CITY COUNCIL AGENDA PACKET - Laserfiche WebLink

Page 1 of 2 Item #12 CITY COUNCIL AGENDA REPORT June 3, 2025 Public Works - Utilities Division TITLE: APPROVE AN AS-NEEDED MAINTENANCE AND TRADE SERVICES AGREEMENT WITH SHAPE, INC. FOR SEWER AND STORM MAINTENANCE AND PUMP REPAIRS FOR AN ANNUAL NOT-TO-EXCEED AMOUNT OF $75,000 PER YEAR OVER A THREE-YEAR TERM FOR A TOTAL OF $225,000, WITH THE OPTION TO EXTEND THE AGREEMENT BY TWO ADDITIONAL ONE-YEAR TERMS SUMMARY The City requires specialized, as-needed pump repair and maintenance services for various City sewer pump stations. The pump stations are equipped with Flygt brand submersible pumps. Shape Inc. (Shape) is the local representative for Flygt Pumps and the sole-source provider of these specialized services. Shape has been providing pump services to the City for more than 20 years and has consistently provided excellent service. Routine inspections showed that eight sewer pumps need to be rebuilt. Staff recommends the award of a sole- sourced as-needed maintenance and trade services agreement with Shape, Inc. as Shape is the only local Flygt Pump factory representative. RECOMMENDATION Approve and authorize the City Manager to execute a three-year as-needed maintenance and trade services agreement with Shape, Inc. for sewer and storm maintenance and pump repairs for a total of $225,000, with a not-to-exceed limit of $75,000 per fiscal year, where parties have the option to extend the agreement for two additional, one-year terms not to exceed five years. BACKGROUND The City maintains eleven sewer lift stations and six storm drain stations, eight of which are equipped with Flygt brand submersible pumps. Shape, Inc. (Shape) is the local representative for Flygt pumps, providing a range of services to pump owners, including parts, technical support, repair (both on-site and in-shop), and on-site removal and replacement. They also ensure that any repairs or replacement of current pumps meet Flygt's factory standards and are fully covered under the Flygt warranty. The City has used Shape for over twenty years to perform the above-mentioned services. The City uses Flygt pumps because of their proven reliability and durability in sewer wet wells. Sewage contains chemicals, solids, abrasives, rags, and many other items that get put down the drain. Submersible sewer pumps operating in these conditions require frequent inspection, repair, and general maintenance. Staff schedules four to six lift stations, which include multiple pumps at each station, for inspection and maintenance every year. The inspections usually result in some repair work, such as impeller or seal replacements. In some cases, pumps may need to be replaced due to worn parts or significant breakage. Page 160 of 226