SR 06-12-2018 3F
City Council
Report
City Council Meeting: June 12, 2018
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Water Resources
Subject: Contract Award and Modification for Water Well and Pump Maintenance
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4332 to General Pump Company, a California-based company, for
water well and booster pump maintenance and repair services;
2. Authorize the City Manager to negotiate and execute a contract with General
Pump Company, in an amount not to exceed $2,180,000 over a five-year period,
including 2.5% annual price increases, with future year funding contingent on
Council budget approval.
3. Authorize the City Manager to negotiate and execute a first modification to
agreement #10084 with General Pump Company, in an amount not to exceed
$155,000 for emergency repair of water well Charnock-13 and additional well and
booster pump services through June 30, 2018. This will result in an amended
agreement with a new total amount not to exceed $683,000.
Executive Summary
To ensure the delivery of safe and reliable potable water, the City contracts out
maintenance, repair and installation services for water wells and booster pumps used in
the production, treatment and distribution of potable water to Santa Monica customers .
Staff recommends awarding a contract to service and maintain the City’s inventory of
wells and booster pumps to General Pump Company in an amount not to exceed
$2,180,000 over a five-year period. To cover emergency repair costs for water
production well Charnock-13, staff also recommends increasing the current General
Pump Company agreement #10084 by $155,000, for a new total amount not to exceed
$683,000 for services through June 30, 2018.
Background
The City currently has an inventory of 10 water production wells and 38 booster p umps
used in the production, treatment and distribution of potable water sourced from the
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Santa Monica Groundwater Basin and provided to approximately 18,000 Santa Monica
residential, commercial and institutional water accounts. Of Santa Monica’s annual
water usage of approximately 11,500 acre-feet, 65% is currently produced locally with
the remainder imported from the Metropolitan Water District of Southern California
(MWD) at a cost of $1,015 per acre-foot (one acre-foot = 325,851 gallons). The majority
of the City’s wells and booster pumps are located at the Arcadia Water Plant and
Charnock Well Field sites located in West Los Angeles, with other equipment located in
Santa Monica, including reservoirs and pump stations.
Discussion
The Water Resources Division requires water well and booster pump maintenance,
installation and repair services to keep City potable water production, treatment and
distribution operations running smoothly on a 24/7 basis. City water wells pump
groundwater from the Santa Monica Basin for treatment and require a variety of
services including chemical treatments, jetting, nylon/wire brush services to remove well
debris, video logging, and repairs to motors, casings and controls. Booster pumps help
maintain adequate system water pressure and move water from wells to treatment and
storage sites, and then to end users through the City’s 205-mile network of water mains
and fire hydrants. Booster pumps require periodic replacement and repairs including
fabrication of custom parts including wear rings, line shafts and bowl assemblies.
The City requires that the selected contractor have a machine shop capable of
fabricating custom well and pump parts, supplying and installing new equipment as
needed, providing pump rigs, cranes, service trucks, and responding to urgent service
requests within 24 hours of notice on a 24/7 basis.
In each of the last three years, a Charnock production well has been out of service due
to repairs for at least three months. This has resulted in the City’s importing an
additional 300- to 750 acre-feet of water per year from the Metropolitan Water District of
Southern California (MWD), costing approximately $300,000 to $750,000 per year.
Water Resources Division staff have determined that preventive service visits would
minimize or eliminate future prolonged well production stoppages. Beginning in July
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2018, the division plans to begin preventive service including semiannual vibration
analysis and annual alignment checks / realignment service on all wells a nd booster
pumps.
To achieve the City’s goal of 100% water self-sufficiency (no imported water from
MWD), it is anticipated that the City’s inventory of water production wells would be
expanded or partially replaced in the next few years, requiring additional well and pump
maintenance and installation services. Staff will return to Council in Summer 2018 with
a Sustainable Water Master Plan Update, which will include the timeline and estimated
costs for the City to achieve water self-sufficiency.
Vendor Selection
On March 21, 2018, the City published Notices Inviting Bids to furnish labor and
materials for water well and booster pump maintenance and repair services in
accordance with City specifications. The bid was posted on the City’s on-line bidding
site, and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. A total of 2 9 vendors downloaded the bid.
One bid was received and publicly opened on April 16, 2018 per Attachment A.
Procurement staff conducted additional outreach to vendors who downloaded the bid to
see why they did not submit a bid. Three responses were received; one vendor
indicated they did not have the required contractor’s license classifications, another
declined to bid due to the number of sick days required by the City, and the third vendor
declined to bid for unspecified reasons.
The bid was evaluated based on the criteria in SMMC 2.24.072, including price,
previous experience, ability to deliver and compliance with City specifications. General
Pump Company has provided similar services satisfactorily since 1999 with Council
approval obtained for the past six years on September 11, 2012 and June 23, 2015
(Attachments B and C). General Pump Company can respond to emergency repair
requests within 24 hours on a 24/7 basis and operates a machine shop capable of
fabricating water well and booster pump parts. General Pump Company also maintains
a fleet of trucks, cranes and pump rigs capable of servicing Santa Monica ’s well and
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booster pump equipment. Reasonable 2.5% annual pricing increases are offered for
contract years two to five. Staff verified that General Pump Company’s contractor’s
license (General Engineering “A”, Well Drilling C-57 and Machinery and Pumps D-21
classifications) is active and in good standing. Based on these criteria, General Pump
Company is recommended as the best bidder.
Water Production Well Charnock-13 Urgent Repairs
On November 29, 2017, the City’s top producing water well, Charnock-13, failed due to
a worn-out pump bowl assembly (last replaced in 2010) and an injection line. An
investigation revealed red iron incrustations and sludge through the entire pump/column
pipe. Prior to starting the work for Charnock-13 the City had already expended
$409,925 out of the $528,000 (authorized by Council on June 23, 2015 for a three-year
contract. Water Resources staff had primary contractor General Pump Company
perform pump/motor repairs and chemical rehabilitation on Charnock-13 to return the
well to operational status in June 2018 at a cost of $233,969. Added to the $409,925
previously expended under General Pump Company contract #10084 since July 2015,
total contract expenditures of $643,894 exceeded the $528,000 amount authorized by
Council on June 23, 2015 by $115,894. Staff recommends Council approve a first
modification to contract #10084 in the amount of $155,000, for a new total not to exceed
amount of $683,000, to cover the Charnock-13 urgent repair cost and additional well
and booster pump repair services through June 30, 2018.
Financial Impacts and Budget Actions
1. The contract to be awarded to General Pump Company is for an amount not to
exceed $2,180,000. Funds in the amount of $400,000 are available in the Proposed FY
2018-19 Budget in the Public Works Department. The contract will be charged to the
following accounts:
25671.555010 / 50500001-550010 $125,000
25672.555010 / 50500002-550010 $225,000
25673.555010 / 50500003-550010 $ 50,000
TOTAL $400,000
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Future year funding is contingent on Council budget approval.
2. The contract modification to be awarded to General Pump Company (#10084) is
$155,000 for an amended contract total not to exceed $683,000. Funds are available in
the FY 2017-18 budget in the Public Works Department. The contract will be charged
to account 25672.555010.
Prepared By: Kevin Nagata, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Bid Results - Pump & Water Well Repairs - 4332
B. September 11, 2012 Staff Report - Bid Award for Citywide Water Well Repair and
Maintenance Services (Web Link)
C. June 23, 2015 Staff Report - Contractual Services Agreements for Booster Pump
and Well Maintenance (Web Link)
D. Oaks Initiative Disclosure Form - General Pump Company
Attachment A
Bid Results for Project PUMP AND WATER WELL REPAIRS (4332)
Issued on 03/21/2018
Bid Due on April 16, 2018 3:00 PM (Pacific)
ITEM
NUMBER SECTION DESCRIPTION UNIT OF
MEASURE QUANTITY
GENERAL PUMP
COMPANY ‐ UNIT
PRICE
GENERAL PUMP
COMPANY ‐ LINE
TOTAL
GENERAL PUMP COMPANY ‐
COMMENT
1 QUESTION A) Please indicate your firm's California State contractor's license number: QUESTION 0 $0.00 $0.00 496765
2 QUESTION B) Please indicate your firms California State contractor's license classifications (e.g.
General Engineering "A", etc.):QUESTION 0 $0.00 $0.00 Engr A, C57, C61, D21
3 QUESTION C) Does your firm provide 24/7 services for urgent repair services? (Yes / No) QUESTION 0 $0.00 $0.00 Yes
4 QUESTION D) Can your firm be on site at a Santa Monica or West Los Angeles location for
urgent repair work within 24 hours of notification by the City? (Yes / No)QUESTION 0 $0.00 $0.00 Yes
5 QUESTION
E) Please describe your firm's experience working on water production wells,
booster pump stations and other potable water production and distribution systems.
Please provide details or attach a list of the equipment your firm possesses (cranes,
rigs, trucks, etc.); a description of the capability of your firm's machine shop to
fabricate well and pump parts; and traffic control capabilities.
QUESTION 0 $0.00 $0.00 Please see attached Statement of
Qualifications
6 QUESTION F) Has your firm performed prevailing wage work in California since April 2015? (Yes
/ No)QUESTION 0 $0.00 $0.00 Yes
7 QUESTION
H) In addition to responding to the pricing questions, please provide a
comprehensive rate sheet for labor and equipment costs (1‐3 person crews, rigs,
cranes and trucks)
QUESTION 0 $0.00 $0.00 Please see attached current rate
sheet with 15% deduct
8 PRICING
1) Price for one semi‐annual vibration analysis service for 10 water wells and 38
booster pumps located in Santa Monica and Los Angeles for Period 1 (estimated to
be July 1, 2018 to June 30, 2019). This figure will be multiplied by two by City staff to
determine total annual cost.
LUMP SUM 1 $4,960.00 $4,960.00
9 PRICING 2) Price for one annual alignment check / realignment service for 10 water wells and
38 booster pumps located in Santa Monica and Los Angeles:LUMP SUM 1 $4,800.00 $4,800.00
10 PRICING 3) Hourly billable rate for pump rig and 2 person crew (regular weekday hours): PER HOUR 1 $285.00 $285.00
11 PRICING 4) Hourly billable rate for pump rig and 3 person crew: PER HOUR 1 $345.00 $345.00
12 PRICING 5) Hourly billable rate for rotary crane and 1 person crew: PER HOUR 1 $190.00 $190.00
13 PRICING 6) Hourly billable rate for rotary crane and 2 person crew: PER HOUR 1 $250.00 $250.00
14 PRICING 7) Hourly billable rate for service truck w/auto crane and field service person: PER HOUR 1 $150.00 $150.00
15 PRICING 8) Hourly billable rate for service truck w/ auto crane and 2 person crew: PER HOUR 1 $195.00 $195.00
16 PRICING 9) Hourly billable rate for service truck and field service person: PER HOUR 1 $120.00 $120.00
17 PRICING 10) Hourly billable rate for service truck and 2 person crew: PER HOUR 1 $190.00 $190.00
18 PRICING 11) Hourly billable rate for flatbed truck and driver: PER HOUR 1 $140.00 $140.00
19 PRICING 12) Hourly billable rate for additional helpers (each): PER HOUR 1 $40.00 $40.00
20 PRICING 13) Hourly billable rate for control and instrumentation specialist: PER HOUR 1 $155.00 $155.00
21 PRICING 14) Hourly billable rate for shop labor: PER HOUR 1 $95.00 $95.00
22 PRICING 15) Hourly billable rate for electrician: PER HOUR 1 $135.00 $135.00
23 PRICING 16) Price for wire brush or swab rental: EACH 1 $500.00 $500.00
24 PRICING 17) Price for nylon brush ‐ 8" to 10": EACH 1 $300.00 $300.00
25 PRICING 18) Price for nylon brush ‐ 12" to 14": EACH 1 $450.00 $450.00
26 PRICING 19) Price for nylon brush ‐ 16" and up: EACH 1 $500.00 $500.00
27 PRICING 20) Price for video log service ‐ color dual camera: EACH 1 $1,200.00 $1,200.00
28 PRICING 21) Hourly labor rate ‐ portal to portal: PER HOUR 1 $90.00 $90.00
29 PRICING
22) Hourly billable rate surcharge for overtime / after hours and Saturdays. If not a
flat rate, please note by position on rate sheet or in the Comments section. Please
specify the days of the weeks and times the overtime / after hours rate is applicable
to in the Comments section.
PER HOUR 1 $50.00 $50.00
30 PRICING 23) Hourly billable rate surcharge for Sundays and holidays: PER HOUR 1 $75.00 $75.00
31 PRICING 24) Please indicate your firm's minimum call out charge: EACH 1 $100.00 $100.00
32 PRICING 25) Additional fees and charges not listed above (i.e. freight, fuel surcharges).
Provide description in the comments section.LUMP SUM 1 $0.00 $0.00 N/A
SUBTOTAL $15,315.00
33 QUESTION ‐ ADDITIONAL
PRICING INFORMATION
Percent discount off of manufacturer's price list for related items subject to this bid
not listed above: __________ % to_________ %QUESTION 0 $0.00 $0.00 10% to 20%
34 QUESTION ‐ PAYMENT TERMS Payment Terms (Enter payment discount terms; otherwise net thirty (30) days will
apply.QUESTION 0 $0.00 $0.00 30 Days
35 RENEWAL OPTIONS
The City desires the right and option to extend any contract hereunder for additional
one‐year renewal periods from date of expiration at the same price, terms and
conditions, as specified below from date of expiration at the same price, terms and
conditions. For each subsequent renewal period listed below please indicate in the
comment section which of the following apply: 1) No renewal option offered. 2)
Same price, terms and conditions offered. 3) % of increase /decrease of previous
year's price for all areas or options. Increases greater than CPI will be subject to the
"Escalation & De‐Escalation of Bid Price" clause in the bid. Specify alternate terms
and conditions if applicable.
NOTE 0 $0.00 $0.00
36 QUESTION ‐ RENEWAL
OPTIONS Period 2 (First Annual Renewal Option) QUESTION 0 $0.00 $0.00 2.5% increase of previous year's
price for all areas or options
37 QUESTION ‐ RENEWAL
OPTIONS Period 3 (Second Annual Renewal Option) QUESTION 0 $0.00 $0.00 2.5% increase of previous year's
price for all areas or options
38 QUESTION ‐ RENEWAL
OPTIONS Period 4 (Third Annual Renewal Option) QUESTION 0 $0.00 $0.00 2.5% increase of previous year's
price for all areas or options
39 QUESTION ‐ RENEWAL
OPTIONS Period 5 (Fourth Annual Renewal Option) QUESTION 0 $0.00 $0.00 2.5% increase of previous year's
price for all areas or options
TOTAL $15,315.00
EXPERIENCE STATEMENT COMPLETE
LIST OF SUB‐CONTRACTORS COMPLETE
LIVING WAGE CERTIFICATION COMPLETE
PREVAILING WAGE ACKNOWLEDGEMENT COMPLETE
CERTIFICATE OF COMPLIANCE COMPLETE
CERTIFICATION REGARDING DEBARMENT COMPLETE
NON‐DISCRIMINATION POLICY ACKNOWLEDGEMENT COMPLETE
NON‐COLLUSION DECLARATION COMPLETE
BUSINESS LICENSE COMPLETE
OAKS INITIATIVE DISCLOSURE FORM COMPLETE
REQUIRED FORMS
REQUIRED FORMS
FORMS
FORMS
REQUIRED FORMS
REQUIRED FORMS
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REQUIRED FORMS
REFERENCE:
Contract No. 10692
(CCS)
&
Modified
Contract No. 10084
(CCS)