Title
Consider a memorandum/resolution authorizing a letter of agreement with Pump Solutions, Inc., for removal and installation of three split case pumps at Pump Station #5, in the amount of $135,000.00.
Body
DATE: May 6, 2025
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Authorize the execution of a letter of agreement with Pump Solutions, Inc., for the removal and installation of three split case pumps at Pump Station #5
BACKGROUND AND FINDINGS:
Split case pumps are complex mechanical systems with numerous moving components and play a critical role in the water distribution system by transferring water, typically from a lower elevation to a higher elevation, from one location to another.
On March 18, 2025, City Council authorized the rejection of a sole response to Bid 25-16, Multi-Pump Replacement, due to the response not meeting the specifications required. This was to be a multi-year agreement for two (2) pump stations and twelve (12) lift stations. This is part of an approved five-year replacement and repair plan that began in the second half of fiscal year (FY) 2023.
City Staff is requesting Pump Solutions, Inc., be approved to provide the removal and installation of the three (3) split case pumps at Pump Station #5.
Immediate replacement is highly recommended to ensure continued functionality of water services, resolve complications during routine maintenance, and establish long-term reliability for future needs. The contractor is a member of The Interlocal Purchasing System, also known as TIPS Purchasing Cooperative. The funding is allocated in the FY 2025 Water and Sewer Division Budget.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
This purchase will be made through TIPS Purchasing Cooperative contract number 23010401. Purchases made through a cooperative contract are exempt from the competitive bidding process, as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F, “a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.”
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The total expenditure for FY 2025 is $135,000.
Is this a one-time or recurring revenue/expenditure?
One-time expenditure.
Is this revenue/expenditure budgeted?
Yes, funds are available in the Water & Sewer Fund in account 550-56315-400-404-000000.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
City Council authorize the City Manager, or his designee, to execute a letter of agreement with Pump Solutions, Inc. for Fiscal Year 2025 for removal and installation services of three (3) split case pumps in the amount of $135,000 and authorize the City Manager, or designee, to execute any amendments within the limits set by local or state law.
DEPARTMENTAL CLEARANCES:
Public Works
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
TIPS Summary
TIPS Contract
Certificate of Insurance
Certificate of Interested Parties
Presentation