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Home My WebLink AboutC31320 Refurbishment of Well Number 2 at the Desert Willows Golf ResortCITY OF PALM DESERT STAFF REPORT REQUEST: AUTHORIZE AWARD OF CONTRACT NO. C31320 TO SOUTH WEST PUMP & DRILLING, INC. FOR THE REFURBISHMENT OF WELL NO. 2 AT THE DESERT WILLOW GOLF RESORT IN THE AMOUNT NOT TO EXCEED $61,491.90 SUBMITTED BY: Heather Buck, Project Coordinator CONTRACTOR: South West Pump & Drilling, Inc. 53-381 Highway 111 Coachella, CA 92236 DATE: December 8, 2011 CONTENTS: Contract No. C31320 Agreement Recommendation By Minute Motion, that the City Council: 1. Authorize the award of Contract No. C31320 in the amount of $61,491.90 to South West Pump & Drilling, Inc. for the Desert Willow Well No. 2 Refurbishment project; 2. Authorize the Finance Director to set aside the amount of $6,149.19 as 10 percent contingency; and 3. Authorize the City Manager to approve up to $6,149.10 for unforeseen conditions subject to City Council ratification. The budget for this project was approved as part of the fiscal year ending (FYE) 2012 Desert Willow Budget. Funds are available in Account No. 441- 4195-495-8092. Background In 2010, Well No. 1, which serves the Firecliff golf course failed. On May 27, 2010, the City Council ratified contracts with Tri-County Pump Company and Cloudburst Engineering in the amount not to exceed $52,253.35 to repair the well pump and motors. $65,000.00 has been budgeted for refurbishment of Well No. 2 for FYE 2012 to avoid a similar emergency repair and improve pump efficiency, thus reducing utility costs. Well No. 1 failed due to a fluctuation in the water level. Lack of water at the pump depth caused the pump and motors to overheat and fail. This is a trend that other golf courses and wells have experienced in recent years. As a result, 60 feet of depth were added to the Staff Report Award Contract No December 8, 2011 Page 2 of 3 31320 to South West Pump & Drilling — DW Well No. 2 Refurbishment shaft, and the tube and the pump was reinstalled at a new depth of 422 feet. This allows for consistent water level draw to alleviate the concern of water depth. Based on the recent repairs completed on Well No. 1 as a result of the fluctuation in the water level, and recommendations from Southern California Edison (SCE) and Coachella Valley Water District (CVWD) to improve pump efficiency, the following items will be completed as part of the Well No. 2 Refurbishment project: • Pull, disassemble, inspect and assess the condition of the existing well's tube, shaft, pump, and motor. • Clean the column assembly and column perforations. • Add 60 feet of depth to the shaft and tube. • Reinstall the pump to a new depth of 389 feet (The existing well has a maximum depth of 960 feet, and the current depth of the well pump rests at 329 feet). • Replace pump to improve overall energy efficiency of the well. • Install Poly Airline and gauge to allow the operator to monitor the depth of the well's water level to avoid damage to the pump and motors. Well No. 2 serves the Mountain View golf course with fresh water for irrigation. Currently, the City utilizes a combination of reclaimed water provided by CVWD and aquifer well water to irrigate the golf courses. Well No. 2 has been in operation for 14 years and its efficiency is waning. The current Overall Plant Efficiency (OPE) is 56.1 % for Well No. 2. OPE can be improved from 56.1 % to 70.0%. SCE has reviewed the scope of work for this project and has determined that this project is eligible for a potential rebate of $8,243.25 for improving the OPE. Additionally, the improved efficiency can save the golf course approximately to 62,950 kWh and $9,500 annually. Contractor Selection On November 12 and November 17, 2011, the Notice Inviting Bids for the Well No. 2 Refurbishment Project was published in The Desert Sun. On November 30, 2011, sealed bids were opened by the City Clerk. Below is a summary for the bids received. Company Name City Bid Responsive South West Pump & Drilling, Inc. Coachella $61,491.90 Yes Hidden Valley Pump Systems Valley Center $62,715.43 Yes Bakersfield Well and Pump Co. Bakersfield $68,000.00 Yes Best Drilling and um , Inc. Colton $75,016.00 No Tri County Pump Co. San Bernardino $78,241.13 Yes P-v-fil2k3\groups\rda\Heather Buck\Desert Willow\Well No 2\stfRpt\C31320 DW Well No 2 Repair 12081 t.doc Staff Report Award Contract No. 31320 to South West Pump & Drilling - DW Well No. 2 Refurbishment December 8, 2011 Page 3 of 3 After review of the bids and the specifications, South West Pump & Drilling, Inc., based in Coachella, was the lowest responsive bidder. South West Pump & Drilling, Inc. has demonstrated experience with this type of well repair project. Staff and Desert Willow have reviewed the contractor's qualifications and recommend approval of a contract with South West Pump & Drilling, Inc. in the amount of $61,491.90 to refurbish Well No. 2 at the Desert Willow Golf Resort. Staff is requesting that the City Manager be given authorization to approve additional expenses up to $6,149.10 (contingency) for unforeseen conditions in order to minimize down time for the well and impact to the golf course. Use of contingency is subject to City Council ratification. Fiscal Analysis The repairs to the well are necessary to avoid damage to the golf course plant life, greens, and loss of revenue. The cost to refurbish the well is in the amount of $61,491.90 with an estimated $9,500 rebate from SCE for a net cost of approximately $52,000. Funds are available in the Golf Course Maintenance Account. Additionally, annual utility savings will be realized and are estimated at $9,500 per year. Submitted By: Heather Buck, Project Coordinator NWin Alvarez, Redevelopment Mgr. Department Head: I McCarthy, A development Paul Gibson, Director of Finance CITY COUNCTION IqN roval: APPROVED- DENTED RECEIVED OTHER MEET G DA r C� o n M. Wohlmuth, City Manager AYES: %� f rnl j NOES: U IL ABSENT: �� ABSTAIN: �- VERIFIED BY: O C Original on File with Ci erk's Office ',srv-fil2k3\groups\rdaAHeather BuckVDesert Willow\Well No 2\StfRptAC31320 DW Well No 2 Repair 120811.doc Contract No. C31320 SECTION 00500 AGREEMENT THIS AGREEMENT is made and entered into this 8th day of December, 2011, by and between City of Palm Desert, California; hereafter called -"OWNER," and South West Pump & Drilling, Inc. hereinafter called "CONTRACTOR." WITNESSETH RECITALS: CONTRACTOR has submitted to OWNER its CONTRACTOR's Proposal for the construction of OWNER's Project, 1. Desert Willow Well No. 2 Refurbishment, CONTRACT NO. C31320 in strict accordance with the Contract Documents identified below and OWNER has accepted said Proposal, inclusive of the base bid plus the following additive and/or deductive alternates: None 2. CONTRACTOR states that it has re-examined its CONTRACTOR's Proposal and found it to be correct, has ascertained that its subcontractors are properly licensed and possess the requisite skill and forces, has examined the site and Contract in accordance with the Contract Documents for the money set forth in its Proposal to be paid as provided in the Contract Documents. AGREEMENT: IT IS AGREED BY THE PARTIES AS FOLLOWS: 1. Contract Documents: The entire contract consists of the following: (a) The Notice Inviting Sealed Bids [Section 00200]; (b) The Instructions to Bidders [Section 00300], (c) Bid [Section 00400]; (d) Bid Schedule [Section 00410], (e) The Bid Guaranty Bond [Section 00420]; (t) Designation of Subcontractors [Section 00430]; (g) Schedule of Manufacturers and Suppliers, Major Equipment, and Material Items [Section 00440]; (h) Non -Collusion Affidavit [Section 00450], Certification of Bidder and Qualifications [Section 00470]; (i) The Agreement [Section 00500]; U) Liability and Insurance Requirements [Section 00600], (k) Special Insurance Endorsement [Section 00610]; (1) The Faithful Performance Bond [Section 00620], (m) The Supplementary Conditions; (n) the General Conditions; (o) Modifications to General Conditions [Section 00810], (p) The Plans; (q) Addenda Nos. 1 and 2 ; (r) Any Change Orders issued; (s) Any additional or supplemental specifications, notices, instructions and drawings issued in accordance with the provisions of the Contract Documents. All of said Documents presently in existence are by this reference incorporated herein as if here set forth in full and upon the proper issuance of their documents they shall likewise be deemed incorporated. Contract No. C31320 2. CONTRACTOR shall complete said work within thirty (30) consecutive calendar days from the date specified in the Notice to Proceed to the satisfaction of the Owner's Representative. 3. That the CONTRACTOR agrees to indemnify, defend, and hold harmless the OWNER, and its officers, and employees, the GOLF COURSE OPERATOR, Owner's Representative from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, material men, laborers, and any other person, firm or corporation furnishing or supplying work, services, materials or supplies in connection with the performance of this Agreement. 4. Attention is directed to Section 00700-6.5, "Liquidated Damages" of the General Conditions. Liquidated damages shall be $1,000.00 dollars per calendar day of delay. 5. Should any litigation or arbitration be commenced between the parties concerning the works of improvements as referenced herein, the prevailing party in any such litigation, being the OWNER or the CONTRACTOR, should be entitled to a reasonable sum for attorney's fees and costs incurred in any such litigation relating to this Contract. 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 7. CONTRACTOR shall be paid in the manner set forth in the Contract Documents the amount of its proposal as accepted by OWNER, subject to such additions and deductions as may be made pursuant to the Contact Documents and applicable law. 8. Execution of the Agreement by the parties constitutes their agreement to abide by all applicable provisions of the California Labor Code; constitutes CONTRACTOR's certification that he is aware of the provisions of said Code and will comply with them; and further constitutes CONTRACTOR's certification as follows: "I am aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for worker's compensation or to undertake self insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this contract." Contract No. C31320 IN WITNESS WHEREOF the parties hereto have executed or caused to be executed by their duly authorized officials, this Agreement which shall be deemed an original on the date first above written. CITY OF PALM DESERT "CONTRACTOR" (signature to be notarized) BY: Mayor Attest: Rachelle Klassen, City Clerk Approved as to Form: City Attorney Attest: Title Title