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STAFF REPORT
Public Works Services Department
DATE: May 7, 2013
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Ken Herman, Deputy Public Works Services Director
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A ONE
(1) YEAR CONTRACT EXTENSION WITH GENERAL PUMP COMPANY,
INC. TO PROVIDE UNSCHEDULED MAINTENANCE AND
EMERGENCY REPAIR OF CITY WELLS AND PUMPS IN THE AMOUNT
OF $100,000
Recommendation: Approve
SUMMARY
General Pump Company, Inc. currently provides unscheduled maintenance and
emergency repair of City wells and booster pumps under a one year contract that allows
for annual extensions. General Pump Company is reaching the end of their second
contract extension and has submitted a written offer to extend the existing agreement
for an additional one year with no increase in prices. All terms and conditions of the
original Agreement will remain in effect.
It is recommended that the City Council authorize the City Manager to execute a one
year contract extension with General Pump Company, Inc. to provide emergency and
unscheduled maintenance repairs of City wells and pumps in the amount of $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 15 active groundwater wells. The water system also
utilizes 32 booster pumps that pump water through the distribution system and 16
reservoirs throughout the City.
The Public Works Services Department is responsible for the day -to -day operation and
maintenance of the City's municipal water wells and pumps. However, certain
maintenance or repair tasks may require expertise, equipment, or a level of manpower
that the City does not have on hand, which necessitates hiring a contractor to perform
Unscheduled Maintenance & Repair of City Wells Contract
May 7, 2013
Page 2 of 2
this type of unscheduled or extraordinary type of work. The work performed under this
contract is scheduled by the Utilities Superintendent on an as- needed basis. A scope of
work and cost estimate are required to be prepared by the contractor including an
authorization by the Utilities Superintendent prior to the work being performed.
On June 1, 2010, the City Council approved a one year Professional Services
Agreement with General Pump Company, Inc. for unscheduled maintenance and
emergency repair of City wells and booster pumps with optional annual extensions.
General Pump Company, Inc. is reaching the end of their second contract extension
and has submitted a written offer to extend the existing agreement for an additional year
with no cost increase. All other terms and conditions of the agreement are to remain in
effect. General Pump Company has provided excellent service and been responsive to
emergency situations during the past year.
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. Funds for the FY 2013 -14 portion of the contract extension have also
been included in the proposed budget. All work is performed on a time and material
basis and the contractor is only paid for work performed.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a one (1) year contract extension with General Pump Company, Inc. to provide
unscheduled maintenance and emergency repair of City wells and pumps in the amount
of $100,000.
Approved:
Dominic Lazzar
City Manager