted another contractor that is qualified to perform the sewer pump station repairs
to obtain an additional bid for the work.The contractor was unavailable to begin working on
the project (due to a heavy work load)and could not accommodate the emergency time
frame required by this project.
CONCLUSION
The City needs to repair the existing system to enhance the reliability of the sewer pump
station and bring it back online as a fully functioning sewer pump station.Accordingly,Staff
recommends that the City Council take the actions recommended by Staff.
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FISCAL IMPACT
Funds for this project are available in the Abalone Cove Sewer Maintenance Program.The
total cost of this project is estimated not to exceed to be $46,000.00.
Attachment:Budget Resolution
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RESOLUTION NO.2012-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES,AMENDING RESOLUTION 2011-44,THE BUDGET APPROPRIATION
FOR FISCAL YEAR 2011-12,FOR A BUDGET ADJUSTMENT TO THE CITY'S
ABALONE COVE SEWER MAINTENANCE PROGRAM
WHEREAS,Section 3.32 of the Rancho Palos Verdes Municipal Code provides
that all expenditures in excess of budgeted allocations must be by supplemental
appropriation of the City Council;and
WHEREAS,on June 21,2011,the City Council of the City of Rancho Palos
Verdes adopted Resolution 2011-44,approving a spending plan and authorizing a
bUdget appropriation for the 2011-12 fiscal year;and
WHEREAS,the City of Rancho Palos Verdes desires that the budget
appropriation for the FY 2011-12 Abalone Cove Sewer Maintenance Program be
increased;and
WHEREAS,a budget increase in the Abalone Cove Sewer Maintenance
Program is necessary to authorize the expenditure of additional funds for the Abalone
Cove Sewer Pump Station Repairs;
BE IT,THEREFORE,RESOLVED BY THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES:
The following adjustment be made to the following fund:
Abalone Cove Sewer Maintenance 225-3025-431-43-00 $46,000
Verified by Finance:
PASSED,APPROVED,AND ADOPTED THIS 21 st DAY OF FEBRUARY 2012.
MAYOR
ATTEST:
CITY CLERK
Resolution No.2012-
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State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I,CARLA MORREALE,City Clerk of The City of Rancho Palos Verdes,hereby certify
that the above Resolution No.2012-was duly and regularly passed and adopted by
the said City Council at a regular meeting thereof held on February 21,2012.
CITY CLERK
CITY OF RANCHO PALOS VERDES
Resolution No.2012-
Page 2 of2
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