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HomeMy WebLinkAboutItem 11h - Unscheduled Maintenance and Repair of City Wells and PumpsContract Extension for Unscheduled Maintenance & Repair of City Wells June 5, 2018 Page 1 of 2 DATE: June 5, 2018 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: John Corona, Utilities Superintendent SUBJECT: EXTENSION TO THE CONTRACT WITH GENERAL PUMP COMPANY, INC. FOR UNSCHEDULED MAINTENANCE AND EMERGENCY REPAIR OF CITY WELLS AND PUMPS IN THE AMOUNT OF $79,000 Recommendation: Approve SUMMARY On June 16, 2015, the City Council approved a contract with General Pump Company, Inc. to provide unscheduled maintenance and emergency repair of City wells and pumps. On June 20, 2017, the City Council approved a contract extension. General Pump Company, Inc. is reaching the end of their contract extension and has submitted a written offer to extend their contract for an additional year with no increase in pricing. This is the third and final extension to the contract. All terms and conditions of the contract will remain the same. Based on the excellent services provided by General Pump Company, Inc., it is recommended that the City Council approve, and authorize and direct the City Manager to execute a one year extension to the Contract with General Pump Company, Inc. for unscheduled maintenance and emergency repair of City wells and pumps in the amount of $79,000. 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 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 about 45 million gallons of water. The Public Works Services Department 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 16, 2015, the Contract Extension for Unscheduled Maintenance & Repair of City Wells June 5, 2018 Page 2 of 2 City Council approved a contract with General Pump Company, Inc. to provide unscheduled maintenance and emergency repair of City wells and pumps. On June 20, 2017, the City Council approved a contract extension. General Pump Company, Inc. is reaching the end of their extension period and has submitted a written offer to extend the contract for an additional year with no increase in pricing. The contract language allows for annual contract extensions, subject to City Council approval. General Pump Company, Inc. has provided excellent service during the term of the contract. Attached is the proposed contract amendment with General Pump Company, Inc. It is expected that the work will be re-bid next fiscal year in order to ensure that the pricing and services offered remain competitive. ENVIRONMENTAL IMPACT The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sufficient funding is budgeted in the Fiscal Year 2018-19 operating budget for well and pump preventative maintenance services. All work is performed on a time and materials basis and the contractor is only paid for work performed. RECOMMENDATION It is recommended that the City Council approve, and authorize and direct the City Manager to execute a one year extension to the Contract with General Pump Company, Inc. for unscheduled maintenance and emergency repair of City wells and pumps in the amount of $79,000. Attachment: Proposed Contract Amendment AMENDMENT NO. 3 TO THE WELL & BOOSTER PREVENTATIVE MAINTENANCE AND SERVICES CONTRACT BY AND BETWEEN THE CITY OF ARCADIA AND GENERAL PUMP COMPANY, INC. This Amendment No. 3 (“Amendment No. 3”) is hereby entered into this ______ day of ______________, 2018 by and between the City of Arcadia, a municipal corporation of the State of California, and General Pump Company, Inc., with respect to that certain Contract between the parties dated August 5, 2015 (“Agreement”) further amended by Amendment No. 1 dated July 27, 2016, and further amended by Amendment No. 2 dated July 12, 2017. The Parties agree as follows: 1. Article 2.2.1 of the Contract, the Term is hereby extended from August 5, 2018 to August 5, 2019 (“Extended Term”). 2. All terms and provisions of the Contract not amended by this Amendment No. 3 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 3 on the date set forth below. CITY OF ARCADIA GENERAL PUMP COMPANY, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director