HomeMy WebLinkAboutSole Source Procurement Request - Cascade Pump Company - Ser (2) r��NSiNGTo� 2000 Main Street,
h of Ar(a Huntington Beach,CA
Ar AAA., 92648
- S City of Huntington Beach APPROVED 7-0
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File#: 23-565 MEETING DATE: 8/1/2023
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Alvin Papa, Acting Director of Public Works
PREPARED BY: Rafael Suarez, Capital Projects Administrator
Subiect:
Approve a Sole Source Procurement Request with Cascade Pump Company for the servicing or
replacement of mixed or axial flow pumps used at all 15 flood control stations
Statement of Issue:
The proposed sole source procurement would authorize Cascade Pump Company to service the
City's flood control pump equipment at a cost of up to $100,000 annually over a 3-year term.
Currently, 45 of the City's 48 flood pumps were manufactured by Cascade.
Financial Impact:
Sufficient funds are available in the FY 2023/24 Pump Plant Maintenance Budget in account no.
10085502.67715. Funding for years 1 and 2 will be requested in future budget cycles.
Recommended Action:
Approve the sole source procurement request with Cascade Pump Company to service the City's
existing Cascade pumps at its flood control stations.
Alternative Action(s):
Do not approve the sole source procurement request, and direct staff to procure service contracts
through a competitive bid process. Utilizing another vendor will require the City to invest additional
time and funds to train the vendor to service the Cascade pumps.
Analysis:
The City's flood control pumps are necessary to manage water levels and prevent flooding.
Furthermore, routine and proper pump maintenance is necessary for the stations to function reliably,
particularly during heavy rain events like the ones that the City experienced last winter. Though
minor repairs can be handled in-house, a dedicated service and repair team is needed for
preventative measures and to address major and/or urgent repairs.
Given that 45 of the City's 48 flood control pumps are manufactured by Cascade -the sole distributor
of these parts -staff is recommending a sole source procurement with Cascade to provide pump
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File#: 23-565 MEETING DATE: 8/1/2023
repair and maintenance services for up to $100,000 annually over a 3-year term. Cascade has
worked with the City for the past 24 years and has developed an institutional knowledge of the City's
flood control facilities. By relying on Cascade's repair team, who are experts in the system pumps
and have made repairs on them in the past, the City eliminates any intermediary costs and increases
the likelihood of successful and efficient repairs.
The company is based locally out of Santa Fe Springs and can readily access all pump parts for
timely repairs, particularly during emergency situations or storm season. Parts would be procured
without the mark up fees that other repair teams may charge after purchasing directly from Cascade.
Recently, the City issued a Release for Qualifications and received bids for servicing of pumps that
resulted in comparable rates; however all other vendors were charging up to 30% mark-ups on
materials and administrative fees. By selecting Cascade's repair and service team, the City would
avoid spending these additional costs.
To ensure the proper and continued servicing of the pumps and to minimize risk of downtime and
flooding, staff recommends utilizing a sole source procurement with Cascade Pump Company at a
cost of up to $100,000 annually over a 3-year term.
Environmental Status:
Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will
not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Sole Source Justification
2. PowerPoint Presentation
City of Huntington Beach Page 2 of 2 Printed on 7/26/2023
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Sole Source Justification
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Why is the acquisition cgobiCto0I001*0,00000100.0400001.
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Cascade Pump Company,as the sole olsbibotot ofltielf:OfOdttat offers direct purchasing without
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contractor mark-ups Since thiO,CW.ntfidliWpOitiOlnatilation4i.itititt::owir employees,there is no need
for an intermediary,reducing costs.Cascade,a familyowned-tothpaimmAnocAptorwhOROAA9d i
services pumps in re Sfrings.:Thoy'hold AAlgoffloght potdonA.01A0140A floodpvfrO.toqmp
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hiventOrAonsurinor•Olat emergency repairs and ter.Oco. 1
1.1 Provide the background ot events leading to this 1
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1.:.,h. e;Ot0:1..,.1000 00401 p400. s:0.1e.bp.ete-6ig..,.WItio. tka:.00dioate, d*et*.„..*000.••,,,...,NpA,itte.,,•ar•.•*,.,Ope.Ritt•:„g..„
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*A00k009000001t with Cascade tO:46140.00 0000:b*,00(r*c000#14.44!ntOn 44 otowsin,
inventwate made by east0e, 1
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3 Describe the uniqueness of the acquisition piiitiYikAtAhe„gbOditenikeitupplier:chosen?)
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Cascade's 24-yearhiVOlViiiientVithAht!,City!s•flood control facilities gave Cascade the inalfultuna)
knowledge needed to succestfUlly service and roparpuirpuupSy 000g 0***a."*Our re:001rleenteeties:
money,and minimizes downtime and risk Having local facilities makes them highly viable teere00itt 40
service,especially during 001.0*****04404.r.0000704100611**00 manufacturer of the pumps
they also have all tbo e0,00fr0.0s.needed to
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supplier?
it.010 City chooses another repair team,it will beettbe City additional time and money needed for
servicing 500100011;.13000050.Ca5Oatte'dehethaVe.,dietilbetete 4eiStheeifetidorsihweityw9u14,1*.
400100 tfrilietki40.fe00.0haf0ed by othettetleieteibielhat would perbeee,difeAiyfrom Ceepe;.4.,
BY*009MO:'04$04eN 000.010041.004.:0.00 j'.004.0 iliefikoWOOotlibptopet tevaisi which 000kt
potentially
lead t0400)56***4010(4410.0011401.1405; 0sode!ef:IcibeWrodObtpleto:pemokotew.0 them
to ittiOtity. and address any underlying issues 00001 go unnoticed,bli3Oti4orte*IttOr.4.•
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ittfhafmaokaresearc4 wasconduntnd tosObaarigatO 00 001P010,0(i.Including evaiutikAatitlitelttint•
considered?'
10*(04)*fifiv*Ot?yourOtaiiiio riOntifioifiersitoftar or apprqpriOtegqaditsenikesincludino atummary of how the department
ponclu,dizpiEtbat#110110ernativesigreeither.inoppropilatelit unavailable The names and addresses of suppliers 00,.:#14!:0004
for not consiabringihoqfttS(bif 4000;OKOty,potloo#orwo,100.•4:0140;,:Off,c0t0(00160t,W4000000,140'90knot
performed)
Recently,the City released a request for qualifications that included servicing of pumps The results was.,
comparable hourly rates,however all were 1'5 t..000,:ptrCept..nork-00,00.),*tuntit'tO.0
aiiiiitibliti adittrOtiVgfee.S.:.
Bk:setOtiti4POSca00's repair and leativoto.City,weeld:e4010:ebeedieg:the additional metk-ege
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EL PRICEANALYSIS
offered deterMitted tozbelale and reatonablé?
laiivahattlie:basis was for comparison atAriTc4o-c9A:PnOlY:§0 applicable)
Research with existing service contracts andbid rgq,41teigave ideight,to additional costs for rePair,All
pump eerVice providers are charging an additional l*to 30 percentffistkiup On MaterielsArktadditiotiAl
adminlstratwe fees.:
2. Describe any Co*savings realized or costs avoided by acquiring the lidedeleenddealreld this supplier.
Selecting Cascade to service and repair our Cascade pumps avoids unnecessary mark-up and
administrative costs that other service and repair vendors would be Oherte.,,
Additionally,Cascade's inherent and comprehensive knowledge of their pumps allows them to identify.
and address any underlying issues that other repair might overlook,further reducing the risk to
other costly breakdowns.
Remit completed rOrni ,P(ITAlliuniington Beach OurchapIngDtittsion,
:2000. Main Street sHuntington EtOOON.,..cA,92048-2702
�' Cascade Pump
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- � - --M - Procurement Request
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;) �041:-. ► . August 1 2023
.ter,
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Cascade Pump Company
• 45 of the 48 pumps used to manage the 15 City
flood control facilities are made by Cascade
• Cascade has a 24-year involvement with the City's
flood control facilities
• Cascade's institutional knowledge saves money
and minimizes downtime and risk
0TING�
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a''FB 11 1
COUNTY:' \�'J
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Sole Source Justification
• Cascade Pump Company will provide a dedicated
service and repair team.
• City staff and assigned vendors are already familiar
with and trained to use Cascade branded pumps.
• Failed equipment will significantly increase risk of
flooding and may adversely impact the health, safety
and property of local residents and businesses 0� 0-G4PP°44rfo..4'..
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OI\cA Opp
Recommended
Action
• Approve the sole source procurement request with
Cascade Pump Company to service the City's existing
Cascade pumps at City flood control stations.
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