HomeMy WebLinkAboutItem 1d: Contract extension with General Pump Co, Inc. for emergency maint. of City wells & pumps (2)STAFF RFPORT
Public Works Services Department
DATE: May 15, 2012
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Ken Herman, Deputy Public Works Services Director
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT EXTENSION WITH GENERAL PUMP COMPANY, INC. TO
PROVIDE EMERGENCY AND UNSCHEDULED MAINTENANCE
REPAIRS OF CITY WELLS AND PUMPS IN AN AMOUNT NOT TO
EXCEED $100,000
Recommendation: Approve
SUMMARY
General Pump Company, Inc. currently provides preventive and emergency
maintenance of City wells and booster pumps under a one (1) year maintenance
contract that allows for annual extensions.
It is recommended that the City Council authorize the City Manager to execute a one (1)
year contract extension with General Pump Company, Inc. to provide emergency and
unscheduled maintenance repairs of City wells and pumps in an amount not to exceed
$100,000.
DISCUSSION
The City of Arcadia's water system annually delivers approximately 16,500 acre -feet of
potable drinking water through its 13,800 water service connections. The water supply
for the system is obtained from fifteen (15) active groundwater wells. The water system
also utilizes thirty -two (32) booster pumps that pump water through the distribution
system and into sixteen (16) reservoirs throughout the City.
The Public Works Services Department is responsible for the day -to -day operation and
maintenance of the City's wells and municipal water pumps. However, certain
maintenance or repair tasks may require expertise or equipment that the City does not
have. Moreover, there are times when a well or municipal water pump breaks and there
is a need to repair or replace the malfunctioning equipment in order to meet water
demands. Therefore, the purpose of this contract is to be used for emergency repair
Mayor and City Council
May 15, 2012
Page 2 of 2
work on the City's water wells and/or municipal water pumps. The contractor is notified
and the work is scheduled, eliminating the need to go out to bid separately each time a
well or booster pump fails or is malfunctioning. Aii work assigned to the contractor
requires a scope of work and cost estimate to be prepared by the contractor and
authorization from the Utilities Superintendent prior to the work being performed.
In previous years, this contract included the task of scheduled annual well rehabilitation.
As a change to this contract, scheduled well rehabilitation will now be included in the
Capital Improvement Program (CIP) for FY 2012-13 and future years. As a result, the
contract amount of $300,000 originally budgeted for this contract has been reduced to
$100,000 and will only include emergency and unscheduled maintenance repairs.
General Pump Company, Inc. has been made aware of these changes and has agreed
to these terms as well as to maintaining all fees as defined in the original contract.
It is recommended that the City Council authorize the City Manager to execute a one (1)
year contract extension with General Pump Company, Inc. to provide emergency and
unscheduled maintenance repairs of City wells and pumps in an amount not to exceed
$100,000. All other provisions of the original contract will remain in effect.
ENVIRONMENTAL IMPACT
This project is categorically exempt per Section 15301 Class 1 (b) from the
requirements of the California Environmental Quality Act.
FISCAL IMPACT
Sufficient funds are budgeted in the Fiscal Year 2012-13 operating budget for
emergency and unscheduled maintenance repairs of the City's water wells and booster
pump stations. All work is performed on a time and material basis and the contractor is
only paid for work performed.
RECOMMENDATION
Authorize the City Manager to execute a one (1) year contract extension with
General Pump Company, Inc. to provide emergency and unscheduled
maintenance repairs of City wells and pumps in an amount not to exceed
$100,000.
Approved b
Dominic Lazzar
ity Manager