To: Sonoma County Board of Supervisors
Department or Agency Name(s): Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Award Blanket Purchase Order to Bartley Pump PM LLC, DBA as Pumpman NorCal
End
Recommended Action:
Recommended action
Authorize the Purchasing Agent to:
A) Execute a Blanket Purchase Order with Bartley Pump for a period of one (1) year with an option to extend for up to four (4) additional one (1) year periods.
B) Execute amendments to add or remove locations, price adjustments or other services that may be required under this agreement.
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Executive Summary:
The Sonoma County Department of Public Infrastructure (SPI) is requesting authorization to execute a Blanket Purchase Order (BPO) agreement with Bartley Pump PM LLC, DBA as Pumpman NorCal. If approved, the BPO will allow County departments to utilize Bartley Pump services for maintenance and repair of equipment used to maintain and operate the County’s water and wastewater systems. BPO’s improve operational efficiencies for County departments by consolidating separate agreements, expediting access to services, and facilitating ease of payment.
Discussion:
A Blanket Purchase Order (BPO) is a purchasing agreement established and managed by the Sonoma County Public Infrastructure (SPI), Purchasing Division. BPOs are structured to achieve the most favorable prices, terms, and conditions in the procurement of goods or services to achieve the maximum benefit of the end user and the County. Once established, they are available for repetitive usage by County departments and provide a streamlined process for procuring goods or services.
The County previously had a 3-year BPO agreement with Bartley Pump since June 2019 that has subsequently expired. Upon review by the Purchasing Division, it was determined that the need for such services still exists. Service providers were researched to determine capacity to provide on-site maintenance and repair to determine feasibility of a competitive procurement solicitation. It was determined that no other provider exists that could provide the critical on-site maintenance and repair to meet the needs of the County. In order to waive the requirement for a solicitation, a single source waiver was submitted for Bartley Pump and approved by the Purchasing Agent on September 8, 2023.
Bartley Pump is an authorized dealer for 27 different brands of critical parts and owns specialized equipment including a camera van for video inspection of deep wells, 2 x 27,000 lb. heavy pump trucks, and 3000 gallon per minute test pumps. In addition, Bartley Pump provides the County with 24-hour, on-call response in the event of an emergency.
Three departments currently utilize Bartley Pump’s services: Regional Parks, Public Infrastructure, and the Sonoma County Water Agency. The Water Agency operates eight different sanitation zones and districts throughout Sonoma County, and Bartley Pump provides critical services for the County’s water and wastewater systems that includes onsite maintenance, repair and replacement of pumps, motors, valves, water wells, sewer lifts and other equipment used in water and wastewater systems throughout the County. In addition, the County depends on Bartley Pump for emergency onsite service for sewer lift stations in Bodega Bay that could result in a major spill if pumps should fail and not serviced or addressed quickly.
Based on Bartley Pump’s access to critical parts and specialized equipment as well as their understanding of County facilities and history of providing excellent service SPI Purchasing staff recommends delegating authority to the Purchasing Agent to execute this BPO and any affiliated amendments.
Strategic Plan:
N/A
Prior Board Actions:
N/A
Fiscal Summary
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FY 23-24 Adopted |
FY 24-25 Projected |
FY 25-26 Projected |
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Narrative Explanation of Fiscal Impacts:
There is no direct fiscal impact associated with approving a Blanket Purchase Order. Appropriations for work performed by Bartley Pump under this agreement will be included in individual departments annual Recommended Budget or added through the Consolidated Budget Adjustment process. The historical, aggregate annual average spend with Bartley Pump has been approximately $200,000.
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
1 - Blanket Purchase Order Agreement
2 - Single Source Waiver
Related Items “On File” with the Clerk of the Board:
None