SR-09-11-2012-3H10
City of City Council Report
Santa Monica
City Council Meeting: September 11, 2012
Agenda Item: 3H
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Citywide Water Well Repair and Maintenance Services
Recommended Action
Staff recommends that City Council award Bid #4008 for water well repair and
maintenance to General Pump Company, Inc., a California -based company, for an
amount not to exceed $180,000 for one year, with two one -year renewal options, for a
total amount of $540,000 for three years.
Executive Summary
The ground water wells in the Charnock, Arcadia, and Olympic well fields are the main
source of water for the city's domestic water supply. Periodic repair and maintenance is
vital to keeping the wells in production. In June 2012 the City solicited bids for water
well repair and maintenance. After evaluating all three bids received, General Pump
Company, Inc., is recommended to provide water well repair and maintenance for an
amount not to exceed $180,000 for one year with two one -year renewal options for a
total not -to- exceed amount of $540,000 for a three -year period.
Discussion
Water wells require periodic maintenance and repair including video logging, brushing
and bailing, mechanical and chemical well treatments, sonar jetting, and casing repair.
The Water Resources Division requires the services of a vendor that can provide such
services. Additionally, the vendor must maintain maintenance contracts with at least
three other municipalities in Southern California to demonstrate ability to perform similar
services for entities of similar size and provide proof of C57 & A California Contractor's
Licenses. The vendor must have an on -site machine shop and must be located within
100 miles of Santa Monica to ensure rapid response for urgent needs.
Vendor Selection
In June 2012 the City published Notices Inviting Bids to provide repair service to water
wells in accordance with City specifications. The bid was posted on the City's on -line
1
bidding site and notices were advertised in the Santa Monica Daily Press in accordance
with City Charter and Municipal Code provisions. Three bids were received and publicly
opened on June 22, 2012, per Attachment A. Bids were evaluated on price, references,
experience, proximity to Santa Monica, and compliance with City specifications. The
low -price bidder, Hidden Valley Pump Services, was deemed non - responsive because
this firm is located in excess of the 100 -mile maximum distance from Santa Monica
specified in the bid requirements. Therefore, staff recommends General Pump as the
best bidder to provide citywide water well repair and maintenance services based on
pricing, experience, qualifications, and compliance with City specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to General Pump Company, Inc., is $180,000 for the
first year. Funds are available in the FY2012 -13 budget in divisions 671, 672 and 673.
The purchase order will be charged to the following accounts:
05672.555010
$
60,000
05673.555010
$
60,000
25671.555010
$
60,000
TOTAL
$
180,000
Budget authority for subsequent years will be requested in each budget cycle for
Council approval. Future funding is contingent upon Council approval.
Prepared by: Gil Borboa, Water Resources Manager
Approved:
Forwarded to Council:
c �
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A — Bid Summary
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ATTACHMENTA
BID 4008
BID DESCRIPTION: PROVIDE WATER WELL REPAIR AS REQUIRED BY THE WATER TREATMENT PLANT.
General Pump Company,
Hidden Valley Pump
Tri County Pump Company
Inc.
Systems
San Dimas, CA
Valley Center, CA
San Bernardino, CA
DESCRIPTION
Pricing
Notes
Pricing
Notes
Pricing
Notes
Hourly Labor Rate for 3 man deep well rig (per
85.00
78.00
95.00
person):
$
$
$
Field Hourly Emergency /After Hours Rate (per
$ 125.00
$ 180.00
$ 140.00
person):
Portal to Portal charges (if any, describe how it
per hour rate
N/A - included in Rates
same as above
is charged):
Percentage discount off manufacturer's list
20 -5%
Varies per manufacturer
25%
rice for arts:
Can you respond within 24 hours for
Yes
Yes
Yes
emergency repairs?
RENEWAL OPTION YEAR TWO INCREASE
Same price terms &
Same price terms &
Same price terms &
conditions as previous year
conditions as previous year
conditions as previous year
RENEWAL OPTION YEAR THREE INCREASE
Same price terms &
6% increase of previous
Same price terms &
conditions as prev ious ear
ear's prices
conditions as previo us ear