AGENDA REPORT
Meeting Date: July 19, 2022
Item Number:
To: Honorable Mayor & City Council
From: Robert Welch, Utilities General Manager
Vince Damasse, Water Resources / Operations Manager
Melissa Gomez, Senior Management Analyst
SUBJECT: AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND LAYNE CHRISTENSEN
COMPANY FOR WATER WELL AND PUMP RELATED
MAINTENANCE AND REPAIR SERVICES; AND
APPROVAL OF A PURCHASE ORDER TO LAYNE
CHRISTENSEN COMPANY FOR WATER WELL AND PUMP
RELATED MAINTENANCE AND REPAIR SERVICES IN THE
AMOUNT OF $425,000
Attachments: 1. Amendment No. 1
RECOMMENDATION
Staff recommends City Council move to approve an amendment to an agreement with Layne Christensen Company for water well and pump-related maintenance and repair services and approve a purchase order in the amount of $425,000 for Fiscal Year 2022/23.
INTRODUCTION
The City of Beverly Hills Public Works Utilities Division currently maintains a contract with Layne Christensen Company (Layne Christensen) for as-needed, on-call well and water pump maintenance services at all City well and pumping station facilities with annual spending authority controlled through approved annual purchase orders. &2
Meeting Date: July 19, 2022
DISCUSSION
The current contract with Layne Christensen includes the following services:
Remove, repair or replace pumps and/or motors, including video logging; Swab and wire brushing water well casings or other methods of cleaning water well casings;
Inspect and repair water well casings;
Develop and/or redevelop water wells;
Perform miscellaneous electrical troubleshooting/repairs; Perform vibration analysis (semi-annual) on pumping and other rotating equipment;
Check alignment of pumps and motors;
Repair / replace variable frequency drive unit;
Prepare detailed maintenance and cost breakdown reports in hard copy and electronic format for each repair and/or analysis for each piece of equipment at each site;
Provide recommendations for future upgrades and/or improvements; Provide recommended preventative maintenance measures for each piece of equipment at each site; and
Maintain all required Federal, State and local licenses and permits.
After going through a competitive bidding process, on June 5, 2018, City Council approved an agreement with Layne Christensen for water well, pump-related maintenance and repair services in the not to exceed amount of $900,000. The time of performance for the agreement includes three years with the possibility of two one-year extensions. The City exercised both extensions and is currently in the last year of the agreement. The current agreement has an available balance of $87,434.76. Staff is requesting an additional $350,000 to cover additional maintenance and repair services at the City’s various well, reservoir and pump station locations, for a total not-to-exceed contract amount of $1,250,000. Staff is requesting a purchase order in the amount of $425,000, which will leave $12,434.76 available for contingency.
Additional repair and maintenance activities include maintenance of a new well (LCW-1) coming online, additional well pump and motor maintenance and repairs for the existing Maple and Hollywood wells, rehabilitation and maintenance of pumps and motors at various booster pumping stations, potential well survey and minor rehab work at Well 6 and other related as-needed work. The additional requested funding also addresses a cost increase in materials, labor and fuel.
FISCAL IMPACT
Funding for the Fiscal Year 2022/23 purchase order is available in the Water Enterprise operating and CIP budgets.
Shana Epstein,
Director of Public Works
Approved By
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AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND LAYNE CHRISTENSEN COMPANY
FOR WATER WELL AND PUMP RELATED MAINTENANCE AND
REPAIR SERVICES
NAME OF CONTRACTOR: Layne Christensen Company
RESPONSIBLE PRINCIPAL Todd A. Howard, General Manager
OF CONTRACTOR:
CONTRACTOR'S ADDRESS: 1717 W. Park Avenue
Redlands, CA 92373
CONTRACTOR’S E.I.N./TAX I.D. NO.: 48-0920712
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: July 1, 2018
TERMINATION DATE: June 30, 2021 (original termination date) June 30, 2022 (as extended pursuant to Section 2
by letter dated April 13, 2021)
June 30, 2023 (as extended pursuant to Section 2
by letter dated March 24, 2022)
CONSIDERATION: Original Agreement: Not to Exceed $900,000.00 at the rates set forth in Exhibit B
Amendment No. 1: Not to Exceed $350,000.00 at
the rates set forth in Exhibit B
Total Not to Exceed: $1,250,000.00
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AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND LAYNE CHRISTENSEN COMPANY
FOR WATER WELL AND PUMP RELATED MAINTENANCE AND
REPAIR SERVICES
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY") and Layne Christensen Company (hereinafter called "CONTRACTOR") dated June 5, 2018 and identified as Contract No. 286-18 (“Agreement”).
RECITALS
A. CITY entered into a written agreement with CONTRACTOR for water well and pump-related maintenance and repair services.
B. CITY and CONTRACTOR desire to amend the Agreement to extend the TERMINATION DATE and increase the CONSIDERATION to compensate CONTRACTOR for continued services.
NOW, THEREFORE, the parties agree as follows:
Section 1. The TERMINATION DATE shall be amended as set forth on cover page.
Section 2. The CONSIDERATION shall be amended as set forth on cover page.
Section 3. Exhibit B of the Agreement, entitled “Schedule of Payment and Rates”, shall be amended as attached hereto and incorporated herein.
Section 4. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect.
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EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
LILI BOSSE
Mayor
(SEAL)
HUMA AHMED
City Clerk
CONTRACTOR: Layne Christensen
Company
TODD A. HOWARD
General Manager
MAX R. PALMER
Area Manager
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
LAURENCE S. WIENER GEORGE CHAVEZ
City Attorney City Manager
SHANA E. EPSTEIN
Director of Public Works
ROBERT WELCH
Utilities General Manager
SHARON L’HEUREUX DRESSEL
Risk Manager
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EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONTRACTOR for the satisfactory performance of the work described in this Agreement in an amount not to exceed One Million Two Hundred Fifty Thousand Dollars ($1,250,000.00). CONTRACTOR shall furnish all materials, equipment, or services set forth herein at the rates indicated below. These rates will be effective until June 30, 2023.
Title Rate Overtime Rate
1. 2-man crew and pump rig $322.08/hour $483.12/hour
2. 3-man crew and pump rig $425.80/hour $638.70/hour
3. Rotary crane and 1-man crew $191.06/hour $286.60/hour
4. Rotary crane and 2-man crew $311.16/hour $466.75/hour
5. Service truck and field serviceman $174.68/hour $262.03/hour
6. Service truck and 2-man crew $272.95/hour $409.42/hour
7. Flatbed truck and driver $125.55/hour $188.34/hour
8. Additional helper $96.07/hour $144.11/hour
9. Control and instrumentation specialist $169.22/hour $253.84/hour
10. Shop labor $81.88/hour $122.83/hour
11. Wire brush or swab rental $234.63/each
12. Video log service – color, dual camera $1,037.21/each
13. Labor – portal to portal $60.04/hour
14. Electrician $169.22/hour $253.84/hour
15. Vibration analysis $3,957.75/semi-annual
16. Annual alignment checks and realignment $1,059.04/each of each pump, as listed above, if necessary
Markup: CONTRACTOR shall bill CITY not more than 28% plus actual costs for equipment and parts and shall provide to CITY proof of the actual costs of such equipment and/or parts.
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Free on Board (“F.O.B.”): All prices shall be F.O.B. destination CITY and delivery to any point within CITY shall be without additional charge.
CONTRACTOR shall submit to CITY a detailed invoice, biweekly, for the service performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice.
Certificate Of Completion
Envelope Id: 6FEC5402440C42778467096218DD008E Status: Sent Subject: Please DocuSign: Layne Christensen Company (286-18) Amendment No. 1 Source Envelope:
Document Pages: 5 Signatures: 6 Envelope Originator:
Certificate Pages: 3 Initials: 0 Erin Justus
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.169
Record Tracking
Status: Original
7/6/2022 9:53:20 AM
Holder: Erin Justus
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Sharon L'Heureux Dressel
[email protected]
Risk Manager
Sharon Dressel
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Todd A. Howard
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Deborah R. Hakman for
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Robert Welch
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Shana E. Epstein
[email protected]
Director of Public Works
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Logan Phillippo
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Senior Management Analyst
City of Beverly Hills
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