MEETING DATE:
SEPTEMBER 9, 2025
SUBJECT:
Title
RESOLUTION NO. 2025-9488 - AWARDING A CONTRACT FOR AS NEEDED PUMP AND WELL MAINTENANCE SERVICES AND DELEGATING AUTHORITY TO THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE THE CONTRACT WITH BRAX COMPANY, INC.
Body
Recommendation
Recommendation
ADOPT a resolution awarding a contract for as needed pump and well maintenance services and delegating authority to the City Manager to negotiate, finalize, and execute the contract with Brax Company, Inc for a maximum of five (5) years.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Planning for the Future
Dynamic and Responsive Service Delivery
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
The Public Works Department maintains 27 pumps and wells that provide water to irrigate parks and other landscaped areas throughout the City through a contracted partner. The Department currently contracts with Brax Company, Inc. to perform annual maintenance and as needed repairs for these pumps and wells. The current agreement is set to expire in September. City staff has publicly solicited and reviewed proposals for continuation of these services. Approval of the proposed Resolution will award a five year contract for as needed pump and well maintenance services in an amount not to exceed $500,000 over the five year period to Brax Company, Inc.
Discussion
The Public Works Department desires to contract with qualified pump and well maintenance contractor to provide annual inspections, maintenance, and as needed repairs for pumps and wells throughout the City. The current contract is set to expire in September 2025. Staff advertised a request for proposals in accordance with Section 2.30.100 of the San Marcos Municipal Code (Public Projects). RFP 25-05 was posted to PlanetBids on July 15, 2025. On August 5, 2025, three (3) vendors submitted responsive proposals and one was deemed non-responsive. Public Works staff evaluated the submittals based on the criteria outlined in the RFP document. As a result of the project team’s evaluations, staff seeks City Council’s approval to award the contract to Brax Company, Inc
Staff has evaluated other approaches for completing this work, such as hiring part-time and full-time staff, but ultimately determined that utilizing an outside contractor still provides the best value for the City. The execution of this agreement provides Public Works with a streamlined approach to efficiently manage this work.
Staff recommends that the City Council approve the award of multi-year contract for pump and well maintenance services, in an amount not to exceed $500,000, and that it authorize the City Manager to negotiate, finalize, and execute the contract and related documents with Brax Company, Inc.
Environmental Review
The activity performed under this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines, and is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
Funding to support this agreement was appropriated in the FY26 Measure Q Fund (606035), City Infrastructure Replacement/ Rehabilitation Fund (604), the CFD 98-02 Lighting and Landscaping Fund (205), and the Lighting and Landscape Maintenance District Fund (202).
The contract award does not commit the City to any future expenditure.
Attachment(s)
Resolution
Prepared by: Amanda Haas, Park Maintenance Supervisor
Submitted by: Amanda Haas, Park Maintenance Supervisor
Reviewed by: Tim Selke, Public Works Director
Approved by: Michelle Bender, City Manager