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HomeMy WebLinkAboutOrdinance 5149 ORDINANCE NO, 5149 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF SEWER TELEVISING EQUIPMENT FROM CUES, INC. IN THE AMOUNT OF $27,627.78. WHEREAS, the WSIP project included the installation of very large diameter sewer lines which crews need to be able to televise for routine and emergency maintenance; and, WHEREAS, the improved televising equipment needed for the large diameter lines must be compatible with the City's existing Cues, Inc. televising truck. 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 sewer televising equipment from Cues, Inc. in the amount of $27,627.78. , �RK/TR , s,,�� PASSED and APPROVED this 17m day of June, 2008. ;�� 01Y 0 ; FAYETTEVILLE ; APPROVE ATTEST: :vs •9,pKAN`�,P�'Jam';' NGTN O n f ` " un,uuu• By: By: I A W DAN COODY, ay or /80NDR"1 S MITH101t�lddrk/TfdaUddd AMBER WOOD , Deputy City Clerk City of Fayetteville Staff Review Form City Council Agenda Items �� 9 and Contracts, Leases or Agreements 6/17/2006 City Council Meeting Date Agenda Items Only David Jurgens Wastewater System Improv Proj Wate/Wastewater Submitted By Division Department Action Required: Approval of the purchase of Sewer Televising Equipment from Cues, Inc., in the amount of $27,627.78, for televising large diameter sewer lines constructed as part of the WSIP, and approval of a bid waiver. $ 27,627.78 $ 48,836,390 Wastewater System Imp Project Cost of this request Category ! Project Budget Program Category / Project Name spa o 4520-9520 $ 27,301 ,528 F77Waterand Wastewater Account Number Funds Used to Date Program / Project Category Name 02133. OJ-j Z� $ 21 ,534,862 Water/Sewer Project Number Remaining Balance Fund Name Budgeted Item XX Budget Adjustment Attached Previous Ordinance or Resolution # Departm Dire or Date Original Contrail Date: Original Contract Number: City Attorney *at Received in City Clerk's Office O `�ctA 0. . 13..,4 6 - 3068 6 , Finance and Internal Service Director Date Received in Q31'6 Mayor's office Mayor Date Comments: Revised April 16, 2007 s Fa ye evl e City Council Meeting of June 17, 2008 • NKRNSAS CITY COUNCIL AGENDA MEMO To: Fayetteville City Council Thru: Mayor Dan Coody From: David Jurgens, Water and Wastewater Director Fayetteville Sewer Committee o r Date: May 31 , 2008 Subject: Approval of the purchase of Sewer Televising Eq ipment from Cues, Inc., in the amount of $27,627.78,, for televising large diameter sewer lines constructed as part of the WSIP, and approval of a bid waiver RECOMMENDATION Staff recommends approval of the purchase of Sewer Televising Equipment from Cues, Inc., in the amount of$27,627.78, for televising large diameter sewer lines constructed as part of the WSIP, and approval of a bid waiver. BACKGROUND The pipes installed through the WWIP are significantly larger, deeper, and have a greater distance between manholes than any which have existed within the City' s wastewater system. As a result, different equipment is required in order to perforin both routine and emergency operations and maintenance. The City owns a Cues sewer main televising system, including the truck, cameras, control equipment, digital video recording equipment, and software. DISCUSSION Internal sewer main televising is essential for routine and emergency pipeline evaluation. This equipment will allow City crews to inspect lines up to 48" in diameter while they are in use. This equipment must match perfectly with the City's existing Cues televising truck and equipment. No other parts can be used; no other manufacturer produces compatible parts. Thus, a bid waiver is required. BUDGETIMPACT Funds are available within the WSIP project budget. W-S Opns WSIP SwrCamua CCM=o Jun08 ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF SEWER TELEVISING EQUIPMENT FROM CUES, INC. IN THE AMOUNT OF $27,627.78. WHEREAS, the WSIP project included the installation of very large diameter sewer lines which crews need to be able to televise for routine and emergency maintenance; and, WHEREAS, the improved televising equipment needed for the large diameter lines must be compatible with the City's existing Cues, Inc. televising truck. 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 sewer televising equipment from Cues, Inc. in the amount of $27,627.78.. PASSED and APPROVED this 17'hday of June, 2008. APPROVED: ATTEST: By: By: DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer o 0 ¢ N w J O C f C J m ¢ x y a m � a w 52 A w J w (n d J d l w J Om A m o2 w o' � m n 3 0 w � A n < Z w p1 ? T N D N w w SolCD O O m ¢ 3 H nD w O ��. w w o m m fD A m w w w a M a a a W J 0 0 0 (D W ¢ w O O O O O O O O O W (7 w ut O 'O m N T o v O � W d o � m w o N n c W o tO cc c $ N w o Z u m s - u c W 3 0 0 3 n o 0 ' w O C O X C T m Y) O w X w - w_ I N C y n c J m (n w 2 w w Z 0 2 0 ♦n a a � < p u N N N < w C X w w V W 41 (p w O p � fD W W N J ID O N N fO W O w O V L% W D w O V IG N W W 1O # y w O _ 0 < n � w m T X 6 N w Z w_ O 0 # { a W 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: 5-31 -2008 FROM : David Jurgens Dept: Water and Wastewater Names of Requisitioner: Tom Hubbard Dept. Head: David Jurgens SUBJECT: Sole Source Justification Purchase Requisition attached Proposed Vendor : Cues Product Description: Laree diameter pipe line television inspection system. STATEMENT I 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): 1 . The requested product is an integral repair part or accessory compatible with existing equipment. (state the manufacturer and model number of existing equipment): The department currently owns and operates a Cues sewer collection system inspection system, but does not have the needed equipment to inspect large diameter sewer mains. 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: The requested equipment will connect directly into the existing Cues inspection system. B. In addition to the product requested, I have contacted other suppliers and considered their product of similar capabilities. I find their product unacceptable for the following reasons (identify companies and individuals contacted, model number and specific technical deficiency): The original Cues equipmeni was purchased with the intention that one day it would need the option to be expanded. No other vender can connect their equipment the Cues inspection system. 3 . 1 have standardized the requested product/service; the use of another would require considerable time and money to evaluate. Explain: Cues equipment is existing and in use in the department. To change the system would require a new inspection system that would cost in excess of $ 120,000.00. 4. 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: The department has operated the existing Cues inspection system for the past five years. The large diameter inspection system would not require additional training: therefore no additional training expense to operate the new equipment. 5. 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 city currently owns and operates a Cues inspection system the new equipment would plug into the current system for use with no additional training expense The employees that operate the system have the knowledge and maintenance experience to work on the Cues products. Authorization: Name & Titleof Requisitioner: David Jurgens. Water and Wastewater Director (typed or printed in ink) Signature Date: 5-31 -2008 Full Name o idsion Head : David Jurgens Water and Wastewater Director (typed or printed in ink) Signature Date: 5-31 -2008 MAY-27-2888 04: 47 a 14074251569 P. 02/02 27 -May- 08 CUES PAGE i Quote . Acknowledgement Quote # 000360842 Rev # 2 Cues , Inc . Order Date Ship Location 3600 Rio Vista Avenue 01-May-2008 CENTRAL Orlando, FL 32805 ( 407) 849- 0190 Customer PO it QUOTE Bill To customer # Ship To Customer # Phone Number 72701000 72701001 501-575 - 8386 Contact RYAN Bill To Address Ship To Address FAYSTTEVILLE , CITY OF FAYETTEVILLS , CITY OF 113 W . MOUNTAIN 2435 INDUSTRIAL DRIVE ACCOUMTS PAYABLE FAYETTEVILLE, AR 72701 FAYETTEVILLE , AR 72701 Requested By SRAYHLE Salesman : Terms : 01 Ship Via : 00 FOB 02 IN Part # Description Qty Unit Price Ext Price - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 001 WT351 TRANSPORTER ASSY,M/C , SPLINED, PR 1 11793 . 87 11793 . 87 002 WT313 TIRE ASSY, KNOBBY, 18 -48 "PIPE, P-RANGR 4 270 . 88 1083 . 52 003 WT310 LIFT ASSY, CAM, MANUAL, SDWT, M/C , P-RGR 1 1887 . 20 1887 . 20 004 (0910 KIT , TIRS010 - 15 " PIPE , PIPE RANGER 1 1775 . 83 1775 . 83 005 LH323 - 1 LIGHTBEAD, HPL 10 + 8TRI -LIGHT, PR LIFT 1 975 . 05 975 . 05 USE W/OZ II AND PR LIFT 006 LH323 L.IGHTA9AD, HPL10+ , DUAL LIGBT, PR LIFT 1 748 . 58 748 . 58 USE W/OZ II AND PR LIFT 001 MC418 Y ELIMINATOR , FLAT , W/TAP , 5PIN, M/C 1 253 . 54 253 . 54 008 0305490 - 13 CABLE ASBY, M/C COLD 15001 , W/ 12P , MTL 1 6771 . 00 6771 . 00 - FAX 479-684 -4730 Sub Total : 25288 . 59. Tax Total : 2339 . 29 Total : 27627 . 78 TUTHL P. 02 y -y �. 'T�ae'>`.$�c�flldaf`8ie IfltitlS `- i yy 'yi ti saC: :E 5 g4 PipeRanger i 1Aulu and Single Conductor III Wheeled Transporters - ` = The'Pipe .Rarnter is a rugged and versatile low-maintenance transporter that s speaalry desnn p` ;=a: si:' sk, ihud and debris commonly found in storm and sanitary sewers. Three standard wheel anual:or.elechic camera IlRs are available to maximize performance. Optional high'tractioir: r •" -mfoCeictreine sl ppery conditions. is _ t III je' r The unit Is designed to operate with 2000' of single-conductor cable or 1500' of multi-conduGtoF � 8 relined through 60' diameter Its unique two s transnissm' doubles the pipe g pipe. q (2) Peed .'• tJo;produce maximum puffing power in large diameter pipe when the 10.5' diameter tires ane iQ „ i When assembled with a pan-andfilt camera, the reduced length of the transporter l-gamete s negotiate most difficult entry conditions and standard sweeps. The Pipe Ranger combined it optical zoom camera otters you one of the most compact assemblies in the industry. Ophonai ra , wlth ierrrole or manual camera lifts are also available. :. ._y• t r Operates with multi single conductor systems R i •Rj%� l eatnres & Benefitsi I Operateswith CUES mufti or single conductor systems M�= operale:on A tick-mounded and portable systems Y bperstesw th a0 CUES cameras: pan-and-tilt and optical zoom .nv't \SS Desgnedto traverse storm drams and pipe with debris and sift ��" -. Freewheel -.powered reverse, forward variable speed control W a a r� Rugged durable'and seated to eliminate water Intrusion aPesigned to prove clearance in a diameter pipe; can inspect 8' relined pipes bti�ti � Mvheel drivels enclosed and sealed; all brass and stainless steel construction , +(ro-spaedxransmissnon doubles the torque and maximizes traction in larger dmmeter pipe car In� 3dttt Nbf sets(3 Y` b.0 , and 10.5 diameter) for smalt, intermediate, ami large dia eemetMps s 'h }y ' apLonal hlgh Lachon wheels fx �IpP�Y Pn pe. +� fi �• eaf�p uP twIkhead connectormmim¢ in es stra _ on rm the cable coectnon dunngthe ` a� i� Fmsnndietineval , x rdmeramans ser ior9th wnttr opfiml zoom Pan &r lt camera (OZ IQ feat gnlrlrMb� aOq'nverl3 sMBTlmsnlmfes dead endnes and'travorsetcf sNee traTiu� 'poppbanat5[eeiirr�cota traverse mpertdenng Pipe wMh 45 and 90 firer ' tea err ��sARnmrlrRP.R �Pb tlftPOv6Y �malt�am�tC��nl�r'�y"" ` • ",�2s. ;y Fc -� '�3`Y . - i v , �atttr d7£� sand size iR raw It 6tl� Insp3b� � .�Q.[tt �Pe �a� „Pim- � .Fe a� a"`=` .a •+.S�fe. �y Y�x�^a�m`k 4z 4�ia. 'r�.FKc�"'- �''_ T T Lv� F e} %. yM�S� Yx 3� :q t ' il \' 1 to ST m.iiP L6 . 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