City Council Meeting: September 11, 2012

Agenda Item:  3-H

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 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:

 

 

 

 

 

 

Martin Pastucha

Director of Public Works

 

Rod Gould

City Manager

 

 

Attachments:           A – Bid Summary