Agenda Item
City Council
Item #: 3.5. 6/27/2023 File #: 23-0378
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Award three-year agreement to General Pump Company for maintenance and repairs to wells, pumps, and motors on an as-needed basis.
2. SUMMARY
The Public Works Department issued a Request for Proposal for Well Maintenance and Repair Services (RFP No. 22-23.40) on April 27, 2023. Two proposals were received and reviewed by City staff. General Pump Company was ranked as the top service provider.
3. RECOMMENDED ACTION
Approve three-year agreement for an initial amount of $475,000 for Fiscal Year 23/24, subject to a 2% maximum annual inflation adjustment starting with Fiscal Year 24/25, with a three-year total not to exceed $1,453,690; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total cost for the first year of this maintenance services agreement in Fiscal Year 23/24 is $475,000 and will be funded through:
Well Rehabilitation (18214) $225,000
Water Fund (600) - Maintenance of Wells 250,000
Total $475,000
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community:
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 4. Provide outstanding public service:
b. Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
Currently, the City’swater system consists of 12 operational water production wells. All wells are powered by electric motors ranging from 175 hp to 500 hp. The maintenance services agreement (agreement) is required to service these motors periodically at the City’srequest. These services include but are not limited to removal of motor, clean, dip, bake, rewind, balance, voltage testing, replace bearings, re-installation, and start-up. Additionally, the agreement is required to repair and City of Orange Printed on 6/21/2023Page 1 of 3
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Item #: 3.5. 6/27/2023 File #: 23-0378
replace the pumping equipment on an as-needed basis with the same parts and components.
The City also has the need to rehabilitate the existing wells when there is a decrease in capacity, bacteriological problems, or other well production issues. The agreement is required to provide appropriate tools, equipment, materials, and personnel to successfully complete the cleaning and disinfection of the wells.
Through the agreement, the selected company will have to mobilize in less than 72 hours upon notification from City staff and perform the work as requested by the City. The quick response required of agreement will minimize the down time for the City water production wells, reduce the cost of having to purchase imported water, and ensure the reliability of the local water supply.
The RFP was made available to companies on April 27, 2023. Information about the project was available on the City’s website. Proposals were received from the following companies on the proposal due date of May 18, 2023:
· General Pump Company
· Layne Christensen Company
Three City staff members reviewed the proposals. The following selection criteria was listed in the RFP and used by the selection committee to evaluate the proposals:
· Qualifications and experience of the project manager and other key individuals (25 points). · Capability to perform necessary tasks, resolve problems, warranty, safety records, timeliness of repairs, and maintain a full-service shop with all necessary equipment required for well rehabilitation and treatment projects (25 points).
· Relevant experience with similar projects (15 points). · Quality of proposal including compliance with proposal requirements and ability of firm to supply correct parts (25 points).
· Rationality of firm’s fee schedule (10 points).
In accordance with the above listed selection criteria, companies are ranked as follows:
1. General Pump Company 289 points out of 300
2. Layne Christensen Company 266 points out of 300
General Pump Company’sproposal was well written, responded directly to the RFP requirements, and indicates a solid ability to perform the scope of work. General Pump Company has a long list of highly qualified technical and support personnel, many with over 25 years of experience. They maintain a full-service machine shop with many rigs, cranes, and service trucks ready to respond to clients. General Pump Company has the lowest published fee schedule for their service. In addition, they provide a 15% rate discount for the City of Orange. They also have extensive knowledge of the City’sequipment and worked on several other projects for the City over the past twenty years. These facts provide justification to award a three-year maintenance services agreement to General Pump Company.
The initial term of the agreement will cover three fiscal years, beginning on the date the agreement is executed and expiring on June 30, 2026, with two one-year optional extensions. Approval of the extensions will be based upon performance and will be executed by the City Manager. The cost for City of Orange Printed on 6/21/2023Page 2 of 3
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Item #: 3.5. 6/27/2023 File #: 23-0378
extensions will be based upon performance and will be executed by the City Manager. The cost for the initial year is $475,000. Each subsequent year is subject to a formula-based consumer price index increase, with the adjustment capped at no greater than 2% for each fiscal year. Including the maximum 2% annual inflation adjustment, the initial three-year agreement is not to exceed $1,453,690.
7. ATTACHMENTS
· Rating Summation
· Maintenance Services Agreement with General Pump
City of Orange Printed on 6/21/2023Page 3 of 3
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