Contract for Unscheduled Maintenance & Repair of City Wells June 6, 2023
DATE: June 6, 2023
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director By: John Corona, Utilities Superintendent
SUBJECT: CONTRACT WITH GENERAL PUMP COMPANY, INC. TO PROVIDE
UNSCHEDULED MAINTENANCE AND EMERGENCY REPAIR OF CITY
WELLS AND PUMPS IN THE AMOUNT OF $117,250
CEQA: Exempt
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the daily operation and maintenance of the City’s water system. In certain instances, work goes beyond the staff’s capability to repair or perform specialized maintenance services on wells and booster pumps. To eliminate the need of soliciting bids each time work is needed, the PWSD conducted a formal bid for unscheduled maintenance and emergency repair of City wells and pumps. Although six companies were solicited for this work, only one bid from General Pump Company, Inc., the City’s current service provider, was received.
It is recommended that the City Council approve, authorize, and direct the City Manager to execute a contract with General Pump Company, Inc. to provide unscheduled maintenance and emergency repair of City wells and pumps in the amount of $117,250 annually, with the option of three one-year extensions.
DISCUSSION
The City of Arcadia’s water system annually delivers approximately 14,500 acre-feet of potable drinking water through approximately 14,000 water service connections. The water supply for the system is obtained from 11 active groundwater wells. The water system also utilizes 32 booster pumps that pump water through the distribution system and 16 reservoirs that hold about 45 million gallons of water. The PWSD 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. To eliminate the need to solicit bids each time a well or booster
Contract for Unscheduled Maintenance & Repair of City Wells June 6, 2023
pump fails or is malfunctioning, the PWSD conducted a formal bid for unscheduled maintenance and emergency repair of City wells and pumps.
A specific list of work covering potential repair work scenarios was listed in the bid specifications to ensure that repair costs are covered for any repair. A Notice Inviting Bids was published in accordance with City Council Resolution No.7483, and bid packages were provided to contractors that perform this type of work. On May 16, 2023, the City Clerk received one bid with the following results:
FIRM LOCATION BID AMOUNT
General
Pump
Company,
Inc.
San Dimas,
CA
$117,250
Although bid invitations were sent to various contractors that provide this type of work, only one bid was received. Well and pump maintenance services is considered a niche industry; as such, there are not many companies in Southern California that provide these services. In addition, due to the on-call nature of the work, the PWSD utilizes a Location Adjustment Factor in the bid schedule, with the multiplier factor favoring companies located within close proximity to the PWSD. General Pump Company, Inc. is located 13.9 miles from the PWSD, enabling them to respond quickly in the event of emergency and reduce the overall equipment and labor rate charged to the City.
General Pump Company, Inc. is the City’s current service provider. They have always provided excellent service to the City of Arcadia. It is recommended that the City Council award a contract to General Pump Company, Inc. for the unscheduled repair and maintenance of City wells and pumps.
ENVIRONMENTAL ANALYSIS
This project is categorically exempt per Section 15301(c) of the California Environmental Quality Act (“CEQA”), as it consists of repair and maintenance of an existing municipal water well, involving negligible or no expansion of existing use.
FISCAL IMPACT
Sufficient funds have been budgeted in the Fiscal Year 2023-24 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 determine that this project is considered categorically exempt per Section15301(c) of the California Environmental Quality Act
Contract for Unscheduled Maintenance & Repair of City Wells June 6, 2023
(“CEQA”); and approve, authorize, and direct the City Manager to execute a contract with General Pump Company, Inc. to provide unscheduled maintenance and emergency repair of City wells and pumps in the amount of $117,250, with the option of three one- year extensions.
Attachment: Proposed Contract with General Pump Company, Inc.
CITY OF ARCADIA
WELL & BOOSTER PREVENTATIVE MAINTENANCE
AND SERVICES CONTRACT
BETWEEN
CITY OF ARCADIA
AND
GENERAL PUMP COMPANY, INC.
CONTRACT
Contract - 1
CONTRACT FOR THE
CITY OF ARCADIA
This CONTRACT, No. ________ is made and entered into this ____ day of _______, 2023, by and between City of Arcadia, sometimes hereinafter called “City,” and General Pump Company, Inc., sometimes hereinafter called “Contractor.”
WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows:
A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project:
Well & Booster Preventative Maintenance and Services Contract The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation.
B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within 14 calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work.
C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of ONE HUNDRED SEVENTEEN THOUSAND, TWO HUNDRED FIFTY DOLLARS AND NO CENTS ($117,250.00).
Payment shall be made as set forth in the General Conditions.
D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents.
E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following:
Notice Inviting Bids
Instructions to Bidders
Bid Form
Bid Bond
Designation of Subcontractors
Information Required of Bidders
Non-Collusion Declaration Form
Iran Contracting Act Certification
Public Works Contractor Registration Certification
Performance Bond
Contract - 2
Payment (Labor and Materials) Bond
General Conditions
Special Conditions
Technical Specifications
Addenda
Plans and Drawings
Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9
Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders
Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents.
All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties.
F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work.
G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions.
H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job site.
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Contract - 3
IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written.
CITY OF ARCADIA
By:
Dominic Lazzaretto
City Manager
GENERAL PUMP COMPANY, INC.
By:
Signature
Print Name and Title
Attest:
By:
City Clerk
By:
Signature
Print Name and Title
Approved as to Form:
Michael J. Maurer
City Attorney