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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