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HomeMy WebLinkAbout14 Glenshire Drive Well Prosser Village Well Rehab AGENDA ITEM #14 Public Utility District m MEETING DATE: June 7, 2023 TO: Board of Directors FROM: Chad Reed, Water Utility Director SUBJECT: Consideration of a Contract for Glenshire Drive Well and Prosser Village Well Rehabilitation Services APPROVED BY: Brian C. Wright, General Manager RECOMMENDATION: Authorize the General Manager to execute a contract with Carson Pump LLC to complete the Glenshire and Prosser Village Well Rehabilitation Project in the amount of $238,835 plus a 10% change order authorization for a total not to exceed $262,719. BACKGROUND: The Truckee Donner Public Utility District water system is fed by 10 active groundwater wells requiring regularly scheduled inspection and maintenance to ensure both adequate water flow and water quality. The District has developed a water utility 10-year capital improvement plan (CIP) outlining the capital maintenance and improvement needs. Included within the water utility 10-year CIP is the maintenance and rehabilitation of the District's groundwater well facilities to ensure the long-term reliability of critical water pumping resources. A key benefit to preventative maintenance programs is the scheduling of predictive and preventative maintenance and repairs during non-peak demand times. ANALYSIS AND BODY: In alignment with the CIP, the following two wells have been identified for rehabilitation this year: Glenshire Drive Well Glenshire Drive well is a municipal well that produces 1,500 gallons per minute (GPM) of potable water for the Truckee community. The well is owned and operated by the District and currently operates with a State Water Board blending plan due to naturally occurring arsenic. This well requires additional water from Prosser Village and Old Greenwood to run concurrently. The well is outfitted with a 450-horsepower (Hp) motor, which will be rewound during the rehabilitation. The pump is set at a depth of 550 feet below the ground surface and will be inspected and replaced if it is out of tolerance. To remove the pump, the column and shaft must also be removed. After they have been Page 1 of 4 Page 45 of 315 removed, all pieces will be inspected and, if any pieces are found to be out of tolerance, they will be replaced as part of the proposal. The existing screens and casing will be brushed and developed as required. Ideally, after the rehabilitation, this well should have greater flow through the screened interval, producing less drawdown during active pumping. Prosser Village Well Prosser Village Well is a municipal well that produces approximately 830 GPM of potable water for the District's main system. This well is also owned and operated by the District. No special permits are required, however water is used from this well to address the blend plan associated with the Glenshire Drive Well as mentioned above. The well is outfitted with a 250-Hp motor that is slated to be rewound during the rehabilitation process. The column and shaft will be removed and inspected to ensure that the tolerance/specifications are correct, or they will be replaced while the pump is out of the hole. While the pump that is currently set at 470 feet below the ground surface is outside of the well, it will also be inspected and replaced if it is out of specification. Well development and brushing are also specified in the proposal to prolong the life of this asset. The goal of any well rehabilitation is to perform preventative maintenance on a scheduled time frame and increase water flow through the perforations of the screen to allow the well to operate in optimum conditions. Supply chains for materials and equipment continue to rapidly change in the post- COVID economy. In an effort to be more efficient, staff has incorporated the rehabilitation of both Glenshire Drive and Prosser Village Wells into a single construction contract. Additionally, the Request for Bids was separated into a "Bid Schedule A" that included the primary scope of work, and a "Bid Schedule B" identifying additional optional work that may be required following shop inspections of the well assemblies. Bid Schedule A included the following scope of work: • Mobilization/Demobilization • Supply New retainer assemblies and bronze bearing • Removal/Reinstall pump column • Shop inspection of all equipment • Video inspection • Provide and install well-sounding tube • Well disinfection • Misc. Shop Work and Materials Schedule B is comprised of labor and materials that will be dependent on the shop inspection of the equipment once it is removed from the well hole. The scope of work for Schedule B includes: • Furnish new stainless steel pump line shaft • Furnish new FlowServe 14 EMM 10", 8 stage pump assembly The lowest responsive bidder was determined based upon the total bid costs in Page 2 of 4 Page 46 of 315 Schedule A for both Prosser Village Well and Glenshire Drive Well. As indicated above, work included in Schedule B will be additional optional work based upon shop inspection of well assemblies for each well. The District began advertising a Request for Bids on April 21, 2023, and the bid opening was held at 2:30 pm on May 23rd2023. Two Bids were received: SUMMARY OF BIDS Bidder Location Total Bid for Total Bid for Responsive Schedule A Schedule B Carson Pump Carson $98,615 $140,220 Yes LLC Clty, NV Bartley Pump Santa $226,000 $149,700 Yes Rosa, CA Following a review of all received bids for responsiveness and compliance with District standards, Carson Pump LLC was determined to be the lowest responsive bidder. Staff is recommending a total contract authorization to include both schedule A and B, plus a 10% change order allowance for a not to exceed amount of$262,719. Each of the bids received were higher in costs than the original engineer's estimate included in the Water Infrastructure CIP drafted in 2020. A key component of this overage is the significant increase in associated materials and labor for the rehabilitation of a well. Additionally, the original engineer's estimate did not include provisions for well development or line shaft, which are included in the not to exceed amount detailed above. Carson Pump LLC has established a long history with groundwater well rehabilitation for the District with great results. Staff is anticipating this project to start in the fall of 2023 to correspond with the significantly lower water demand. GOALS AND OBJECTIVES: District Code 1 .05.020 Objectives: 1. Responsibly serve the public. 3. Provide reliable and high quality water supply and distribution system to meet current and future needs. 6. Manage the District in an effective, efficient and fiscally responsible manner. District Code 1 .05.030 Goals: 1. Manage for Financial Stability and Resiliency FISCAL IMPACT: The recommended total project authorization is for an amount not to exceed $262,719. The FY23 budget included $169,671 for well rehabilitation, a rates-funded capital expenditure. The FY23 well rehabilitation budget was based upon engineering estimates established in the 2020 10-year Water CIP (with some conservative Page 3 of 4 Page 47 of 315 escalators). As indicated earlier in the staff report, the costs of project labor and materials have been very unpredictable in the post-COVID economy. In FY22 there was $44,545 in actual to budget savings for well rehabilitation. The remaining $48,503 for this rates-funded project will reduce the operating reserve (general fund) by 0.6%. The operating reserve balance as of December 31, 2022, of$7.0 million was above District Code target balance by $1.9 million; therefore, sufficient to fund the $48,503 amount greater than FY22-23 budget's expectation. ATTACHMENTS: None Page 4 of 4 Page 48 of 315