COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Shad S. Springer, Director of Utilities
DATE: January 20, 2026
SUBJECT: Adoption of a Resolution Designating Additional Funds for the Well 12S Rehabilitation Project, Bid No. 2024-15
Description:
The City Council will consider adopting a Resolution designating additional funds in the amount of $98,853 for the Well 12S Rehabilitation Project, Bid No. 2024 -15, to ensure sufficient funds are available to complete the project in accordance with City standards.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
1. Adopt a Resolution authorizing and designating additional fund s in the amount of $98,853 with in the approved budget for Fiscal Year 2025 -26, to the Well 12S Rehabilitation Project, Bid No. 2024-15.
BACKGROUND:
On February 18, 2025, the City Council awarded the Well 12S Rehabilitation Project, Bid No. 202 4-15 to Kaweah Pump, Inc. in the amount of $ 349,615 with a 20 percent construction contingency ($69,923), for a total amount approved for constructi on of $419,538.
During construction, which included removing and inspecting the pump, motor, piping, and casing for the well, additional work was identified as being necessary to fully rehabilitate the well. Four contract change orders have been authorized by the Director of Public Works to date to address the unforeseen field conditions with costs that have exceeded the original authorized contingency. The additional work and associated costs are shown on the following table and included as Attachment B:
Change
Order # Work Description Amount
1 Additional chemical treatment to target hardwater nodules observed on the well casing after the initial treatment to remove iron and general buildup.
$ 86,579
2 Change
Order # Work Description Amount
2 Additional work to replace severely corroded column pipe and rehabilitate corroded pump components. 60,600
3 Perform pump motor and shaft adjustments instead of
performance by a third party as initially planned. 6,147 4 Additional work to remove debris (e.g., corroded pump strainer wire) encountered in the well shaft. 15,450
Total $ 168,776
DISCUSSION:
The additional work was necessary to meet the purpose and need of rehabilitating Well12S to improve performance and extend its useful life. In addition, as the expense for removing and resetting the piping, pump, and motor were already part of the contract, it was most cost -effective and efficient to have the contractor complete this additional work at the time. This also minimized the downtime for Well 12 S, reducing the risk of to the water supply for the community. The Well 12 Rehabilitation Project, Bid No. 2024-15 is complete, pending removal of the contractor’s equipment from the site, and no further change orders are anticipated.
Alternatives
The City Council may choose not to approve the additional funds. However, this is not recommended as funding is available in the approved budget for fiscal year 2025 -26; therefore, no new appropriation is being requested.
Fiscal Considerations
Staff recommends increasing the project budget authorized from the approved base budget by $98,853 to fund Change Orders 1 -4. The total cost of the change orders is $168,776, of which $69,923 is covered by previously authorized contingency funding. The authorization and designation of additional funds to this project will still be within the budget of $1,419,500 approved by City Council in Fiscal Year 2025/26 for Well Maintenance-Rehab Standardization for Wells.
Approved Budget FY 25/26 Amount
SC7340|CC0280|FD620 (PRJ-00000301)
Well Maintenance – Rehab Standardization for Wells
$ 1,419,500
Authorized Expenditures – Bid No. 2014-15 Amount
Original Contract $ 349,615
Contingency 69,923
Construction Subtotal 419,538
Services (Inspection, Testing, and Staff Time) 41,954
Services Subtotal 41,954
Project Total 461,492
3 Final Expenditures – Bid No. 2014-15 Amount
Original Contract $ 349,615
Change Orders 1-4 168,776
Services (Inspection, Testing, and Staff Time) 41,954
Project Total $ 560,345
Remaining Budget FY 25/26 (after final expenditures) $ 789,232
Impact on the Community
The community benefits from rehabilitated Well 12S infrastructure and pumping system, which provides drinking water to the residents and businesses in Santa Maria.
ATTACHMENTS
A. Resolution
B. Change Orders 1-4