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HomeMy WebLinkAboutItem 11j - Change Order for Replacement of Baldwin Booster Pump D Project DATE: April 15, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Tiffany Lee, Interim Principal Civil Engineer SUBJECT: CHANGE ORDER TO THE CONTRACT WITH GENERAL PUMP COMPANY, INC. FOR THE REMOVAL AND REPLACEMENT OF THE BALDWIN BOOSTER PUMP D PROJECT IN THE AMOUNT OF $23,039.65 CEQA: Not a Project Recommendation: Approve SUMMARY On June 18, 2024, the City Council authorized and directed the City Manager to execute a contract with General Pump Company, Inc., in the amount of $139,790, with a 10% contingency for the Removal and Replacement of Baldwin Booster Pump D. Due to unforeseen capacity shortages with the existing soft start panel and overload relay, a change order is needed to the Contract with General Pump Company, Inc., to include a starter upgrade to accommodate the upgraded motor. The additional cost exceeds the contingency amount authorized by the City Council; however, even with the change order, the project will remain within its original budget. It is recommended that the City Council approve, authorize, and direct the City Manager to approve a change order to the Contract with General Pump Company, Inc. for the removal and replacement of the Baldwin Booster Pump D Project in the amount of $23,039.65. BACKGROUND Annually, the City of Arcadia’s water system delivers an average of 13,000 acre-feet of potable drinking water to approximately 14,400 water service connections. The water supply for the system is obtained from 10 active groundwater wells. The water system also utilizes 29 booster pumps that pump water throughout the distribution system, and 15 reservoirs that hold approximately 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. Regular inspections and maintenance of booster pumps are crucial to ensuring that the pumps operate at their maximum capacity and efficiency. Change Order to the Contract General Pump Company, Inc. April 15, 2025 Page 2 of 3 Regular inspection and maintenance of the Baldwin Boosters revealed that Booster Pump D needed replacement. The Baldwin Booster system consists of three booster pumps (B, C, and D). The two 100-horsepower Booster Pumps, B and C, were rehabilitated in 2018. The remaining 60-horsepower Booster Pump, D, is at the end of its useful life and needs replacement. Baldwin Booster Pump D only operates during peak demand and serves as the back-up in case Booster Pumps B and C have mechanical issues. The Baldwin Booster Station is responsible for boosting water from Zone 3 into Zone 2 because Zone 2 does not have enough water sources to meet system demands. As a result, Zone 2 relies on water boosted from Zone 3. The removal and replacement of the existing 60 horsepower Booster Pump D with a 100-horsepower booster pump, is crucial to ensure the water distribution system is meeting the necessary demands of Zone 2 and will increase system reliability and redundancy. DISCUSSION On June 18, 2024, the City Council authorized and directed the City Manager to execute a contract with General Pump Company, Inc., in the amount of $139,790, with a 10% contingency for the Removal and Replacement of Baldwin Booster Pump D. General Pump Company, Inc. installed the new booster pump assembly and was preparing for startup. While preparing for startup, it was determined that the existing soft start panel and overload relay are too small to accommodate the upgraded motor. A starter upgrade is necessary to operate the new booster pump assembly. The total cost for the starter upgrade is $23,039.65. Due to the inadequate capacity of the existing soft start panel and overload relay, a change order is needed to the Contract with General Pump Company, Inc. to include a starter upgrade to accommodate the upgraded motor. While the City Council authorized a 10% contingency with the Project’s approval, the cost of the starter upgrade exceeds this amount; therefore, City Council authorization is required. ENVIRONMENTAL ANALYSIS The proposed action of a project change order does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Funds in the amount of $200,000 were budgeted in the Fiscal Year 2023-24 Capital Improvement Program for the removal and replacement of Baldwin Booster Pump D. On June 18, 2024, the City Council executed a contract with General Pump Company, Inc. in the amount of $139,790, with a 10% contingency, for the Removal and Replacement of Baldwin Booster Pump D. The total cost for the starter upgrade is $23,039.65. Sufficient funds are available in the Fiscal Year 2023-24 Capital Improvement Program to include a starter upgrade. Change Order to the Contract General Pump Company, Inc. April 15, 2025 Page 3 of 3 RECOMMENDATION It is recommended the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to approve a change order to the Contract with General Pump Company, Inc. for the removal and replacement of the Baldwin Booster Pump D Project in the amount of $23,039.65. Attachment: Soft Start Upgrade Proposal 159 N. ACACIA STREET * SAN DIMAS, CA 91773 PHONE: (909) 599-9606 * FAX: (909) 599-6238 CAMARILLO, CA 93010 * PHONE: (805) 482-1215 www.genpump.com WELL & PUMP SERVICE SINCE 1952 Lic. #496765 Serving Southern California and Central Coast March 13, 2025 Job # 16260 City of Arcadia 11800 Goldring Road Arcadia, California 91006 Attn: Tiffany Lee Subject: Change Order Request #1: Baldwin Booster D – Soft Start Upgrade General Pump Company is pleased to provide our change order request to upgrade the soft start equipment for the Baldwin Booster D project. While preparing for startup, GPC discovered the existing soft start panel and overload relay are too small to accommodate the upgraded motor. The need for a starter upgrade was unforeseen at the time of bidding and not included in the original scope and specification. A starter upgrade is required to operate the new booster pump assembly. The following is a breakdown of the costs associated with our proposed scope of work. Cost Shop Labor • Receive and inspect new materials, quality assurance • Gather and load out project specific parts and materials • Prep service truck and tooling for electrical field repairs. 6 Hrs. @ $100/Hr. $ 600.00 Materials • 100HP Soft start panel • Overload amp relay • Replacement fuses • Wiring kit • General consumables: electrical tape, wire, lugs, etc. • Estimated shipping & handling • Tax @ 10.25% Materials Subtotal $ 13,460.00 Sales Tax @ 10.25% 1,379.65 City of Arcadia March 13, 2025 Page -2- Field Labor Soft Start Upgrade • Mobilize to site. • Verify LO/TO electrical. • Remove existing soft start panel and overload relay. • Install new unit and make all wiring connections. • Replace fuses • Program, test, and verify proper operation of starter. • Clean and secure site. Demobilize. Electrician & Service Truck – 20 Hrs. @ $190/Hr. 3,800.00 Electrician & Service Truck – 20 Hrs. @ $190/Hr. 3,800.00 Estimated Grand Total $ 23,039.65 Should you have any questions or need additional information regarding the above summary, please do not hesitate to contact us. Thank you. GENERAL PUMP COMPANY, INC. Michael Garcia Michael Garcia VP, Project Management