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HomeMy WebLinkAboutItem 2g: Contract Extension with General Pump Company for Preventative Maintenance Services of City Wells and Pumps of AR 0 .01 , , ' A.y.n S. 1993 ti aalry oS STAFF REPORT Public Works Services Department DATE: May 3, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: 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 AN AMOUNT NOT TO EXCEED $300,000 Recommendation: Approve SUMMARY On June 1, 2010, the City Council approved a one (1) year maintenance contract that allows for annual extensions, with General Pump Company, Inc. to provide preventative maintenance services and repair of City wells and booster pumps. General Pump Company, Inc. is reaching the end of their contract term and has submitted a written offer to extend the existing Agreement for one (1) additional year with no contract increase and all other conditions of the Agreement stay the same. Based on the quality of work that General Pump Company, Inc. provided during the past year, staff recommends that the City Council authorize the City Manager to execute a one (1) year contract extension with General Pump Company, Inc. to provide maintenance services and repair of City wells and booster pumps in an amount not to exceed $300,000. DISCUSSION The City of Arcadia's water system annually delivers approximately 16,500 acre -feet of potable drinking water through its 13,800 water service connections. The water supply 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 throughout the City. These reservoirs are used to meet daily system demands and to provide emergency storage in the event of a fire. Page 1 of 2 Mayor and City Council May 3, 2011 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. Additionally, the bid specifications for this service cover every possible repair work scenario to ensure that repair costs were covered for any repair. On June 1, 2010, the City Council approved a one (1) year maintenance contract, which included annual extensions, with General Pump Company, Inc. to provide preventative maintenance services and repair of City wells and booster pumps. General Pump company, Inc. is reaching the end of their contract term and has submitted a written offer to extend the existing Agreement for one (1) additional year with no contract increase and all other conditions of the Agreement stay the same. Staff recommends that the City Council authorize the City Manager to execute a one (1) year contract extension with General Pump Company, Inc. to provide maintenance services and repair of City wells and pumps in an amount not to exceed $300,000. ENVIRONMENTAL IMPACT This project is categorically exempt per Section 15301 Class 1 (b) from the requirements of the California Environmental Quality Act. FISCAL IMPACT Sufficient funds are budgeted in the 2011 -12 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. 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 booster pumps in an amount not to exceed $300,000 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 Page 2of2