SR-06-23-2015-3H - 505-014From: Susan Cline, Interim Director of Public Works
Subject: Contractual Services Agreement with General Pump Company & Tri County
Pump Company to Provide Booster Pump and Well Maintenance
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4186 to General Pump Company (primary provider) and Tri County
Pump Company (secondary provider), both California -based companies, for the
repair and maintenance of booster pumps and water wells, including emergency
and after -hours response.
2. Authorize the City Manager to negotiate and execute a contractual service
agreement with General Pump Company in an amount not to exceed $176,000
(includes 10% contingency), with two additional one -year renewal options in the
amount of $176,000 each year for a total amount not to exceed $528,000 over a
three -year period, with future year funding contingent on Council budget
approval.
3. Authorize the City Manager to negotiate and execute a contractual service
agreement with Tri County Pump Company in an amount not to exceed $176,000
(includes 10% contingency), with two additional one -year renewal options in the
amount of $176,000 each year for a total amount not to exceed $528,000 over a
three -year period, with future year funding contingent on Council budget
approval.
4. Authorize the Director of Public Works to issue any necessary modifications to
complete additional services within budget authority.
Executive Summary
The booster pumps at the Charnock, Arcadia, and San Vicente Booster Stations are
vital components of the City's domestic water supply. Periodic repair and maintenance
is needed to keep the booster pumps working at all times and ensure the availability of
potable water to customers.
Additionally, 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
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maintenance is vital to keeping the wells in production.
In April 2015, the City published a Request for Bids (RFB) for repair and maintenance of
booster pumps and water wells, including emergency and after -hours response. After
reviewing the four bids received, staff recommends General Pump Company as the
primary provider and Tri County Pump Company as the secondary provider to provide
these services for the Water Resources Division in an amount not to exceed $176,000
each for one year.
Discussion
Booster pumps require periodic maintenance and repair including pulling and repairing
of the pumps currently in place and machining and fabrication of wear rings, line shafts,
and bowl assemblies. Water wells require periodic maintenance and repair including
video logging, brushing and bailing, mechanical and chemical well treatments, sonar
jetting, and casing repair. Additionally, emergency and after -hours response is required
to complete urgent repairs in a timely manner. The expertise and equipment necessary
to perform these tasks exceed the capabilities of City staff.
The Water Resources Division requires the services of a vendor that can respond to
service requests year round and in a timely manner. The successful 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,
have an on -site machine shop within 100 miles of Santa Monica, and have access to
traffic control to work on boosters that are located in vaults under city streets.
Method of Service
Council approved contracted staff for this service as part of the January 13, 2015
(attachment B) Contract and As- Needed Staffing Review. The service has not changed
substantially since that analysis.
Contractor Selection
On April 30, 2015, the City issued a Request for Bids (RFB) for repair and maintenance
of booster pumps and water wells, including emergency and after -hours response. The
RFB was posted on the City's online bidding website and notices were advertised in the
W610
Santa Monica Daily Press in accordance with the City Charter and Municipal Code
provisions. A total of 303 vendors were notified and 29 vendors downloaded the RFB.
Four formal bids were received from MMC Inc., Tri County Pump Company, Weber
Water Resources, and General Pump Company per Attachment A.
Bids were evaluated based on the ability to meet City specifications, competitive pricing,
and completeness of bid response (attachment A). Staff recommends selecting a
primary provider and a secondary provider to ensure adequate response and availability
in the event of an emergency or quantity of work. Santa Monica operates 10 active
wells, 15 boosters, 21 pumps, and 21 motors which require regular maintenance along
with complete replacement and overhaul in the event of mechanical failure. Selecting a
secondary provider would ensure that, when multiple failures occur, there would be an
alternate to provide services to get equipment back online in a timely manner when the
primary provider cannot do both jobs concurrently. General Pump and Tri County Pump
Company were determined to be the best bidders. General Pump is recommended as
the primary provider because they provided lowest pricing for most bid items while the
company also has the shortest distance to Santa Monica.
Staff recommends Tri County Pump Company as the secondary provider. Tri County
Pump's and Weber Water Resources' bids are comparable and both companies have
similar distances to Santa Monica. The service that gets utilized the most is the two -
man crew with a 17 -ton crane. Tri County's rate for this item is $220 an hour, slightly
higher than Web Water Resources' rate of $210, but Tri County's after -hour rate is $45
an hour with an 8 -hour emergency response time compared to Web Water Resources'
after -hour rate of $120 an hour and a 24 -hour response time.
Financial Impacts and Budget Actions
The contract to be awarded to General Pump Company (primary provider) and Tri
County Pump Company (secondary provider) is for an amount not to exceed $176,000
for year one for each contractor, with two additional one -year renewal options for a
three -year contract total not to exceed $528,000 per contractor. Funds are included in
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the FY 2015 -17 Proposed Biennial Budget in the Public Works Department. The
contract will be charged to the following accounts. Future year funding is contingent on
Council budget approval.
General Pump Tri County
Account No. Amount Amount
25671.555010 ,
$
60,000
$
60,000
25672.555010
$
58,000
$
58,000
25673.555010
$
58,000
$
58,000
TOTAL
$
176,000
$
176,000
Prepared By: Thomas Poon, Senior Administrative Analyst
roved Forwarded to Council
Susan Cline, Interim Director of PLI 80t7U
Attachments:
1
i
Elaine M Polachek, Interim City MAI- OU5
A. Results for Bid #4186 Well and Booster Pump Maintenance (XLSX)
B. January 13, 2015 Staff Report (web link)
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BID RESULTS- # 4186 Well and Booster Pump Maintenance ATTACHMENT A
BID CLOSE DATE- 511812015
TITLE: Provide repairs and maintenance on Water Wells and Booster Pumps
Stations as re
Purchasing Sectio quired by the Water Treatment Plant
1717 Fourth Street, Suite 251
Santa Monica, CA 90401
MMC Inc.
TRI County Pump
Weber Water
General Pump
Telephone: 310- 458 -828'
Company
'' Resources CA, LLC.
Company, Inc.
Fax 310- 393 -6142
La Palma, California
'- San Bernardino, California
San Bernardino, California
Description
San Dimas, California
Response
Response
Quote per unit pricing on the following
Response
Response
Gould's bowl assemblies:
Response
Response
p
6RJHC- 4:
Response
Response
9WALC-3:
$4,656.00
52,525.00
$2,191.00
$2,100.00
11CLCe:
$5,971.00
52,655.00
$2,]8100
$2,200.00
14RHHC 5
510,29900
$6,970.00
$6,]06.00
$5,600.00
$15,910.00
$9,343.00
$9,41200
Description
Response p
$],200.00
In addition to the following pricing; provide a
Response
Response
Response
comprehensive rate sheet:
Response
Response
Response
Shop Rate:
Response
'Man Crew? map Well Rig
$120.00
$85.90
580'00
580.00
2 -Man Crew+ Pump Rig:
$650.00
$285.00
$315.00
$240.00
2-Man Craw +service truck w /Crane:
$50000
$220.00
$210.00
$190.00
2 -Man Crew ♦ 17 Too Crane:
$45000
$185.00
$220.06
520000
1 Man Craw ♦ Service Truck:
$400.00
$220.00
$210.00
$200.00
1 -Man Crew +Flatbed Truck:
$150.00
$95.00
$110.00
$110.00
Additional Helper:
$15000
$105.00
$]5.00
.00
Portal to Portl Charges (if any, describe how it is
$80.00
$6500
$65.00
.00
charged):
Rates as per above for each item o
crew. Time they leave our yard till
Same as listed rates
565. anchor,
r crew rate listetl
they come back to our yard.
per person
ump engineering
Field Hourly Emergency /gfter Hours Rata
tletl in out rates.
E
(indicate hourly charge per person above the
regular rates listed above):
11121ime more than above
$45.00
$120.00
Indicate "aHer hours'•:
0.00
Can you response within 24 hours for emergency
5PM to ]AM
4PM tc 7:30AM
5PM fo GAM
6AM
repairs•!:
Yes
Yes
Within how man hours can
Y you respontl to
Yes
Yes
emergency repairs ?:
24 Hours
a Hours
Contract., License -05] & AA:
24 Hours
1Hour
Distance from vendors facility to the City Santa
573635
744742,744742
970199,970199
496765, C57, Cot, D21, Eng,A
of
Monica:
50 Miles
73 Miles
74 Miles
44 Mile. (San Dimas) 47 Miles
Payment Terms:
(Camarillo)
30 Days Net
30 Days Net
.5% Discount if payment is made in
Please describe any atltliti.nal fees and charges
15 Days
not listed above:
No fuel surcharges. Fm ffhl when
Description
onse
Response
applicable
Renewal Option Period 2(First Annual Renewal
Response
Response
Ophn)'
previous years
as or options
5Tonse
Same price, terms, and conditions
Same Price, term, and contlitions
Same price, term, and contlitions
Renewal Option period 3 Second Annual
(
oHeretl
offered
oHeretl
Renewal Option):
previous years
eas or options
Same price, term s, and conditions
Same price, terms, and contlitions
Same price, terms, and contlitions
Specfy alternate terms and contlitions if
offered
oHeretl
offered
applicable:
ne
Prevailing Wage Acknowledgment:
Complete
Submitted
Submitted
Living Wage:
Subject to the Livin Wa
9 9 e
Subject to the Living Wage
Subject to the riving Wage
Business License:
Subject to the Living Wage
Non Collusion:
Complete P
Complete
Complete
Complete
Non Discrimination:
Complete
Complete
Complete
Complete
Oaks:
Campos, P
Submitted
Submitted
Complete
Arizona:
No presence
No presence
No presence
No presence
Reference:
Agreement No.10084
(CCS)
0
Agreement No. 10085
(CCS)