Consideration and Approval of Contract:  Contract for the Purchase of Materials/Services with Empire Pump Corp. in an amount not to exceed $650,000, annually, for Utilities Well and Pump Maintenance.
 

1. Approve the Contract for the Purchase of Materials/Services with Empire Pump Corp. in an amount not to exceed $650,000, annually, for Utilities Well and Pump Maintenance; and
2. Authorize the City Manager to execute the necessary documents.

The City of Flagstaff, Water Services Division, operates water treatment and distribution facilities including well fields and booster stations. The purpose of establishing the Contract is to provide maintenance and repair of the pumps, motors, wells and other equipment associated with water production, treatment and distribution. The work covered under the Contract is for the removal and replacement of groundwater submersible pumps, motors, column pipe, and line shaft pumps, water treatment pumps and motors, related electrical work, and any other work related to maintaining, cleaning, repairing and testing wells, pumps and motors on an as-needed basis. 

The budgeted amount for this contract is $650,000, annually, for the term of the Contract. The Invitation for Bids advertised a large list of needs that City staff identified to perform the routine maintenance on City well pumps. Empire Pump Corp. submitted a bid with a total catalog value of $953,450 for all of the items that City staff identified and was deemed the lowest responsible and responsive bidder. During the term of the Contract, City staff will evaluate and order the necessary materials and maintenance services to meet the City's needs within that $650,000, annual budget.

The Water Production Section annually budgets based on the number of wells in service, the age of wells, etc. under accounts 202-08-301-1020-0-4229 (Local Wells) for $252,800, 202-08-301-1021-0-4229 (Lake Mary Wells) for $103,000, 202-08-301-1022-0-4229 (Woody Mountain Wells) for $222,593 to cover the costs associated with maintaining the City of Flagstaff's groundwater wells, booster stations and related infrastructure. This Contract may also be utilized by Water Reclamation Facilities (under accounts 203-08-311-1112-0-4229, 203-08-312-1122-0-4229 and 204-08-321-1203-0-4229) for a total of $171,500 and Water Services Engineering and Project Management.

Similar contracts have been done since 1992. The last contract was approved in March of 2019.

1. Approve the Contract for the Purchase of Materials/Services with Empire Pump Corp. in an amount not to exceed $650,000, annually, for Utilities Well and Pump Maintenance; or
2. Reject all bids for the Utilities Well and Pump Maintenance needs and require each task, job or project to be bid separately. City staff does not recommend this option as it would add significant time maintaining the City's potable water supplies.

The City of Flagstaff, Water Services Division, operates water production, treatment and distribution facilities including well fields, booster stations and treatment plants. In order to service the City of Flagstaff groundwater wells a company needs to have the necessary equipment, licenses, bonds, and professional skills in order to do so as there is the possibility of multiple wells needing maintenance at the same time. Due to potential high water demand in summer months and approximately only two (2) days of peak demand volume in system storage, timing is critical for the maintenance and repair of water production infrastructure. The purpose of establishing the Contract with a qualified contractor is to provide maintenance and repair of the pumps, motors, wells and other equipment associated with water production. The work covered under this contract is for the removal and replacement of groundwater submersible pumps, line shaft pumps, motors, column pipe, water treatment and booster related pumps and motors, related electrical work, and any other work related to maintaining, cleaning, repairing and testing groundwater wells, treatment plants and booster stations on an as-needed basis.

On April 9, 2024, the Purchasing Section posted and Invitation for Bids on the Planet Bids website and advertised the solicitation in the Arizona Daily Sun newspaper. There were five (5) bids that were received for the Utilities Well and Pump Maintenance solicitation with Empire Pump Corp. deemed the lowest responsible and responsive bidder. The initial Contract is for two (2) years with the option to renew for three (3) additional one (1) year periods upon mutual agreement of the City and Empire Pump Corp.

1. Safe & Healthy Community 
2. Sustainable and Innovative Infrastructure:  Deliver outstanding services to residents through a healthy, well-maintained infrastructure system.

Policy WR.2.2:  Maintain and develop facilities to provide reliable, safe, and costeffective water, wastewater, and reclaimed water services.

1. CR-1:  Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
2. WS-1:  Improve water infrastructure and expand water reuse.

None.

1. Objective 5:  Accelerate Infrastructure Maintenance and Replacement
2. Objective 6:  Ensure Adequate Water Resources and Plan for Climate Change
3. Objective 7:  Maintain Excellent Water Quality