Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER TO THE CONTRACT WITH THE OHIO DRILLING COMPANY FOR 2017 WATER WELL MAINTENANCE AND REPAIRS; AND DECLARING AN EMERGENCY.
Executive Summary: While performing routine preventive maintenance on water well #1, including the removal of the pumping assemble, cleaning of the well, repairs to mechanical equipment, performance testing, and reassembly and installation of components, the contractor identified a need to perform emergency repair work to replace the well casing. This Resolution authorizes an emergency change order.
Body
Legislative History
Resolution No. 16-190 authorizing staff to seek pricing on goods and services.
Purpose & Explanation
Annually as part of the Water Resources preventative maintenance plan one of the five water wells is taken out of service and rehabilitated. Typically this service includes performance testing, removal and inspection of the pumping equipment, mechanical cleaning of the well, replacement of worn parts, and installation of the refurbished pumping assembly. Every year we budget $35,000 to cover the above mentioned maintenance and any unforeseen necessary repairs.
In February 2017 bids were received from two different companies for the Well #1 Rehabilitation work. The Ohio Drilling Company of Massillon, Ohio was the low bidder with a price of $19,500 to perform the routine maintenance.
The Ohio Drilling Company was awarded the contract and started this maintenance in mid-March and upon the inspection of the pumping assembly, they found foreign materials (gravel) lodged inside of the pump. This led to further investigation, since there should not be any gravel within the well column. This investigation revealed the well casing had some perforations due to its age; this well is the oldest well we have at an age of 50 years. Repairing the well casing can be performed via a sleeving process that entails the installation of a stainless steel sleeve inside the existing cavity. This process will save the well and allow it to provide many additional years of service. For comparison purposes the cost to drill a new well column is approximately $100,000 plus pumping equipment, while the cost of the stainless steel sleeving process is quoted at $18,500, and the cost of a new pump to replace the damaged unit is $6,105.
The City Administration is requesting City Council authorize the City Manager to execute a change order to a contract with The Ohio Drilling Company for the emergency casing repair work. The total amended contract amount, including routine maintenance and well repairs, would be $44,105.
Total Contract = $44,105 ($19,500 base + $24,605 emergency casing repairs)
Timing Considerations
Upon authorization to proceed by the City Council, the City Manager will execute a change order to the existing contract with The Ohio Drilling Company.
Fiscal Impact
X Currently Budgeted: $35,000
X Supplemental Appropriation Required: $9,105 with 1st Quarter Appropriations
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to execute a change order to a contract with The Ohio Drilling Company, 2405 Bostic Blvd, SW, Massillon, Ohio, for emergency casing replacement in the amount of $24,605. Staff requests an emergency clause be added to this legislation in order to expedite repairs and to maintain the public health and welfare.
Submitted by,
Jane Howington, City Manager
Frank J. Comeriato, Jr., Asst. City Manager-Operations
Kevin Powell, Assistant Director of Public Works - Utilities