COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Timothy Kellett, Deputy Director of Public Works
SUBJECT:Title
Discussion and Action: Purchase Order Change Order Approving Additional Work for the Rehabilitation of High-Service Pump #12 by Layne Christensen Company (Tim Kellett)
Body
FUNDING SOURCE:
Water Fund
PURPOSE:
To consider the approval of a Purchase Order Change Order to complete required additional work for the repair of high-service Pump #12 at the City’s Water Treatment Plant in accordance with City Code §§ 3.10.010.2 (Competition Impractical), 3.10.010.3.A.18, and 3.10.030.1.
BACKGROUND:
The high-service pumps at the Water Treatment Plant perform a vital role by moving the treated water from the Treatment Plant to the storage tanks that supply water to the distribution system for domestic use and fire protection. There are a total of twelve (12) high-service pumps, each rated at 400 horsepower and pumping over 3,000 gallons per minute. Six (6) of these units pump to the north side of the city and the airport area and the other six (6) units pump to the central and southern parts of the city.
The Public Works Department is seeking approval for additional repair work on high-service Pump #12 prior to authorizing Layne to proceed with the additional work. The original services were procured through an informal Request For Quotation (RFQ) in September 2024 (QT25-33), the scope of work included removing, transporting to the repair shop, and inspection of the pump which was originally awarded to Layne Christensen Company (Layne) for $41,317.90 (PO24835). Related work was discovered during the tear-down and inspection process at Layne’s repair facility. This additional work includes fusion-bonded epoxy lined column pipe, line shaft and rubber bearings, and machining and shop labor detailed in a change order quote bringing the total repair cost to $54,324.15 which is over the current $50,000 formal solicitation threshold. Determination herein the formal competition method would be impractical as the repairs are in progress and these additional requirements are critical components necessary for the pump to return to service.
COMMUNITY IMPACT:
Increased functional reliability and operational flexibility to meet the water demands for safe drinking water and fire protection. The upgraded pumping equipment will also run more efficiently than it did previously.
FISCAL IMPACT:
The original purchase order (PO24835) created based on competitive informal quotes (QT25-33) totaled $41,317.90. The additional change order work was $13,006.25 for a new total of $54,324.15 the total of which is allocated and available in the Fiscal Year 2024-25 budget.
ATTACHMENTS:
QT25-33 Rehab of HSP #12 Quote Tabulation
PO24835 - Original Layne Quote for QT25-33
Layne Change Order Quote for Additional Work
SUGGESTED MOTION:Recommended Action
I move to approve a Purchase Order Change Order for additional work for the repair of high-service Pump #12 at the City’s Water Treatment Plant with Layne Christensen Company for a total amount of $54,324.15.