03.27 Wells Pumps Electric Motors Maintenance1. SUBJECT
Award of contract for Request for Proposals (RFP) No. 178 -40 to provide maintenance and
repairs to wells, pumps, and electric motors on an on -call, as- needed basis.
2. SUMMARY
The City received three proposals in response to RFP 178 -40 for providing maintenance and
repairs to all City water wells, pumps, and electric motors. The selection committee has
completed their review and has ranked General Pump Company as the top service provider.
3. RECOMMENDED ACTION
Award a three -year service contract to General Pump Company with an initial annual amount of
$400,000 for FY 18/19, subject to a 2% maximum annual formula -based inflation adjustment
starting with FY 19/20, with a three year total not to exceed $1,224,160; and authorize the Mayor
and City Clerk to execute the contract on behalf of the City.
4. FISCAL IMPACT
Funds are budgeted and are available in the following accounts:
600.8011.56411.18214 Well Rehabilitation $125,000
600.8011.51510.00000 Maintenance of Wells $500,000
5. STRATEGIC PLAN GOAL(S) ==1
Provide for a safe community:
b. Provide and maintain the infrastructure necessary to ensure the safety of the public.
2. Be a fiscally healthy community:
d. Effectively manage and develop City assets.
4. Provide outstanding public service:
b. Provide facilities and services to meet customer expectations.
6. GENERAL PLAN IMPLEMENTATION
Infrastructure Element Goal 3.0 Ensure adequate maintenance of public rights -of -way to
enhance public safety and improve circulation.
Policy 3.1: Continue to maintain and repair sidewalks and pavement surfaces on public rights -
of -way.
7. DISCUSSION and BACKGROUND
Currently, the City's water system consists of 12 operational water production wells. All wells
are powered by electric motors ranging from 75 hp to 500 hp. The contractor is required to
service these motors periodically at the City's request. These services include but are not limited
to removal of motor, clean, dip, bake, rewind, balance, voltage testing, replace bearings, re-
installation, and start-up. Existing pumping equipment consists of 2 submersible Byron Jackson
pumps and 10 water flush pumps. The contractor is required to maintain and repair the pumps on
an as- needed basis with the same parts and components.
The City also has the need to rehabilitate the existing wells when there is a decrease in capacity,
bacteriological problems, or other well production issues. The contractor is required to provide
appropriate tools, equipment, materials, and personnel to successfully complete the cleaning and
disinfection of the wells.
Through the maintenance service contract, the contractor will have to mobilize in less than 72
hours upon notification from City staff and perform the work as requested by the City. The quick
response required of the contractor will minimize the down time for the City water production
wells, reduce the cost of having to purchase imported water, and ensure the reliability of the local
water supply.
The RFP was made available to companies on May 2, 2018. The Notice Inviting Bids was
published in the Orange County Register newspaper and information about the project was
available on the City's website. Proposals were received from the following companies on the
proposal due date, May 23, 2018:
• Best Drilling and Pump
• General Pump Company
• Weber Water Resources
Four City Staff members reviewed the proposals. The following selection criteria was listed in
the RFP and used by the selection committee to evaluate the proposals:
• Qualifications and experience of the project manager and other key individuals (25
points).
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• Capability to perform necessary tasks, resolve problems, warranty, safety records,
timeliness of repairs, and maintain a full service shop with all necessary equipment
required for well rehabilitation and treatment projects (25 points).
• Relevant experience with similar projects (15 points).
• Quality of proposal including compliance with proposal requirements and ability of firm
to supply correct parts (25 points).
• Rationality of firm's fee schedule (10 points).
In accordance with the above listed selection criteria, companies are ranked as follows:
1. General Pump Company
2. Best Drilling and Pump
3. Weber Resources
383 points out of 400
345 points out of 400
276 points out of 400
General Pump Company's proposal was well written, responded directly to the RFP
requirements, and indicates a solid ability to perform the scope of work. General Pump
Company has a long list of highly qualified technical and support personnel, many with over 25
years of experience. They maintain a full service machine shop with many rigs, cranes, and
service trucks ready to respond to clients. Of the three companies, General Pump Company had
the lowest published fee schedule. In addition, General Pump Company provides a 15% rate
discount to the City of Orange off their published fee schedule. They have extensive knowledge
of the City's equipment and have worked on several other projects for the City over the past
fifteen years. These facts provide justification to award a contract to General Pump Company.
The initial term of the contract will cover three fiscal years, beginning on the date the contract is
executed and expiring on June 30, 2021, with two one -year optional extensions. Approval of the
extensions will be based upon performance and will be executed by the City Manager. The cost
for the initial year is $400,000. Each subsequent year is subject to a formula -based consumer and
producer price index (CPI and PPI) with the adjustment capped at no greater than 2% each fiscal
year. Including the maximum 2% annual inflation adjustment, the initial three year contract is
not to exceed $1,224,160.
8. ATTACHMENTS
• Rating Summation
• Contract Agreement
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