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HomeMy WebLinkAboutItem 12s - Accept Orange Grove Well 1A Rehab Project as CompleteAccept Inspection and Rehabilitation of Orange Grove Well 1A Project June 20, 2023 Page 1 of 3 DATE: June 20, 2023 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Tiffany Lee, P.E., Senior Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY GENERAL PUMP COMPANY, INC. FOR THE INSPECTION AND REHABILITATION OF THE ORANGE GROVE WELL 1A PROJECT AS COMPLETE CEQA: Exempt Recommendation: Approve SUMMARY On April 19, 2022, the City Council approved a contract with General Pump Company, Inc. in the amount of $307,200 for the Inspection and Rehabilitation of the Orange Grove Well 1A Project. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $291,300. This amount reflects the original contract amount of $307,200 minus quantity changes totaling $15,900, or 5.18% less than the original contract amount. It is recommended that the City Council accept all work performed by General Pump Company, Inc. for Inspection and Rehabilitation of the Orange Grove Well 1A Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $14,565. BACKGROUND The City operates and maintains 11 groundwater wells, which produce an average of 16,500 acre-feet, or 5.4 billion gallons, of water to Arcadia customers each year. Regular inspection and maintenance of City wells is crucial to ensuring that the wells are operating at maximum production capacity and efficiency. The American Water Works Association (“AWWA”) is a nonprofit organization that develops and publishes standards for the proper treatment, transportation, and storage of drinking water supplies. The AWWA Standards for Water Supply Wells recommend performing preventative maintenance every 7 to 10 years. This includes removing the well pump assembly, video inspecting the pump casing, and performing a comprehensive inspection of the well pump assembly and components. The Public Works Services Accept Inspection and Rehabilitation of Orange Grove Well 1A Project June 20, 2023 Page 2 of 3 Department (“PWSD”) has developed a water supply well inspection and rehabilitation program that follows these guidelines. Each year, one to two wells are selected for preventative maintenance based on the date of the last inspection, maintenance records, and the current well efficiency. Preventative maintenance performed on the City’s water supply wells protects against higher emergency repair costs and the possibility of not meeting system demands should a water supply well go out of service for an extended period of time. DISCUSSION On April 19, 2022, the City Council approved a contract with General Pump Company, Inc. for the inspection and rehabilitation of the Orange Grove Well 1A Project. The project began with removal and inspection of the well motor, shaft, and pump, and video inspection of the well casing. Based on this inspection, a scope of work consistent with the contract documents was agreed upon by the contractor and PWSD. The original contract estimate for all work was $307,200. After the well was pulled, a more defined project cost was determined with final construction costs totaling $291,300. The work included cleaning of the well casing, replacing the existing worn column pipe, worn or damaged shaft assembly, oil lube tube, suction with stainless steel cone strainer, sounding tube, stainless steel airline and gauge, rewinding of the electric motor, and replacing the inadequate pump bowl assembly. Following re-assembly and installation of the well equipment, the well was disinfected, and water quality samples were taken, tested, and approved, in accordance with California Department of Public Health requirements. All terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. General Pump Company, Inc. completed the work as defined in the project plans and specifications in an efficient and timely manner. ENVIRONMENTAL ANALYSIS This well inspection and rehabilitation project is considered a Class 1 exemption as defined in Section 15301(b) of the California Environmental Quality Act, since the project consists of the maintenance of existing public facility providing public utility service. FISCAL IMPACT Funds in the amount of $250,000 were budgeted in the Fiscal Year 2021-22 Capital Improvement Program for this project; however, due to inflation, increased fuel costs, and material supply and labor shortages, the cost of this project increased and exceeded the Accept Inspection and Rehabilitation of Orange Grove Well 1A Project June 20, 2023 Page 3 of 3 approved budget by $57,200. On April 19, 2022, the City Council authorized a supplemental budget appropriation in the amount of $57,200 for the Inspection and Rehabilitation of the Orange Grove Well 1A Project, offset by funds received from the American Rescue Plan Act (“ARPA”). The total cost for this project is $291,300. This amount reflects the contract amount of $307,200 minus quantity changes totaling $15,900, or 5.18% less than the revised contract amount. The remaining funds will go back to the Capital Improvement Fund balance. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and accept all work performed by General Pump Company, Inc. for the Inspection and Rehabilitation of the Orange Grove Well 1A Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $14,565.