SR 03-08-2022 3D
City Council
Report
City Council Meeting: March 8, 2022
Agenda Item: 3.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources
Subject: Approval of First Modification to Agreement #10692 with General Pump
Company Inc. for Water Well and Booster Pump Maintenance Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #10692 CCS in the amount of $515,000 with
General Pump Company Inc. for water well and booster pump maintenance services for
the Public Works Department. This will result in a five-year amended agreement with a
new total amount not to exceed $2,695,000, with future year funding contingent on
Council budget approval.
Summary
To ensure the delivery of safe and reliable potable water, the City contracts out
maintenance, repair, and installation services for groundwater wells and booster pumps
used in the production, treatment, and distribution of high-quality potable water to Santa
Monica customers. Most of the City’s groundwater wells currently in operation are over
30 years old. In the last two years, four of the City’s ten groundwater wells experienced
prolonged outages and increased material costs due to COVID-19 supply chain
impacts, resulting in unforeseen rising maintenance costs. Additional funding is needed
to ensure the continuity and reliability of the City’s existing groundwater wells and
booster pumps. Staff recommends increasing the current General Pump Company Inc.
agreement #10692 by $515,000, for a new total amount not to exceed $2,695,000 for
services through June 30, 2023.
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Discussion
The City relies on local groundwater supplies for over 50 percent of its water supply.
Groundwater is pumped from the Santa Monica Basin for treatment and a variety of
services are required to maintain production and reliable operations. These services
include chemical treatments, jetting, nylon/wire brush services to remove well debris
from the well screens, video logging to troubleshoot and assess conditions, and repairs
to motors, casings and controls. Groundwater wells, treatment system pumps, and
booster pump maintenance, installation, and repair services are required to keep
potable water production, treatment, and distribution operations running continuously
and reliably on a 24/7 basis.
The Water Resources Division currently operates and maintains a total of ten
groundwater wells. The two most recently installed groundwater wells were put into
operation in 2012 and 1993, respectively. The remaining wells were installed in the
1980s or earlier and are over 30 years old. In the last two years, four groundwater wells
were taken out of service for comprehensive repairs. Combined with supply-chain
delays and parts shortages due to the COVID-19 pandemic, routine service costs and
materials increased and this has resulted in the City importing up to an additional 800
acre-feet of water per year, on average, from the Metropolitan Water District of
Southern California (MWD), costing up to $850,000 annually.
To help enhance resiliency and maintain production during routine maintenance or
unforeseen downtimes of groundwater wells in the future, two recently completed
replacement wells will begin operating as part of the Olympic Well Field Restoration and
Arcadia Water Treatment Plant Expansion Project, scheduled to be completed in 2023.
The Public Works Department is also in the design phase to replace two additional
groundwater wells in the Charnock Well Field. Construction for this project is anticipated
to begin later this year and be completed in 2024. In the interim, additional funding is
needed to ensure continuation of needed maintenance and repairs for ageing
groundwater wells and booster pumps to maintain production of local water supplies.
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Past Council Actions
Meeting Date Description
06/012/18
(Attachment A)
Original bid and award of agreement with General Pump Company
Inc. for water well and booster pump maintenance and repair
services
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Water Fund to increase the amount of
the contract with General Pump Company Inc. for water well and booster pump
maintenance and repair services. Future year funding is contingent on Council budget
approval.
Contract Modification Request
Agreement #
Current Authorized
Amount
Modified Request
Amount Dept/CIP Account # Total Revised
Contract Amount
10692 $2,180,000 $515,000 50500001.550010 $2,695,000
Prepared By: Sunny Wang, Water Resources Manager
Approved
Forwarded to Council
Attachments:
A. Staff Report - Item 3F - June 12, 2018
B. CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original
Contract
C. Oaks (General Pump)
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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 pumps
used in the production, treatment and distribution of potable water sourced from the
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Packet Pg. 324 Attachment: Staff Report - Item 3F - June 12, 2018 (4939 : 1st Mod to General Pump Contract)
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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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Packet Pg. 325 Attachment: Staff Report - Item 3F - June 12, 2018 (4939 : 1st Mod to General Pump Contract)
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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 and 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 29 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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Packet Pg. 326 Attachment: Staff Report - Item 3F - June 12, 2018 (4939 : 1st Mod to General Pump Contract)
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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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Packet Pg. 327 Attachment: Staff Report - Item 3F - June 12, 2018 (4939 : 1st Mod to General Pump Contract)
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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
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Packet Pg. 328 Attachment: Staff Report - Item 3F - June 12, 2018 (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 329 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 330 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 331 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 332 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 333 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 334 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 335 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 336 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 337 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 338 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 339 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 340 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 341 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 342 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
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Packet Pg. 343 Attachment: CT 10692 (CCS) - General Pump (Water Well & Pump Services) - Original Contract (4939 : 1st Mod to General Pump Contract)
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
__________________________________________________________________
Bonnie Brunel Sr. Admin Manager
02/01/2022
bbrunel@genpump.com (909)599-9606 x185
General Pump Company, Inc.
Michael Bodart, President / Director of Engineering
Michael Bodart, President / Director of Engineering
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Packet Pg. 344 Attachment: Oaks (General Pump) (4939 : 1st Mod to General Pump Contract)