HomeMy WebLinkAboutItem 2h - Purchase Order for Unscheduled Repair of Orange Grove Well 2APurchase Order for Unscheduled Maintenance & Repair of Orange Grove Well 2A
November 21, 2017
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DATE: November 21, 2017
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director By: John Corona, Acting Utilities Superintendent
SUBJECT: PURCHASE ORDER WITH GENERAL PUMP COMPANY, INC. FOR
UNSCHEDULED REPAIR OF ORANGE GROVE WELL 2A IN THE AMOUNT OF $69,947.06 Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the daily 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. On June 20, 2017, the City Council approved a contract extension with
General Pump Company, Inc. (“General Pump”) in the amount of $79,000 to provide annual unscheduled repair of wells and pumps. On August 2, 2017, Orange Grove Well 2A was taken out of service due to mechanical problems. As a result, General Pump
pulled Orange Grove Well 2A to inspect and assess the problem. The purchase order
with General Pump has been fully expended and the cost estimate to repair Orange
Grove Well 2A exceeds the purchase order amount by more than 87%. It is recommended that a sole source purchase order with General Pump be issued to complete repairs to Orange Grove Well 2A and place the well back in service as soon
as possible.
Based on the excellent services provided by General Pump and that they were the lowest bidder for the annual unscheduled repair of City wells and pumps, it is recommended that the City Council approve a sole source purchase order with General
Pump Company, Inc. for unscheduled repair of the Orange Grove Well 2A in the
amount of $69,947.06.
DISCUSSION
The City of Arcadia’s water system annually delivers approximately 16,500 acre-feet of
potable drinking water through approximately 14,000 water service connections. The
Purchase Order for Unscheduled Maintenance & Repair of Orange Grove Well 2A
November 21, 2017
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water supply for the system is obtained from 12 active groundwater wells. The water
system also utilizes 29 booster pumps that pump water through the distribution system
and 15 reservoirs that hold approximately 45 million gallons of water. The PWSD is responsible for the daily 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. On June 20, 2017, the City Council
approved a contract extension with General Pump in the amount of $79,000 to provide
unscheduled maintenance and repair of City wells and pumps. During this past summer, General Pump made repairs to the City’s Chapmen Well No. 7 and to several booster pumps. Unfortunately, these repairs came early in the fiscal year and the PO
with General Pump is almost fully expended.
On August 2, 2017, Orange Grove Well 2A was pulled from service because it was making unusual noises and excessive vibration. During inspection of the well, General Pump found that the pump bowls and impellers were worn out and that the pump bowl
assembly and shaft needed to be replaced. The cost estimate to repair the well and
have it reinstalled by General Pump is at a not to exceed price of $69,947.06 (see
attached invoice). General Pump has agreed to offer the same pricing that is in their contract for annual
unscheduled maintenance and repair of City wells and pumps. General Pump has
provided excellent service and pricing during the term of the annual contract and
because they pulled the pump and inspected the well, they are already invested in the project. The proposed scope of work has been reviewed by PWSD staff. There are 4 production wells at the Orange Grove Water Facility and the Orange Grove Well 2A is
the City’s best production well of the group. It is recommended that a sole source
purchase order with General Pump be issued to complete repairs to the Orange Grove
Well 2A to ensure that the well is back in service as soon as possible. ENVIRONMENTAL ANALYSIS
The Purchase Order with General Pump Company, Inc. is not considered a project as
defined by California Environmental Quality Act (“CEQA”) Section 15378; as it can be seen with certainty that there is no possibility the project may have a significant effect on the environment.
FISCAL IMPACT
Sufficient funding is budgeted in the Fiscal Year 2017-18 operating budget for repairs to Orange Grove Well 2A.
Purchase Order for Unscheduled Maintenance & Repair of Orange Grove Well 2A
November 21, 2017
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RECOMMENDATION
It is recommended that the City Council approve a sole source Purchase Order with General Pump Company, Inc. for unscheduled repair of Orange Grove Well 2A in the amount of $69,947.06.
Attachment: General Pump Company, Inc. Cost Estimate