HomeMy WebLinkAboutE-4.1. Award the Maintenance Service Contract for Well and Booster Pump CONSENT ITEM E-4
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: TIKAN SINGH, GENERAL MANAGER
DATE: MAY 22, 2023
SUBJECT: AWARD THE MAINTENANCE SERVICE CONTRACT FOR WELL AND
BOOSTER PUMP MAINTENANCE SERVICES TO GENERAL PUMP
COMPANY
BACKGROUND:
Azusa Light & Water (ALW) issued a Request for Qualifications (RFQ) from competent vendors
for Well and Booster Pump Maintenance Services on March 31, 2023. ALW received an RFQ
from one vendor on May 4, 2023. This proposal was thoroughly reviewed by staff and meets all
necessary requirements for maintenance services. ALW requests the approval of a Maintenance
Service Contract with General Pump Company under Azusa Municipal Code Section 2-518(g).
RECOMMENDATION:
Staff recommends the Utility Board approve the following actions:
1) Approve a Maintenance Service Contract for Well and Booster Pump Maintenance
services with General Pump Company in accordance with Azusa Municipal Code
Section 2-518(g);
2)Authorize the Mayor to execute the Maintenance Service Contract in a form acceptable
to the City Attorney.
ANALYSIS:
ALW requires services of a firm to provide professional services for water related well and booster
pump infrastructure maintenance work and engineering. The project types include, but are not
limited to, the items listed below and include oversight of all work typically required for the
successful delivery of the various types of pump equipment maintenance and well rehabilitation
projects.
Approved
Utility Board
05/22/2023
Well and Booster Maintenance Contract
May 22, 2023
Page 2
On-Call Maintenance Service work includes:
a) Well pump/motor maintenance, repair, rehabilitation, or replacement
b) Well test pumping and video logging
c) Booster pump/motor maintenance, repair, rehabilitation, or replacement
d) Engineering and hydrogeology support
e) Well chemical treatment
f) Well and booster pump control and instrumentation
g) Well and booster pump discharge piping and appurtenances repair, rehabilitation, or
replacement
ALW has thirteen groundwater wells (2 currently inactive), the plan is to rehabilitate Aspan Well
with groundwater treatment, and in the future rehabilitate Well 8, Well 4 and Well 3. The wells
range in capacity from 900 gpm to 3,000 gpm. Pump settings range from 100 feet to 450 feet and
well depths are up to 1300 feet below ground level. ALW has sixteen (16) water booster stations
with pumps ranging in size from 3 horsepower to 450 horsepower. The maintenance of such
equipment is vital to supply water throughout the water system, to meet fire flow requirements and
to supply reliable, clean drinking water.
ALW’s water pumping facilities require regular preventative maintenance to ensure water supply
reliability. Well and Booster Pump maintenance services is an ongoing function. The ALW Well
redevelopment and maintenance program is required to maintain the efficiency of all water wells,
booster pumps assemblies and gear drives at ALW facilities. The professional services required
includes removing, inspecting, and maintaining pumping equipment, and inspecting geological
logs and well data to assess the condition of wells and related equipment.
The 2023 Well and Booster Pump Maintenance Services RFQ was sent directly to three companies
that have experience in this type of work and provide services in the southern California area. The
companies that received the RFQ directly were Tri Counties, Layne Christensen, and General
Pump Company. The RFQ was also advertised on the City Website since April 5, 2023 and
advertised on Planet Bids. The proposals were required to be submitted on May 4, 2023 by 5:00
PM. ALW received one proposal from General Pump Company. The proposal was reviewed and
meets all the requirements of the RFQ.
The Utility’s well and booster maintenance service needs for the next five years will be
approximately $500,000 per year under approved Capital Improvement Project and Operation &
Maintenance budgets. The skills and qualifications necessary for the maintenance of potable water
wells and pumps are specialized and the availability of competent contractors is limited. It is
recommended that a Maintenance Service Contract is awarded to General Pump Company for a
minimum period of three (3) years with options to extend the contract for two (2) additional one
(1) year periods with a not to exceed amount of $500,000 per contract year.
ALW will not guarantee a specific total contract amount for the selected vendor for any given
contract year. Any projects identified as task orders in excess of $50,000 will be brought to the
Well and Booster Maintenance Contract
May 22, 2023
Page 3
Utility Board for approval before any work is authorized, under this Maintenance Service Contract
and subject to the Emergency provisions of the City’s Purchasing Policy.
FISCAL IMPACT:
Funding for an annual not-to-exceed amount of $500,000 will be available in Operation &
Maintenance and Water System Capital improvement budgets for the next five fiscal years.
Prepared by: Reviewed and Approved:
Melissa Barbosa Tikan Singh
Assistant General Manager General Manager
Water Operations
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) General Pump Company RFQ Proposal
2) General Pump Company Mark Allowance Percentage Adjustment 15%
3) General Pump Company Maintenance Service Agreement