HomeMy WebLinkAbout09 AUTH TO REPAIR PROSPECT WELL 03-03-09Agenda Item 9
~ Reviewed:
~~ ^ ~ `~~ ` AGENDA REPORT City Manager
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''_ ~" Finance Director ~~
MEETING DATE: MARCH 3, 2009
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: TIM D. BEREFT, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
SUBJECT: AUTHORIZATION TO REPAIR PROSPECT WELL
SUMMARY
Authorize staff to proceed with the repair of Prospect Well. The well has experienced a mechanical
failure rendering it inoperable. Upon inspection, it has been determined that both the well pump and
motor require full rehabilitation or replacement. It is crucial that the well be repaired and returned to
service as soon as possible.
RECOMMENDATION
It is recommended that the City Council:
Authorize the Director of Public Works/City Engineer to retain General Pump Company, in the
amount, not-to-exceed $84,000, to repair Prospect Well. The total amount includes a 5%
construction/reinstallation contingency.
FISCAL IMPACT
Sufficient funds are available and budgeted in the FY 2008/09 Water Division Operating Budget to
compensate for this expense. Additionally, this repair expense may be partially reimbursed to the
City through the submittal of a claim to the City's insurance carrier for mechanical equipment failure.
DISCUSSION
A request for quotes was sent to three qualified well and pump contractors per the City's
Purchasing Policy and Procedures to pull the Prospect Well pumping equipment to determine the
cause of the mechanical failure. This City well is equipped with a submersible pump and motor
situated at 300 feet below grade which makes it extremely difficult to diagnose any mechanical
problems. Based upon their response, General Pump Company was selected, and in coordination
with Water Operations staff confirmed that both the pump and motor will require rehabilitation to
make the well operable.
Pursuant to § 1624 (B)2(a) of the City's Purchasing Policy and Procedures, staff recommends that
the repairs to Prospect Well be performed on a sole source basis by General Pump Company.
Utilizing standard Public Works bid procedures would require preparation of bid documents and a
minimum time frame of 90 days to complete the award process before starting the repair work. As
a result of this time frame, the total cost to place the well back into service would be made
significantly more expensive by having to purchase costly imported water.
Authorization to Repair Prospect Well
Page 2
March 3, 2009
It is recommended that Prospect Well be returned to service in a timely manner for a number of
reasons. All groundwater wells assist in the City's ability to adequately meet the operational,
emergency and fire flow requirements of the water service area. When any one well is off-line, the
City must compensate the ongoing water demand by purchasing more expensive imported water
through East Orange County Water District at approximately twice the cost it takes to pump
groundwater. In addition, with imported water becoming more restricted, it is imperative that the
City maintain and fully maximize its ability to deliver water from its own groundwater supply
allocation.
Tim D. Serlet
Director of Public Works/City Engineer
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Fred J. jari n
Water Service anager
Authorization to repair Prospect Well.docx