HomeMy WebLinkAboutOrdinance 4277 ORDINANCE NO. 4277
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING FOR SEWER CAMERA
SYSTEM REPAIRS; AND AWARDING A CONTRACT TO
ARIES INDUSTRIES, INC., IN THE AMOUNT OF $ 17,055 $9
PLUS A BID CONTINGENCY OF $25000.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS :
Section 1 . The City Council hereby waives the requirements of formal competitive
bidding for sewer camera system repairs. Said formal bidding requirements are neither practical
nor feasible because damage was done to integral parts of a unique electrical system, thereby
making it necessary to allow the manufacturer to make such repairs.
Section 2. A contract for the repair of the sewer camera system is hereby awarded to
Aires Industries, Inc., in the amount of $ 17,055.49, plus a bid contingency of $2,000. A copy of
the bid is attached hereto and made a part hereof.
PASSED AND APPROVED this 7th day of November , 2000.
APPROVED
Gi4 + By
Fred Hanna, Mayor
B
Heather Woodruff, City Cle
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FAYETT&ILLS
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Mayor Fred Hanna and the City Council
Thru: Don Bunn, Assistant Publicks ector
From: David Jurgens, Water/Sewer
Date: October 13, 2000 Tr
Re: Agenda Item- Bid Waiver, Aries Industries, Sewer Camera System Repair
1. Background. The Water and Sewer Department's sewer televising system vehicle was broken into
the weekend of 23 July, 2000. An investigation is underway by the City of Fayetteville police
department, and is being integrated into a potentially related Arkansas State Police investigation. The
thief took internal components of the camera system as well as a television camera and pulling system
Some of these components were integral to a very unique electrical and equipment panel, making
repairs difficult. Thus, it is much better to have the manufacturer make the repair than have someone
else try who is not familiar with the equipment. I delayed this request because it looked like we might
be able to recover some of our equipment. That no longer appears to be quickly possible.
2. General We use the sewer line camera system to determine the condition of the insides of our
sewer lines. Frequently a line will have a problem at one point causing a choke point which in turn
causes the sewer line to back up. By televising, we can identify the exact points which need repair.
Otherwise, we might replace an entire line for thousands of dollars when only a point repair is needed
for under one thousand. We televise virtually every day, and our sewer repair crews' efforts are all
guided by the televising information.
3. Cost. Aries' quote is based on our verbal description and a video tape of the damage. I am
requesting a $2,000 bid contingency in case the actual work takes more time and/or materials than
what they could see in the video.
4. Budgeting. This loss is being covered by the City's insurance, but we must get the system
repaired and then get reimbursed by the insurance company. The insurance company will not deal
directly with the manufacturer. The net cost, after insurance, will be $ 1 ,000 (the deductible).
5. Staff Recommendation. The Staff recommends approving the bid waiver for a purchase order in
the amount of $ 17,055.89, and approve a bid contingency of an additional $2,000.
Enclosures:
Staff Review Forms
Purchase Requisition
Aries Quotation
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STAFF REVIEW FORM •
XXX AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
7
For the City Council meeting ofNovembery 2000
FROM:
David Jurgen Water/Sewer Public Works
Name Division Department
ACTION REQUIRED: City Council approve a bid waiver with Aries Industries for sewer camera
system repair in the amount of $17,055.89, and approve a bid contingency of $2,000.
COST TO CITY: Total cost $19,055.49 less $18,055.49 insurance; net loss $1 ,000 ST
$ 1 ,000.00 $ 1 .910,558 Self Inurance/Services&Charges A70
Cost of this request Category/Project Budget Category/Prcject Name
5400-4000-5311 .01 $ 1 ,653.555 Water/Sewer Admin
Account Number Funds used to date/committed Program Name
NA $ 1r.100-z. Water/Sewer
Project Number Remaining Balance Fund
BUDGET REVIEW: X Budgeted Item . Budget Adjustment Attached
Budget C ordinato Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY:
Account an g DateADA Coordinator Date
/D /0l14 oa'
City Aborney t [neral A icor Date
y � lb-o-lb -oo
Purchasing Officer Date
S =RECOMMENDATION: Approve bid waiver as stated above.
ou Ltoct fl
ivisi n ead .Gu Date Cross Reference:
/d
5i'�sent
D' ctor Date New Item: Yes No
've S&
Director Prev Ord/Res #:
}ror Date Orig Contract Date:_
*TAFF REVIEW FORM . Page 2
Description: Bid Waiver, Sewer Camera System Maintenance, Aries Industries
Meeting Date: November 6, 2000
Comments: Reference Comments:
Budget Coordinator: p
f�-C�W&t " C S S:�
(40 qk C 0 201 oCfMci
A unti 7 " A7
City Attorney:
Purchasing Officer:
ADA Coordinator:
Internal Auditor:
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To : David Jurgens. Water & Sewer Maintenance
From: Heather Woodruff, City Clerk
Date: November 13 , 2000
Attached is a copy of Ordinance No. 4277 waiving the requirements of formal competitive
bidding for sewer camera system repairs and awarding a contract to Aries Industries, Inc. The
original will be microfilmed and filed with the City Clerk. The purchase requisition has been
forwarded to Nancy Smith.
cc: Nancy Smith
Peggy Vice