HomeMy WebLinkAboutItem 2a: Contract with General Pump Company for Maintenance and Repair of City Wells and PumpsDATE: June 1, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Craig Clark, Utilities Superintendent
SUMMARY
DISCUSSION
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STAFF REPORT
Public Works Services Department
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT WITH GENERAL PUMP COMPANY, INC. TO PROVIDE
PREVENTATIVE MAINTENANCE SERVICES AND REPAIR OF CITY
WELLS AND PUMPS IN AN AMOUNT NOT TO EXCEED $300,000
Recommendation: Approve
On May 4, 2010 sealed bids were opened for well and booster pump maintenance
services. One (1) bid was received from General Pump Company, Inc. Staff has
reviewed their bid and found it to be satisfactory. This service contract ensures that
preventative maintenance services and urgent and emergency repairs are performed on
the City's wells and booster pumps in a timely manner. Therefore, staff recommends
that the City Council authorize the City Manager to award a one (1) year contract with
General Pump Company, Inc. in an amount not to exceed $300,000 for annual
preventive maintenance services and repair of City wells and pumps.
The City of Arcadia's water system annually delivers approximately 15,500 acre -feet of
potable drinking water through its 13,800 water service connections. The water supply
for the system is obtained from thirteen (13) groundwater production wells. Additionally,
the water system is divided up into seven (7) pressure zones, which includes thirty -two
(32) booster pumps that pump water through the distribution system into sixteen (16)
reservoirs throughout the City. These reservoirs are used to meet daily system
demands and to provide emergency storage in the event of a fire.
The Public Works Services Department is responsible for the day -to -day operation and
maintenance of the City's wells and booster pumps. However, in certain instances work
goes beyond staff's capability to repair or perform specialized maintenance services. In
these cases, the contractor is notified and the work is scheduled, eliminating the need to
solicit bids each time a well or booster pump fails or is malfunctioning.
Mayor and City Council
June 1,2010
A specific list of work, covering every possible repair work scenario was listed in the
proposal to ensure that repair costs were covered for any repair. Bidders were asked to
provide the unit cost associated for each possible work scenario that may or may not be
needed for maintenance and /or repairs. Because the bid tabulation includes all repair
scenarios the actual contract cost will be slightly lower. The amount recommended for
award is based on the average actual maintenance and repair expenditures
experienced over the last several years, therefore, the actual contract cost will be less
than the bid submitted by General Pump Company.
Notice inviting bids was published in the adjudicated paper and bid packages were
acquired by area contractors. The City Clerk publicly opened one (1) sealed bid on May
4, 2010 with the following results:
FIRM
General Pump Company
Layne Christansen
TTS Engineering
Atlas- Allied, Inc.
LOCATION BID AMOUNT
San Dimas, CA
Fontana, CA
Huntington Beach, CA
Anaheim, CA
$393,000
No Bid
No Bid
No Bid
Staff contacted the other three bidders to find out why they did not submit a bid. The
typical response was that they were too busy with their current work load and did not
have the time to bid on contract work. General Pump Company has previously worked
for the City and staff felt that they were responsive and provided excellent service to the
City. Additionally, their labor and equipment bid prices remained the same as what they
submitted in 2005.
Staff has reviewed the bid documents for content and has investigated General Pump's
background and recent projects for competency. It is staff's opinion that General Pump
Company, Inc. can satisfactorily perform the work required and recommends that the
City Council award a contract in an amount not to exceed $300,000 to General Pump
Company, Inc. for annual preventative maintenance services of City owned wells and
booster pumps.
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 2010 -11 operating budget for preventative
maintenance services 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.
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Mayor and City Council
June 1,2010
RECOMMENDATION
1. Authorize the City Manager to execute a one (1) year contract with
General Pump Company, Inc. to provide preventative maintenance
services and repair of city wells and pumps in an amount not to
exceed $300,000
2. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney
Approved by:
Donald Penman, City Manager
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