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Public Works Services Department
DATE: August 18, 2009
TO: Mayor and City Council
FROM: Pat Malloy, Assistant City Manager/Public Works Services Direct r
Prepared by: Tom Tait, Deputy Public Works Services Director
Craig Clark, Utilities Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT EXTENSION WITH GENERAL PUMP COMPANY, INC. TO
PROVIDE PREVENTATIVE MAINTENANCE SERVICES AND REPAIR
OF CITY WELLS AND PUMPS IN THE AMOUNT OF $285,000
Recommendation: Approve
SUMMARY
On November 1, 2005 the City Council approved a one (1) year well and booster
preventative maintenance contract with General Pump Company Inc. with optional
annual extensions. General Pump Company Inc. is reaching the end of their third
contract extension and has submitted a written offer to extend the existing contract
agreement for an additional year with no increase in pricing. The existing agreement
also includes a five percent reduction or $15,000 from its original contract cost as part of
the City's mid-year budget reductions.
The City's well and booster pump preventative maintenance program reduces the
amount of unforeseen repairs to the wells and booster pumps by performing scheduled
maintenance on these critical facilities. This past fiscal year, General Pump performed
preventative maintenance on Orange Grove No. 6 Well, Longden No. 2 Well and
various booster pumps. Based on the excellent service provided by General Pump
Company Inc., staff recommends that the City Council authorize the City Manager to
enter into a one (1) year contract extension with General Pump Company, Inc. to
provided preventative maintenance services and repair of City owned water wells and
booster pumps in the amount of $285,000. This will be the last extension for this
contract. Formal bids will be solicited next year for this contract work.
DISCUSSION
The City of Arcadia's water system annually delivers approximately 17,000 acre-feet of
potable drinking water through its 13,800 water service connections. The water supply
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Mayor and City Council
August 18, 2009
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 in 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. During the last
fiscal year, General Pump Company Inc. performed scheduled preventative
maintenance on Orange Grove No. 6 Well, Longden No. 2 Well and various booster
pumps.
This fiscal year the preventative maintenance schedule includes preventative
maintenance on Chapman Well No. 7 as well as three (3) booster pumps.
Preventative maintenance activities consists of the following:
o Pulling well and video logging
o Cleaning and scrubbing well casing
o Introduction of chemicals for cleaning well casing if needed
o Final video of well casing
Inspection of all internal parts and replacement as necessary including the well column,
shaft, bushings and pump.
Preventative maintenance of the City's wells and booster pumps is essential in order to
be able to meet system water demands and to continue to provide a reliable and safe
supply of potable drinking water to the City's residents and businesses.
General Pump Company Inc. is the current contractor with the City for this work and has
provided excellent and affordable service. During mid-year budget cuts, they were also
amenable to reducing their contract by five percent (5%) or $15,000 from the initial
contract cost. This will be the last contract extension for this contract. Public Works
Services will go out to bid for well and booster pump preventative maintenance services
next year in order to ensure that the City is receiving the lowest cost possible for these
services.
Staff recommends that the City Council authorize the City Manager to enter into a one
(1) year contract extension with General Pump Company, Inc. to provide preventative
maintenance services and repair of city owned water wells and booster pumps in the
amount of $285,000.
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Mayor and City Council
August 18, 2009
ENVIRONMENTAL IMPACT
This project is categorically exempt per Section 15301 Class 1 (d) from the
requirements of the California Environmental Quality Act.
FISCAL IMPACT
Sufficient funds are budgeted in the 2009-10 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.
RECOMMENDATION
1. Award a one (1) year contract extension in the amount of $285,000 to
General Pump Company, Inc. for the Annual Preventative Maintenance and
Rehabilitation of City owned Wells and Booster Pumps.
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
PM:TT:CC
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