HomeMy WebLinkAboutOrdinance 5148 ORDINANCE NO, 5148
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF SPARE
PARTS FOR THE WEST SIDE WASTEWATER TREATMENT PLANT' S
ULTRAVIOLET DISINFECTION SYSTEM FROM WEDECO, INC. IN THE
AMOUNT OF $543300.79.
WHEREAS, the ultraviolet bulbs and ballasts used in the West Side Wastewater Treatment
Plant' s ultraviolet disinfection system are a proprietary product of Wedeco, Inc.; and,
WHEREAS, these ultraviolet bulbs and ballasts are crucial to the safe and effective
treatment of the wastewater leaving the West Side Wastewater Treatment Plant.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby finds that such
circumstances constitute an exceptional situation where competitive bidding is not feasible or
practical, waives the requirements of formal competitive bidding and approves the purchase of spare
parts for the West Side Wastewater Treatment Plant's ultraviolet disinfection system from Wedeco,
Inc. in the amount of $54,300.79.
PASSED and APPROVED this 17'x' day of June, 2008 . Y •O, SGp
; FAYE1 EVILLE •
APPROVED: ATTEST: v: y
s •.RKANSP.
GTON
B L By:
D 'CO—ODY, Mayor iS'OPPDRGX J$➢VIYPFY,Ri2�AZlbtlt//Dc�k�vidat/
AMBER WOOD , Deputy City Clerk
City of Fayetteville Staff Review Form 6 �� 7A 'Q
City Council Agenda Items eloO
and 'A/� �/
ia
Contracts, Leases or Agreements v� 1i
6/17/2008
City Council Meeting Date
David Jurgens Wastewater System Improv Proj Wate/Wastewater
Submitted By Division Department
Action Required :
Approval of the purchase of spare parts from Wedeco, Inc. , in the amount of $54,300.79, for the West Side
Wastewater Treatment Plant ultraviolet disinfection system, and approval of a bid waiver.
$ 54,300.79 $ 48,836,390 1 Wastewater System Imp Project
Cost of this request Category / Project Budget Program Category / Project Name
2/d , 60
4520-9520-5s2 $ 27,301 ,528 Water and Wastewater
Account Number Funds Used to Date Program / Project Category Name
02133-G240 atx// 4h 21 ,534,862 Water/Sewer
Project Number Remaining Balance Fund Name
Budgeted Item XX Budget Adjustment Attached
A) Previous Ordinance or Resolution #
Departm Dire or ate
Original Contract Date:
Original Contract Number:
City Attorney aDa
Received in City L
Clerk's Office
Finance and Internal ServiceDirectorDate
Received in EAT AE
th Mayor's Office 3
Mayor Date TTY
Comments:
Revised April 16, 2007
Faye LeMe City Council Meeting of June 17, 2008
CITY COUNCIL AGENDA MEMO
To: Fayetteville City Council
Thru: Mayor Dan Coody n
From : David Jurgens, Water and Wastewater Directorl I
Fayetteville Sewer Committee
Date: May 31 , 2008
Subject: Approval of the purchase of spare parts from Wedeco, Inc., in the amount of $54,300.79,
for the West Side Wastewater Treatment Plant ultraviolet disinfection system, and approval of a bid
waiver
RECOMMENDATION
Staff recommends approval of the purchase of of spare parts from Wedeco, Inc., in the amount of
$54,300.79, for the West Side Wastewater Treatment Plant ultraviolet disinfection system, and
approval of a bid waiver.
BACKGROUND
The West Side W WTP uses the Wedeco ultraviolet light system to disinfect the wastewater
immediately prior to discharge into Goose Creek. These systems are becoming more widespread as
they are safer, more cost effective, and more environmentally friendly than the traditional chlorine
systems. The W WTP construction contract included the basic system, but included neither spare
parts nor spare light bulbs. The bulbs and ballasts, with a shelf life of over five years, wear out with
use and must be replaced immediately either when they go out or when the loose their intensity.
DISCUSSION
Spare bulbs, ballasts, and other critical parts must be on hand at all times in the event a bulb burns
out or looses its intensity. All bulbs are critical in the disinfection process in order to meet the strict
wastewater discharge permit limits under which Fayetteville operates. Funds were identified within
the overall WSIP project budget to establish a basic spare parts inventory. Future purchases will
come from operational expenses.
The Wedeco ultraviolet disinfection system is proprietary; no other manufacturer' s equipment is
compatible. Thus, a bid waiver is required.
BUDGET IMPACT
Funds are available within the WSIP project budget.
WSIP WedcwSp=?arts CCIM=o Jun08
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF SPARE
PARTS FOR THE WEST SIDE WASTEWATER TREATMENT PLANT'S
ULTRAVIOLET DISINFECTION SYSTEM FROM WEDECO, INC. IN THE
AMOUNT OF $549300.79.
WHEREAS, the ultraviolet bulbs and ballasts used in the West Side Wastewater Treatment
Plant's ultraviolet disinfection system are a proprietary product of Wedeco, Inc. ; and,
WHEREAS, these ultraviolet bulbs and ballasts are crucial to the safe and effective
treatment of the wastewater leaving the West Side Wastewater Treatment Plant.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby finds that such
circumstances constitute an exceptional situation where competitive bidding is not feasible or
practical, waives the requirements of formal competitive bidding and approves the purchase of spare
parts for the West Side Wastewater Treatment Plant's ultraviolet disinfection system from Wedeco,
Inc. in the amount of $54,300.79.
PASSED and APPROVED this 17'f' day of June, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
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SOLE SOURCE JUSTIFICATION
PURPOSE :
This form, with one or more categories completed, must accompany purchase requisitions for the
sole source procurement of equipment, services or supplies exceeding $ 1000 (purchased from
State Contract venders excepted). The purpose of sole source justification is to show that
competitive bidding is impractical because only one product or service provider can meet a
specific need. Therefore, an equitable evaluation of comparable products or services must be
made and documented by the requester who shows that rejection of other products or services is
based solely on their failure to meet that need. In cases where no other comparable source can be
identified, a technical description of the product requested and a listing of those companies
which were considered as alternative sources must be provided. Quality can be a subjective
evaluation based upon opinion. Municipal (public) procurement law requires price
considerations be evaluated via competitive quoting or bidding.
While all sole source justifications are subject to review, sole source justified purchases of
$20,000.00 or more must be publicly bid or a bid waiver approved by Council . Justifications
must contain clear, in-depth, and accurate information in order to avoid protests and the
possibility of delaying the procurement.
INSTRUCTIONS :
1 . Please type or print legible in ink.
2. Complete all categories and sections that apply.
3 . Provide full explanation, complete descriptions, and/or list all relevant reasons where space
has been provided. Sole Source Justification forms lacking sufficient detail cannot be
approved.
4. Sign and date the form in the space provided for "signature".
5. Improperly completed, and/or unsigned forms will be returned to the sender.
TO: Purchasing Division Date: 30 Mav 03_
FROM : David Juraens Dept: _Water/Wastewater
Names of Requisitioner and Dept. Head
SUBJECT: Sole Source Justification
Purchase Requisition (attached)
Proposed Vendor Shupe & Associates: Wedeco Inc.
Product Description: Replacement UV Bulbs for the new Wedeco UV System at
the West Side Wastewater Treatment Facility
STATEMENT
am aware that Fayetteville Code of Ordinances, Title III Administration, Chapter 34, Article II
mandates that the procurement of services, materials, equipment and supplies be via competitive
quotes whenever the amount is over $ 1 ,000.00. However, I am requesting sole source
procurement based on the following criteria. (Attach additional sheets as necessary):
I . The requested product is an integral repair part or accessory compatible with existing
equipment. (please state the manufacturer and model number of existing equipment):
The parts being ordered are made only by Wedeco Inc. for the patented Wedeco
ultraviolet disinfection system purchased for the West Side Wastewater Treatment
Facility. Please see the attached letter. No other parts can be used; no other
manufacturer produces compatible parts. Any attempt to use incompatible parts
would possibly harm the equipment, degrade the operational performance, and would
certainly void the warranty on the new equipment.
2. The requested product has special design/performance features which are essential to
my needs.
Both A and B portions of this category must be completed.
A . These features are:
N/A
In addition to the product requested, l have contacted other suppliers and
considered their product of similar capabilities. I find their product
unacceptable for the following reasons (identify companies contacted,
individuals contacted, model number and specific technical deficiency).
_N/A
B . I have standardized the requested product/service; the use of another would
require considerable time and money to evaluate.
Explain: N/A
3 . The requested product is one which I (or my staff) have specialized training and/or
extensive experience. Retraining would incur substantial cost in money and/or time.
Explain : N/A
4. Please consider sole source approval for this reason(s) (e.g. trade-in allowance;
availability of services, parts and maintenance; product is a prototype; inventory of
parts are maintained, etc.):
The parts being ordered are made only by Wedeco Inc for the patented Wedeco UV
System purchased for the West Side Wastewater Treatment Facility. Please see the
attached letter.
Authorization :
Full Name4i le of Requisitioner _David Jur eng s
Signature Date 30 May 08
Full Name ion ead David Jurgens
Signature Date
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(6. 19.08) Clarice Pearman - Ords. 5148 & 5149 Page 1
From: Clarice Pearman
To: Jurgens, David
Date: 6. 19.08 12: 10 PM
Subject: Ords. 5148 & 5149
Attachments: 5149 Cues Inc Bid Wvr.pdf; 5148 Wedeco Inc Bid Wvr.pdf
CC: Audit; Vice, Peggy
David:
Attached are ordinances regarding bid waivers for Cues, Inc. and Wedeco, Inc. passed by City Council. I will forward to
purchasing the original requisitions via interoffice mail. Please let me know if there is anything else needed for these items.
Have a good day.
Thanks.
Clarice