HomeMy WebLinkAbout2013-08-13 - Agendas WATER/SEWER/SOLID WASTE COMMITTEE AGENDA
TaVewle—dile MEETING DATE OF AUGUST 13, 2013
THE CITY OF FAYETTEVILLE,ARKANSAS
ARKANSAS
Committee: Chairman Mark Kinion; Aldermen Sarah Marsh, Martin Schoppmeyer, Alan Long
Copy to: Mayor Lioneld Jordan; Sondra Smith, Don Marr, Paul Becker, Lindsley Smith,Jeremy Pate, Chris
Brown, Lynn Hyke, Shannon Jones, Pe ell, Tim Nyander, CH2M Hill
From: David Jurgens, P. E., Utilities Director
A Fayetteville Water,Sewer and Solid Waste Commi t e muting will be held on August 13,2013,5:30 PM,
following the City Council Agenda Session, in room 326 ",ayetteville City Hall. Proposed topics include:
Agenda Items Requiring Committee Approval
1. White River Water Ouality Standards petition Contract Amendment 1 with Mitchell, Williams, Selig, Gates &
Woodyard,PLLC (Mitchell Williams), increasing the compensation by up to $15,000, is attached. The Noland
WWTF National Pollutant Discharge Elimination System (NPDES) permit contains limits on total dissolved solids
(TDS), and minerals, specifically chloride (Cf), and sulfate (SO4-). In that permit, we are required to complete a
Petition to the APCEC to change the local stream standards. If we do not,or if the APCEC does not approve our
request, we will be required to complete a very expensive modification to our wastewater treatment plant in order to
comply with the very strict limits of Cl--20 mg/1; SO4-20 mg/l; and TDS -160mg/I. The estimated capital cost for
this modification is approximately$45 million. The City's team consisted of CH2M Hill with FTN as a
subcontractor, the USGS, and Mitchell, Williams law firm. The City began the process to submit the Petition by
performing a Use Attainability Analysis (UAA), a physical study of the river. The in-stream work and preliminary
draft of the report were completed in 2012. ADEQ and the City's team have been working through the report in an
effort to address all anticipated questions. In 2013,the Arkansas Assembly passed Act 954, which directly impacts
minerals water quality standards. After discussions with our team and ADEQ staff, all parties agreed that our UAA
needed to be reevaluated and expanded to ensure compliance with Act 954. This requires a great deal of evaluation
and coordination with ADEQ staff to determine exactly how to meet both the letter and intent of the new law.
This contract amendment adds those actions required to comply with Act 954,and any additional actions required to
prepare and present the third party petition to the APCEC, provide advice and guidance on what actions the City and
its consultants need to take to successfully receive APCEC approval, assist in obtaining relevant USEPA approvals,
and represent the City's interests in any related appeals. The original contract and this amendment are for actual
costs incurred, changed from a not-to-exceed amount of$48,000 to a not-to-exceed amount of$63,000. Staff
requests this item be forwarded to the full City Council.
2. Irrigation Reel Purchase for the biosolids management site, Bid 13-44 with Fiser Kubota to purchase four
irrigation reels for$165,173.75 (including tax), is attached. The Biosolids Management Site has 12 irrigation reels
purchased from 1985 to 1987; four have already been replaced. Repairs have become more extensive and costly as
the life expectancy is 20 years. The reels are used to apply treated wastewater effluent to the land application site, as
approved by ADEQ permits. The effluent irrigation helps minimize discharge to the White River during the summer
months, reducing the loadings of ammonia and phosphorus to the stream. It also helps to stimulate growth of the
bermuda grass, enhancing phosphorus uptake from the soil and increasing the volume of hay we have available for
sale. The City received five bids on July 30, 2013. Staff requests this item be forwarded to the full City Council.
Bidder Bid
Amadas Industries $ 181,287.80
Ewing Irrigation $ 151,049.06
Fiser Kubota $ 150,500.00
Irrigation-Mart, Inc. $ 155,214.00
Keeling Company $ 172,276.00
Water,Sewer and SolidWaste Committee Agenda Page 1 of 66 W-S-SW CommitteeAgenda 13Aug13
WATER/SEWER/SOLID WASTE COMMITTEE AGENDA
MEETING DATE OF AUGUST 13, 2013
3. Return Activated Sludge Pump Purchase for the Noland Wastewater Treatment Facility, Bid 13-41 with Jack
Tyler Engineering of Arkansas to purchase four Return Activated Sludge(RAS) pumps for the Noland Wastewater
Treatment Plant for$58,760.15 including tax. The Noland Wastewater Treatment Plant uses a biological process to
treat wastewater. A key part of this process is maintaining healthy bacteria age and quantity. The facility's RAS
pumps play an integral role in maintaining this balance. Currently, there are 5 RAS pumps that have been in use for
approximately 15 years and have exceeded their life expectancy; these pumps have been repaired and rebuilt on
multiple occasions. The largest pump is used less frequently and operates sufficiently, but the remaining four pumps
require significant use and have become unreliable and too costly to repair. This bid includes two small and two
medium pumps. In our operations, we optimize which pumps and pump combinations we use to minimize electric
use. The City received three bids on July 12, 2013.J. Richard Wolf Company was the lowest bidder, but their
pumps do not meet specifications for size and impellor type, and their bid cannot be accepted. Jack Tyler
Engineering of Arkansas submitted the lowest bid that meets specifications. Tax is included, but we are awaiting a
ruling from the Arkansas Department of Finance and Administration as we believe this is tax exempt wastewater
treatment process material under state codes. Staff requests this item be forwarded to the full City Council.
Bidder Bid
Evans Enterprises, Inc. $ 54,805.00
Jack Tyler En ineerin of Arkansas $ 53,540.00
J. Richard Wolf Company (REJECTED) $45,720.00
4. MarshallGIS Software purchase of five software seats of GeoKNX Mobile Implementation software from
MarshalIGIS for$26,975.00 to allow field interface between Hansen and ArcGIS software in the field by
Water/Sewer field crews. Water and sewer field work is all recorded through work orders in the City's Hansen
software. Virtually all of the work is performed on an asset, which has a physical location that is recorded in the
City's ArcGIS mapping system. These two software systems do not interface. Additionally, using our current
arrangement, all Hansen work orders must be written on paper by the field crews, which are then turned in to
administrative staff who enter the information into the Hansen system in the office. For years, Water/Sewer and GIS
staff have been gradually entering our water and sewer system attributes into our GIS system, providing very
accurate field location data. This has recently been installed on smart phones, so field crews can find these assets
using hand held devices. The GeoKNX Mobile Implementation software from MarshallGIS provides the capability
to both enter work order data from the field, in real time,and also links the work order with the asset on which the
crew is working. It also allows field crews to take photos, linked to GPS coordinates, at the job site,without these
entries having to be translated and separately named and saved back in the office. This will make our field operations
more thorough, more accurate,and more efficient. Office staff will still be required to perform quality control
checks on the field data, but this should improve with training. We plan to start implementation of this system
slowly, to identify the methods and techniques to make it work best for our field crews. By starting with five seats
(three for field service representatives, and two for field crews), we can slowly and deliberately adjust our work
procedures. We arc requesting the bid waiver because this software from MarshallGIS is the only software we have
found, through extensive research, that has proven itself to successfully and reliably integrate Hansen and ArcGIS
software in a mobile environment. MarshallGIS has worked with us in the past when integrating Hansen and
ArcGIS operations. We currently use MarshallGIS software to synchronize addresses between the two systems, and
it has performed excellently. This purchase includes the software seats,the first year's maintenance fee, installation,
and training. Funds are available within the budget for project 13019, Water/Sewer Equipment Expansions. Staff
requests this item be forwarded to the full City Council.
5. Easement Settlement with for Bill R. and Doris A. Kisor concerning condemnation litigation filed as part of
the Highway 265 (Crossover Road) water and sewer relocation project for$13,950.00. This amount is $10,650.00
above the $3,300.00 previously placed on deposit with the court, and is $7,375 above the City's highest previous
offer. The Arkansas Highway and Transportation Department (AHTD) is widening Highway 265 (Crossover Road)
from Joyce Boulevard north to the City Limits, so utility lines have been relocated outside of the expanded right-of-
way. These utility easements are adjacent to the new highway right-of-way and/or existing utility easements. On
July 3, 2012 the City Council approved condemnation proceedings against several properties, including the Kisors.
Water,Sewer and SolidWaste Committee Agenla Page 2 of 66 W-S-SW CommittuAgenda Mug13
WATER/SEWER/SOLID WASTE COMMITTEE AGENDA
MEETING DATE OF AUGUST 13, 2013
Negotiations with property owners continued; of the original seven that were submitted for condemnation, all have
been settled out of court; the Kisors was the last open case. After continued negotiations and through meetings with
Mr. Kiser and their attorney, staff and the Kisors have reached the attached settlement agreement. It is$25,050
below the Kisors' appraisal for the easement; the amount was calculated as shown below. The settlement amount is
based on the AHTD settlement amount plus the $1,500 appraisal cost that the Kiser's incurred.
• Proportionately reduced to reflect the smaller area our easement occupied, and
• Modified because we were only acquiring an easement, whereas the AHTD was purchasing the land in full.
The City generally pays 25%of full fee simple for easements,as we only obtain limited rights to the land,
and the property owner retains ownership. We also generally pay 10%of full fee simple price for temporary
construction easement, which ends when the project is completed.
Both sides feel this negotiated settlement is fair and reasonable. The additional $10,650.00 is available within the
approved project budget. Water and sewer construction is completed. Staff requests this item be forwarded to the
full City Council.
Valuation Source Price
Kisors' Appraisal $ 39,000
City's Appraisal
AHTD Settlement adjusted as shown above)_ $ 12,450
6. Water Damase Claim Settlement for water damage with John Bess, 830 East Trust Street, for$11,000 is
attached. At approximately 3:00 a.m. on Sunday, October 21, 2012, the City's 8" iron water main on Vinson Avenue
ruptured, causing significant volume of water to flow downhill around the residences on Trust Street. Because it
occurred in the middle of the night, it took several hours for crews to find the leak and tum off the mains to stop the
flow. We were notified about the leak because the Mt. Sequoyah water tank level was dropping faster than normal at
that time of day. While we had multiple crews searching; it was three hours after we started searching for the leak
that we first received a call from the location that was actually leaking. Ordinance 5504 identifies the water and
wastewater claims process. Fully complying with that process, Mr. Bess obtained quotes and submitted his claim to
the City. The water flow caused issues with a total of four residences downhill from the leak. All other issues have
been resolved by staff. Mr. Bess' original claim was for$18,506, and this damage was not covered by his insurance.
Through work performed by City crews and evaluation of the damage, Mayor Jordan and City staff have worked
with Mr. Bess to develop the settlement of$11,000 for full resolution and closure of this claim. Per the attached
acceptance document, Mr. Bess agrees to this settlement, provided it is approved by the City Council. This single
claim is higher than our normal annual funding provided for these type events. Staff requests this item be
forwarded to the full City Council. .
Azenda Items for Committee Information
7. Ca ital Project U date
Number Project Description Contractor Cost % Complete
1 Razorback Rd W/S Relocations Bids Open August 22 0%
2 Noland RAS Pump Jack Tyler $ 58,760 0%
3 Irrigation Reel Purchase Fiser Kubota $ 150,500 0%
4 Hwy 265/Cliffs Sewer Repair FEMA Genl Const Solutions $ 108,982 0%
5 Water Line Relocation West Fork Bride Goodwin & Goodwin $ 1,262,647 0%
6 Bores for White River Water Lines FEMA H & H Boring $ 217,000 0%
7 SE Fayetteville/Elkins Outfall CIPP Suncoast Infrastruct $ 162,495 0%
8 Swr Rehab-Cured in Place Pipe City Wide Insituform $ 330,000 0%
9 Noland Generator Upgrade Clifford Power $ 36,705 0%
10 Hamestring Channel Monster Repair In-House $ 21,658 100.0%
11 South Mountain Pump Station Rehab Design/Const In-House $ 200,000 65%
12 Water Transmission Line Easements McClelland En rs Prelim Surveying Com leted
13 Relocation & 36"Wtr Line, Hwy 265 Gamey Const $ 5,062,135 100.0%
14 Hwy 16 Water/Sewer Relocations Edwards Const $ 1,636,038 100.0%
15 Garland Ave Water/Sewer Relocations Goodwin & Goodwin $ 1,575,497 100.0%
16 Hwy 265 North Water/Sewer Relocations Seven Valles Const $ 1,419,659 100.0%
Project is substantially complete, meaning the work can be used to execute its mission.
Water,Sewer and Solidase Committee Agenda Flage 3 of 66 W-S-SW CommitteeAgenda 13Aug13
WATER/SEWER/SOLID WASTE COMMITTEE AGENDA
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8. Illinois River Phosphorus
a. Arkansas Oklahoma Second Statement of Joint Principles and Actions funding is being gathered, and
details are still being worked at State level for execution of the stressor-response study. The two states have selected
their representatives and are working to schedule the first coordination meetings.
b. Illinois River Phosphorus EPA TMDL process is on hold. EPA has told its Total Maximum Daily
Load(TMDL) study consultants to cease work pending funding issues. EPA has informed ADEQ of its intent to
honor the Second Statement of Joint Principles in its TMDL process. NO CHANGE.
9. White River Use Attainability Analysis report has been updated and a technical memorandum submitted to
ADEQ addressing ADEQ's new comments that were generated due to Act 954,which directly impacts minerals
water quality issues. The Act did not change new law. We are currently awaiting response to the technical
memorandum. Based on our evaluation, no modifications to the UAA or proposed site-specific minerals water
quality criteria are necessary to be compliant with Act 954.
10. Higbwav 16 White River Bridge Water and Sewer Relocation Easement Condemnations are in process.
Easements have been acquired from 18 of 20 owners. Negotiations are still underway and we believe we will reach
agreement with the remainintwo owners.
Perm Temp perm Temp
Property Owner Easmnt Easmnt Easement Const Damages Total
ft' k' Easement
TrasE� Acquired 25794'_13 1i-345 $ 255 $-0 $-600
Tract 18 (Clay) 2,161 2,966 �$ 290 $ 160 $ 0 $ 450
7,7661 5;769 $ 6;259 $—T,�
11. Water/Sewer Ordinance Updates are being developed by staff. The modifications will be chapter-wide,
including numerous housekeeping updates, and bringing the ordinance into compliance with updated state and
Federal codes. Our NPDES permit requires the City update and submit its sewer use ordinance to ADEQ by
February 28, 2014. The new ordinance will include a new section on fats, oils and grease (FOG).
12. Rate Study Status and Plan. Rate studies are budgeted for water, sewer, and solid waste, but should not be
initiated until decisions are known regarding potential major changes that have significant impact on both capital and
operational expenses. Any rate study performed without these decisions having been made will become invalid
when the decisions are made. Our rate studies are truly cost of service studies, and the rates are based specifically on
the cost of providing different types of services to different customer classes(industrial, residential, commercial,
etc.). As a result, any major program changes have significant impacts on the cost of providing specific services.
A. Water and sewer rate studies are on hold pending resolution of the third party rule making process for the
White River stream standards. If the stream standards change request is not successful,this could have a major
impact on our required capital and operational expenses starting within the next year. The rulemaking process
should be completed within the next six to nine months.
B. Solid waste and recycling rate study should not be initiated until any potential major changes in our
residential recycling program are decided upon. These decisions—specifically staying with curbside sorting or
changing to a single stream program—have enormous impacts on both capital and operational expenses that will
significantly impact the rate study results.
13. Woolsey Wet Prairie Expansion steps are underway,with continued discussions with the Corps of Engineers
underway between Bruce Shackelford, City staff, and Corps staff. Additionally, a selection committee is being
assembled to select the consultant to develop preliminary plans for the potential future wetlands expansion and 2014
maintenance to the existing wetlands.
14. Water/Sewer/Solid Waste Committee meets next on Tuesday, September 10, 2013, 5:30 p.m., room 326.
Attachments: I Mitchell Williams Law Firm Contract Amendment 1 Pages 6-7
2 Irrigation Reel Purchase Pages 8-20
Water,Sewer and SolidWaste Committee Agenda Page 4 of 66 W-S-SW CommitteeAgenda 13Aug13
WATER/SEWER/SOLID WASTE COMMITTEE AGENDA
MEETING DATE OF AUGUST 13, 2013
3 Return Activated Sludge Pump Purchase Pages 21-37
4 MarshallGIS Software Purchase Pages 38-47
5 Kisor Easement Settlement Pages 48-53
6 Bess Claim Settlement Pages 54-66
Water,Sewer and SolidWaste Committee Agenda Page 0 Or W-S-S W CommitteeAgenda Mug13
. CITY COUNCIL AGENDA MEMO 2
MEETING8DgS� s
dySPN ;
Amendment No.1a
THECITYOFFAYETMVILLE,ARIB W1 4fif4
gRKA NSAS
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
From: David Jurgens, Utilities Director
Fayetteville Water and Sewer Comm e
Date: July 26,2013
Subject: Contract Amendment with Environmental Attorney Contract, Mitchell, Williams, Selig,Gates&
Woodyard, PLLC, for an additional $15,000, for White River Water Quality Standards Petition
RECOMMENDATION
City Administration recommends approving Contract Amendment 1 with Mitchell, Williams, Selig,Gates&
Woodyard, PLLC (Mitchell Williams), increasing the compensation by up to $15,000, for legal actions relating to the
White River Water Quality Standards Petition to the APCEC.
BACKGROUND
The Noland WWTF National Pollutant Discharge Elimination System(NPDES)permit contains limits on total
dissolved solids(TDS), and minerals, specifically chloride(CI"), and sulfate(SO4). In that permit,we are required to
complete a Petition to the APCEC to change the local stream standards. If we do not, or if the APCEC does not
approve our request, we will be required to complete a very expensive modification to our wastewater treatment plant
in order to comply with the very strict limits of Cl"-20 mg/I; SW-20 mg/l;and TDS-160mg/I. The estimated capital
cost for this modification is approximately$45 million. The City's team consisted of CH2M Hill with FTN as a
subcontractor,the USGS, and Mitchell, Williams law firm.
The City began the process to submit the Petition by performing a Use Attainability Analysis(UAA),a physical study
of the river. The in-stream work and preliminary draft of the report were completed in 2012. ADEQ and the City's
team have been working through the report in an effort to address all anticipated questions. In 2013, the Arkansas
Assembly passed Act 954,which directly impacts minerals water quality standards. After discussions with our team
and ADEQ staff,all parties agreed that our UAA needed to be reevaluated and expanded to ensure compliance with
Act 954.This requires a great deal of evaluation and coordination with ADEQ staff to determine exactly how to meet
both the letter and intent of the new law.
DISCUSSION
This contract amendment adds those actions required to comply with Act 954,and any additional actions required to
prepare and present the third party petition to the APCEC, provide advice and guidance on what actions the City and
its consultants need to take to successfully receive APCEC approval, assist in obtaining relevant USEPA approvals,
and represent the City's interests in any related appeals. The original contract and this amendment are for actual costs
incurred, changed from a not-to-exceed amount of$48,000 to a not-to-exceed amount of$63,000.
BUDGETIMPACT
Funds are available within the project budget.
Mitchell Williams COl CCM..J.113
Water,Sewer and Solid Waste Committee Agenda Page 6 of 66
A.2
Mitchell,Williams,Selig,Gales
&Woodyard,PLLC Amendment No.1
AMENDMENT TO AGREEMENT FOR ENVIRONMENTAL LEGAL SERVICE'R 4 uta
CONTRACT AMENDMENT NO. 1
This Contract Amendment No. 1 dated , 2013 shall amend the original contract
between the City of Fayetteville, Arkansas, and Mitchell, Williams, Selig, Gates & Woodyard, PLLC.,
dated April 5,2011,referred to in the following paragraphs as the original contract.
This Contract Amendment No. 1:
1. Services to be Performed: Adds: Continued actions as required in the preparation and presentation
of a third party petition to be presented to the Arkansas Pollution Control and Ecology Commission
(APCEC) to modify site specific water quality criteria, to provide advice and guidance on what actions the
City and its consultants need to take to successfully accomplish the task of receiving APCEC approval to
the petition, and to assist in obtaining relevant approvals from USEPA. This includes all work required to
make the City's Use Attainability Analysis and APCEC petition compliant with Act 954 of 2013.
8. Compensation: Replaces not exceed compensation amount of $48,000 with not to exceed
compensation amount of$63,000.
WITNESS OUR HANDS THIS DAY OF 2013.
MITCHELL, WILLIAMS, SELIG, CITY OF FAYETTEVILLE,
GATES &WOODYARD,PLLC FAYETTEVILLE, ARKANSAS
/
' vl 6 i2
BY Marcella J. Tay or,Member LIONELD JORDAN,Mayor
Attest: Attest:
Cliarlotte Edwards Sondra Smith, City Clerk
Mitchell, Williams, Selig, Gates&Woodyard,PLLC City of Fayetteville
425 West Capitol Avenue,Suite 1800 113 West Mountain Street
Little Rock,AR 72201 Fayetteville,AR 72701
Mitchell Wiltiams ContractAmend I Ju113(4)Aoc
Water,Sewer and Solid Waste Committee Agenda Page 7 of 66
• CITY COUNCIL AGENDA MEMO..4
a e evl le MEETING DATE OF l?iQJtI@J39Pa;'e lVof 14
Pa NSA 14
THE CITY Of FAYETTEVILLE,ARKANSAS
A A RANSAS
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
From: David Jurgen,Utilities Director
Fayetteville Water and Sewer Co ee
Date: 31 July, 2013
Subject: Approval of Bid 13-44 for the purchase of four(4) Irrigation Reels for the Biosolids Management Site.
RECOMMENDATION
City Administration recommends approval of Bid 13-44 with Fiser Kubota to purchase four(4) Irrigation Reels
for the Biosolids Management Site for$150,500.00 plus $14,673.75 tax,totaling$165,173.75. Funds are
available in the Wastewater Treatment Plant CIP—Irrigation Reels.
BACKGROUND
The Biosolids Management Site has twelve irrigation reels that were purchased from 1985 to 1987. Repairs on
these reels have become more extensive and costly as the life expectancy of these reels is approximately 20
years. The irrigation reels are used to apply treated wastewater to the land application site, as described in the
State approved Waste Management Plan and the State Land Application Permit.The effluent irrigation helps to
minimize discharge to the White River during the summer months, therefore reducing the nutrient loadings of
ammonia and phosphorus to the receiving stream. It also helps to stimulate growth of the bermuda grass,
therefore enhancing phosphorus uptake from the soil.
DISCUSSION
The City received five bids on July 30,2013. Fiser Kubota submitted the lowest bid that meets specifications.
Bidder Bid
Amadas Industries $181,287.80
Ewing Irrigation $151,049.06
Fiser Kubota $150,500.00
Irrigation-Mart, Inc. $155,214.00
Keeling Company $172,276.00
BUDGETIMPACT
Funds are available in the Wastewater Treatment Plant CIP—Irrigation Reels.
Imig Reels CC Memo 073113
Water,Sewer and Solid Waste Committee Agenda Page 8 of 66
A.4
Bid#13-44 Fiser Kubota
Page 3 of 14
RESOLUTION NO.
A RESOLUTION AWARDING BID #13-44 AND AUTHORIZING A
CONTRACT WITH FISER KUBOTA IN THE TOTAL AMOUNT OF
$165,173.75 FOR THE PURCHASE OF FOUR (4) IRRIGATION REELS FOR
THE CITY BIOSOLIDS MANAGEMENT SITE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#13-44 and authorizes a contract with Fiser Kubota in the total amount of$165,173.75 for the
purchase of four(4) irrigation reels for the City biosolids management site.
PASSED and APPROVED this 20th day of August,2013.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN,Mayor SONDRA E. SMITH,City Clerk/Treasurer
Water,Sewer and Solid Waste Committee Agenda Page 9 of 66
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A.4
• Bid#13-44 Fiser Kubota
Page 6 of 14
® City of Fayetteville, Arkansas
Purchasing Division —Room 306
113 W. Mountain
Fayetteville, AR 72701
hie Phone: 479.575.8220
ARKANSAS TDD(Telecommunication Device for the Deaf); 479.521.1316
INVITATION TO BID: Bid 13-42, Irrigation Reels
DEADLINE: Friday, July 12, 2013 before 2:00 PM, Local Time
DELIVERY LOCATION: Room 306 — 113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPD, CPPB, aforen(ciici.fayetteville.ar.us
DATE OF ISSUE AND ADVERTISEMENT: Monday, July 01, 2013
INVITATION TO BID
Bid 13-42, Irrioation Reels
No late bids shall be accepted. Bids shall be submitted in sealed envelopes labeled with the name
and address of the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each bidder is required to fill in every blank and shall supply all
information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm: (/II
/I-aw,.�%),,,L%),,,Li)A A
Irnc�vr-d'�s,p. �l �
Contact Person: ,' ,J j t1r� _ Title.
E-Mail:--)2"] n1G�T� t9) u� , Phone: y79 y✓o� 37Y.3�-
1
Business Address: I`7G,L GJC.rPi
�
City: s -. U1 ic: State: _ Zip: -72 LV.
Signature: L Date
City of Fayetteville,AR
Bid 1342,Irrigation Reels
Page 1 of 12
Water,Sewer and Solid Waste Committee Agenda Page 12 of 66
A.4
Bid#13-44 Fiser Kubota
Page 7 of 14
City of Fayetteville
Bid 13-42, Irrigation Reels
Bid Form
DATE REQUIRED AS A COMPLETE UNIT: Delivery zi3all bo m;tdP �t1 r-z11c�t1zl%17 1%I :, 'r;irr_?___clade
of received Purchase Order.
F.O.B. City of Fayetteville Biosolids Management Site, 16464 Wyman Road, Fayetteville, AR 72701
ITEM: DESCRIPTION: QUANTITY: 4PRICE EACH: ''TOTAL_PRICE
1. Irrigation Reels
Please Specify for Unit(s)Bid: /�
'MANUFACTURER: s co - ezA:✓ "MODEL:
•fk:`y 1/i,�:� Gi<:S u,.,..-:' ! v %ha V(.. rr>i.. :� ✓i<5� :r-/
r��v'�•'�i-,t- .
Ze�_ 3,vL•: /r% –i:� W!• J �+�d (J"Ji l C.,.vr,._:.. _,��1, '•� I j)'Y£..✓c.. A
f ( - W.rG �✓.tJ�a �v:,.,l • .���(•t,rrhn.y(: 'TOTAL BASE BID:
Vr AL Bids shall be evaluate.:o.-,the Lowest total baam Wu
Bids shall be submitted on this bid form in its entirety AND accom anled by descriptive
literature on the products being bid.
l9l• [ J/�� / // // /
NAME OF BIDDER: • SC> l��t,G;ic. 7/t - �j u SSc(l✓1 (C
THIS BID FORM CONTINUES ON THE NEXT PAGE.
L
�` 1+. �,7 mil. Ci , L.��� ( I}�(AM•.�,L, \/t i.� J /) 6i G—j
41
City of Fayetteville,AR
Bid 13-42, Irrigation Reels
Page 2 of 12
Water,Sewer and Solid Waste Committee Agenda Page 13 of 66
A.4
Bid#13-44 Fiser Kubota
Page 8 of 14
EXECUTION OF BID-
Bidders are requested to Indicate by check mark or "Yee/No" on each line of the Technical Specifications the
compliance of the Item bid.Actual specification of any deficient Item shall be noted on the bid sheet or separate
attachment. If specifications of Item bid differ from provided literature, deviation must be documented and
certified by the manufacturer as a regular production option.
Upon signing this Bid,the bidder certifies that:
1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms,
standard conditions,and any pertinent information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as
specified by The City of Fayetteville.
3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support
as specified herein.
4. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein is accurate and true.
5. Bidder shall comply with all State and Federal Equal Opportunity and Non-Discrimination requirements and
conditions of employment In addition to all federal,state,and local laws.
6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Response tshall disclose if a known relationship exists
between any principal or employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official. If no relationship exists,this should also be stated in your response. Failure to disclose such
a relationship may result in cancellation of a purchase and/or contract as a result of your response.
tom/ 1.)NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS(Please explain):
Unsigned bids shall be rejected.Items marked"are mandatory for consideration.
"NAME OF FIRM: Ume S(GKY r iTr/r J�IY),i} —u /' 661 K wbdt� " l�wsbG/�✓,�l{d
Purchase Order/Paiyments s�hra)ll be issued to this name
"BUSIN S ADDREI 5:
"CITY: v riC✓8 U' E _ 'STATE: *ZIP: 7Z$02.
"PHONE: 479 . 91.V -37gS FAX: `/74 9 (oN - a9W
"E-MAIL: _4���LrJG S�tAA�C1l'3 , COh-�
"BY: (PRINTED NAME) r, G/Jc
*AUTHORIZED GNI]rITURE:
"TITLE: vU l`
Acknowledge Addendums:
Addendum No._Dated: Acknowledged by:
Addendum No._Dated: Acknowledged by:
Addendum No.A Dated: Acknowledged by:
City of Fayetteville,AR
Bid 13-42, Irrigation Reels
Page 3 of 12
Water,Sewer and Solid Waste Committee Agenda Page 14 of 66
A.4
Bid 413-44 Fiser Kubota
Page 9 of 14
City of Fayetteville
Bid 13-42, Irrigation Reels
Detailed Specifications: Hard Hose Traveler Axial Turbine Irrigation System,Gun and Gun Cart
BIDDING REQUIREMENTS:
o When given a specification option with a blank (example a. bidder shall write a "check
mark" or write "yes" Indicating yes If the accompanied specification Is met. In the event a
specification cannot be met, bidder shall Indicate so by writing In "no"and writing on the City's bid
forms how the specification is not met or how the unit(s) bid differ from what has been specified.
o Bidders shall NOT supply warranty Papers for the CItV to Interpret whether a warranty specification
Is met or not
1.0 GENERAL-
1.1 This specification concerns the purchase of four(4) hard hose traveler axial turbine
irrigation systems with guns and gun carts per the following specifications.
1.2 All unit(s) bid shall meet or exceed the minimum requirements or they will be deemed
incomplete and will not be considered for bid award.
1.3 All specifications written are to minimums, unless otherwise noted.
1.4 Wherever used in this bid, the following terms shall be understood to have the following
definitions: "Supplier" and "Bidder' shall mean the individual, partnership, or corporation,
whose bid to supply the items and work specified herein has been accepted by the City of
Fayetteville. "Supplier" shall also encompass any employee, partner, consultant, or
subcontractor, to the winning bidder. Work" shall mean the furnishing of all necessary
equipment, labor, ancillary items, and services required herein.
1.5 Equipment supplied under this specification shall remain the property of the Bidder until
delivery to and accepted by the City of Fayetteville.
1.6 Deliveries for the equipment will only be accepted during normal business hours between
7:30 AM and 4:00 PM, local time.
1.7 Specifications shall be complete and submitted with bid.
2.0 MANUFACTURER/MODEL-
2.1 Unit(s) bid shall be new and of the latest standard production model as offered for
commercial trade.
2.2 Unit(s) bid price shall be valid for the most current model year being sold.
3.0 TECHNICAL SPECIFICATIONS -
3.1 Bidder shall provide and deliver four (4) OCMIS VR5 (or approved equal) hard hose
traveler axial turbine irrigation systems, guns and gun carts per the specifications listed.
City of Fayetteville,AR
Bid 13-42, Irrigation Reels
Page 10 of 12
Water,Sewer and Solid Waste Committee Agenda Page 15 of 66
A.4
Bid#13-44 Fiser Kubota
Page 10 of 14
3.2 Hard
Hose Traveler Axial Turbine Irrigation Systems:
a. ✓ Tandem Axles(400160 x 15.5" 10 Ply Tires)
bHeavy Duty Tubular Chassis Construction
C*
7 Center Axle Design for water weight load and mobility
d.-7 270 Degree Turntable
e.—ZTwo Hydraulic Stabilizers
f. r�Adjustable Hydraulic Tongue-Hook— Up
g. Hydraulic Gun Cart Lift
h.�Safety Shields and Guards (OSHA Standards)
€.7 Solid Wall Drum Construction
j. f P.T.O Auxiliary Drive with PTO Shaft
k.VTurbine Drive—varlable speed, axial flow, low flow, designed impellers, minimum
pressure loss with drain plug
I. /Pressure Gauges
m. t Hose 4.10" ID x 1250 ft. long, high density heavy duty polyethylene,
n. s/ Mechanical Hose Guide
0.7 Automatic Hose Retrieve Stop
p. r/ Reel Speed Compensator for level application rates
q./Quick Couple Hose Disconnect
r.�/ Supply Hose Collapsible—4.5" ID 30 ft. long with fittings both ends
s.��/` Paint and Primer high solid acrylic enamel
t._4" Ring Band Lock, Galvanized
3.3 Gun and Gun Cart:
a, /Full or Part Circle, Slow Return Gun
bFive wheel gun cart
c.7 Nozzle: Taper Bore
d. v1 Galvanized square tubing frame
e._4 Wheels—Shall be front adjustable for tracking and rear adjustable in and out
f. Drain Plug
4.0 WARRANTY
4.1 Warranty shall include the following, at minimum. Bidder shall serve as the warranty
administrator.
a. v/Warranty date shall start upon the delivery by the manufacturer and completion of
the manufactures representative inspection and acceptance of the equipment by
/the City of Fayetteville.
b.
/the
items bid shall to have a one (1) year manufactory's warranty which shall
include and cover all parts used in the manufacturing of the irrigation system, gun
and gun cart.
City of Fayetteville,AR
Bid 13-42, Irrigation Reels
Page 11 of 12
Water,Sewer and Solid Waste Committee Agenda Page 16 of 66
A.4
Bid#13-44 Fiser Kubota
Page 11 of 14
c. y Hard hoses shall include a minimum five (5) year pro-rated minimum warranty of
at year — 100%, 2nd year — 80%, 3rd year — 60%, 4t" year 40%, and 5t" year —
d. /20%.
Warranty shall include all parts, labor, and transportation to and from the location
/of the warranty administrator for all components of the Items during the warranty
J period.
e._Deliveries for the equipment will only be accepted during normal business hours
between 7:30 AM and 4:00 PM, local time.
3.0 STANDARDS-
5.1 Each
,unit shall meet or exceed the following applicable standards.
a. L Environmental Protection Agency's Exhaust Emission Standards (EPA).
b.IVOccupational Safety and Health Administration Standards (OSHA).
6,0 DEUVERY/DOCUMENTATION-
6.1 Equipment supplied under this specification shall remain the property of the Supplier until
delivery to and acceptance by the City of Fayetteville. Deliveries for the equipment will
only be accepted during normal business hours between 7:30 AM and 4:00 PM local
time, Monday through Friday. Federal holidays excluded.
6.2 All units shall be delivered F.O.B. to the City of Fayetteville Biosolids Management Site,
located at 16464 Wyman Road, Fayetteville, AR 72701, for compliance review and final
acceptance.
6.3 Delivery shall include the following documents as a minimum:
a. /Manufacturer's Certificate of Origin, if available
b.:ZDealer invoice
c._ List of all filters used on this unit (OEM part Vs), if applicable.
6.4 Units shall be fully assembled, serviced, and ready for operation as delivered.
7.0 MANUALS-
7.1
ANUALS-7.1 The s ccessful bidder agrees to furnish one (1) set each of the following list of manuals:
a. rr Operator's Manual: 1 file copy plus one (1)copy for each reel purchased
bMaintenance Repair Manuals, Paperback or Compact Disc format, if available
C. Parts (OEM) Manuals: Paperback or Compact Disc format
7.2 Payment(s) may be held until all manuals and certifications are delivered to the City of
Fayetteville.
8.0 SUPPORT SERVICES-
8.1 Repair Parts Inventory - stock of standard repair parts for units bid must be available to
the City of Fayetteville within twenty-four (24) hours of part(s) requested. Parts inventory
availability shall be considered in the purchasing decision.
City of Fayetteville,AR
Bid 13412, Irrigation Reels
Page 12 of 12
Water,Sewer and Solid Waste Committee Agenda Page 17 of 66
A.4
Bid#13-44 Fiser Kubota
Page 12 of 14
City of Fayetteville
Bid 13-42, Irrigation Reels
Bid Form
DATE REQUIRED AS A COMPLETE UNIT: Delivery shall be made 90 calendar days from date
of received Purchase Order.
F.O.B. City of Fayetteville Biosolids Management Site, 16464 Wyman Road, Fayetteville, AR 72701
ITEM: DESCRIPTION: QUANTITY: "PRICE EACH: "TOTAL PRICE
1. Irrigation Reels 4 $ $ "' „" 00
v
Please Specify for Unit(s)Bid: (c' /� / r� ��q
"MANUFACTURER: I`�.r'TC.f)I r AA �lJa� "MODEL: �4/ ,2 v
fl,.s I/Lro� ��fcl �8 i3w'` /v %h]c CJ C'nMi;� ) ✓/2 u�' � .l I' i s C.�v-�u,r%I
J>es1iUG LtIU4Y 4t/`-' h6: /C) -/.rrl�� �ttlLb. Wurr k�lnL� C-d°r'..-kt Nh� ^L SOCwO�f: /F
rt� C. /4ltiJw trn.NlNGr QLv�•IJGI.\-iCil"f'��Co I�.G ty Wr ) � �� 1'T�NG
c��J JJ rr
( �� ,�.o .ar� oyu.,> .J1Pr.cryMl�]r- "TOTAL BASE BID:
Ids shall ba evaluated on the lowest total base bid
Bids shall be submitted on this bid iorm in its entirety AND accompanied by descriptive
literature on11 the products being bid. /thGa
W� Wv'- W� �' VIhAIA'^� .K-�1/ �h✓' !'I
�sX�
NAME OF BIDDER:_ SGr f�wk�o7it - {1 U SSG!(rJ4 /Z
THIS BID FORM CONTINUES ON THE NEXT PAGE.
41 I l )-S-V 01 --)-1 Z Axle 1`4A +r`C
2-02,
City of Fayetteville,AR
Bid 13-42, Irrigation Reels
Page 2 of 12
Water,Sewer and Solid Waste Committee Agenda Page 18 of 66
A.4
Bid#13-44 Fiser Kubota
Page 13 of 14
® The Komet Advantage > s rformance through innovative technology
4
1
1
1
l
ts'l•c F'
RS
1
. �e�61v angle
xp171e5 p.19.�. ,
twin 202 Taper bore nozzle/Trajectory 240
Nouk Noxzk Nozzle Nozzle Nozzle Nozzle Nozzle Nozzle Nauk
PSI D.7e^ D.B9^ D.YB" 1.OB" 1.1 E" 1.23" 1.31' 1.40" 1.69^
GPM DIA- GPM DIA, GPM DIA. GPM DIA. GPM DIA. GPM DIA. GPM DIA GPM VIA. GPM DIA.
40 110 229' 139 239' 172 254' 208 268' 248 279' 291 291' 337 301' 387 309' 440 319-
50 123269' 1S6 284' 192 302' 233 317' 277 333' 325 348' 377 364' 433 377' 492 388'
00 135 294' 171 315' 211 334' 255 35D' 303 367' 356 386' 413 401' 474 414' 539 427'
70 146 308' 164 332' 227 350' 275 371' 329 390' 394 407' 446 422' 512 435' 582 447'
80 156 321' 197 345' 243 364' 294 384' 350 404' 411 421' 476 436' 547 450' 622 456'
00 165 329' 209 352' 258 374' 312 395' 371 413' 436 429' 506 444' 580 457' 650 465'
100 174 334' 220 357' 272 379' 329 401' 392 418' 459 434' 533 450' 612 461' 695 470'
® 110 162 336' 231 359' 285 382' 345 404' 411 421' 482 439' 559 453' 642 465' 730 473'
120 191 339' 241 363' 290 385' 360 407' 429 424' 1 503 442' 584 456' 670 469' 762 476'
x.a-vetlormann eab mre oelainea uaJer iae.Y leainy cD�liansa�mev ee ea•mery aiinlyd bl xl"e ana otlar lxlon vmararer<lere to prevure al rmv)z_nlwerea luinioq anvle lmprova the lrn9aliw elfdercy In Mney
[ofAilioni(Dr<�ery3°GaD of the lral['[toryanglelM lAron lVrtlu[ea Ey apprmlmalelylto0%.for alie'ulagA[aliane.iti[atlrrsM la taFe inloa[rovnttb appropnele lAmnnau[Ilon latlmlY lo[d nlnwsp0erl[[anaelDmiinhrlo
asfore oa erlavpi^9 ane[merav['ol lnelrr,yalN area.
5-31
Water,Sewer and Solid Waste Committee Agenda Page 19 of 66
A.4
Bid#13-44 Fiser Kubota
Page 14 of 14
J..
r 1
-a
r�
y
'_ .= 'StalectocY
5.; h taoal}es
a u a i l a b 1 e TWIN 202 TWIN 7-02 Varl-A ogle
rn as d e l s :> Trajectory 240 Trajectory 160-28
Full or part circle operation Full or part circle operation
Flange connection Flange connection
Pateitls end Int'I Patents Pendinq
5. 30
Water,Sewer and Solid Waste Committee Agenda Page 20 of 66
1� CITY COUNCIL AGENDA MEMO..s
Tayweft evl e MEE�i�Pov�bf�E'F o 24
Pageta 24
THE CITY OF FAYETTEVILLE,ARKANSAS
Anxar+sns
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
From: David Jurgens,Utilities Director
Fayetteville Water and Sewer Comm e
Date: 31 July, 2013
Subject: Approval of Bid 13-41 for the purchase of four(4) Return Activated Sludge(RAS)pumps for the
Noland Wastewater Treatment Plant.
RECOMMENDATIO
City Administration recommends approval of Bid 13-41 with Jack Tyler Engineering of Arkansas to purchase
four(4) Return Activated Sludge(RAS)pumps for the Noland Wastewater Treatment Plant for$53,540.00 plus
$5,220.15 tax,totaling$58,760.15.
BACKGROUND
The Noland Wastewater Treatment Plant uses a biological process to treat wastewater. A key part of this
process is maintaining healthy bacteria age and quantity.The facility's RAS pumps play an integral role in
maintaining this balance. Currently,there are 5 RAS pumps that have been in use for approximately 15 years
and have exceeded their life expectancy; these pumps have been repaired and rebuilt on multiple occasions. The
largest pump is used less frequently and operates sufficiently,but the remaining four pumps require significant
use and have become unreliable and too costly to repair. For example, one pump's repair estimate is nearly
$8,000, and may only last a couple of years before another major failure.
DISCUSSION
This bid includes two small and two medium pumps. In our operations,we optimize which pumps and pump
combinations we use to minimize electric use. The City received three bids on July 12,2013. J. Richard Wolf
Company was the lowest bidder,but their pumps do not meet specification regarding size and impellor type,
and their bid cannot be accepted.Jack Tyler Engineering of Arkansas submitted the lowest bid that meets
specifications.
Bidder Bid
Evans Enterprises, Inc. $54,805.00
Jack Tyler Engineering of Arkansas $53,540.00
J. Richard Wolf Company $45,720.00
BUDGETIMPACT
Funds are available in the Wastewater Treatment Plant CIP—Plant Pumps and Equipment. This approval
includes tax, but we are waiting on a ruling from the Arkansas Department of Finance and Administration as we
believe this is tax exempt wastewater treatment process material under state codes.
Telecommunications Device for the Deaf TDD(479)521-1316 113West Mountain-Fayeaeville,AR72701
RAS Pumps CC Memo 073113
Water,Sewer and Solid Waste Committee Agenda Page 21 of 66
A.3
Bid 13-41 Jack Tyler Engineering of Arkansas
Page 3 of 24
RESOLUTION NO.
A RESOLUTION AWARDING BID #13-41 AND AUTHORIZING A
CONTRACT WITH JACK TYLER ENGINEERING OF ARKANSAS IN THE
TOTAL AMOUNT OF $58,760.15 FOR THE PURCHASE OF FOUR (4)
RETURN ACTIVATED SLUDGE PUMPS FOR THE NOLAND
WASTEWATER TREATMENT PLANT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#13-41 and authorizes a contract with Jack Tyler Engineering of Arkansas in the total amount of
$58,760.15 for the purchase of four(4) return activated sludge pumps for the Noland Wastewater
Treatment Plant.
PASSED and APPROVED this 20th day of August,2013,
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Water,Sewer and Solid Waste Committee Agenda Page 22 of 66
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A.3
Bid 13-41 Jack Tyler Engineering of Arkansas
Page 6 of 24
r� it
i
City of Fayetteville,Arkansas'
Purchasing Division—Room 30.6
113 W. Mountain
Fayetteville, AR 72701
Phone:479.575.8220
ARKANSAS TDD(Telecommunication Device for the Deaf):479.521.1316
INVITATION TO BID: Bid 13-41, RAS Pumps
I I DEADLINE: Fridayi July 12 2013 before 2:00 PM Local Time
DELIVERY LOCATION: Room 306— 113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT:Andrea Foren, CPPD, CPPB, aforen(acj.fayetteville ar,us
j DATE OF ISSUE AND ADVERTISEMENT: Monday, July 01, 2013
I
f INVITATION TO BID
Bid 13-41, RAS Pumps
No late bids shall be accepted- Bids shall be submitted in sealed envelopes labeled with the name
and address of the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each bidder Is required to fill in every blank and shall supply all
information-requested;failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding,all of which are made-a part of
this offer. This offer is not subject to withdrawal urifess upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm: Jack Tyler Engineering of Arkansas
Contact Person: Steve Cooper Title: General Manager
E-Mail: scooner6iten6.com Phone: 501-562-2296
Business Address: 6112 Patterson Road
City: Little Rock State: AR Zip: 72209
Signature: Dbte: 7 /Jy /3
City of Fayetteville,AR I
Bid 13-41,RAS Pumps i
Page 1 of 13 11
II
Water,Sewer and Solid Waste Committee Agenda Page 25 of 66
A.3
Bid 13-41 Jack Tyler Engineering of Arkansas
Page 7 of 24
v0
City of Fayetteville
Bid 13-41, RAS Pumps
Bid Form
DATE REQUIRED AS A COMPLETE UNIT: Delivery shall be made 90 calendar days from date
of received Purchase Order.
F.O.B. Noland Waste Water Treatment Plant, 1400 N Fox Hunter Rd., Fayetteville, Arkansas 72701.
ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE
1. Submersible RAS Pumps, 10HP
2 $ 8231.00 $ 16,462.00
Please Specify for Unit(s)Bid:
*MANUFACTURER: FlVgt *MODEL: NP3127 LT 421
f
2. Submersible RAS Pumps,20HP
2 $_18,539.00 $ 37,078.00
Please Specify for Unit(s)Bid:
*MANUFACTURER: FI t *MODEL: NP3153 LT 414
*TOTAL BASE BID: $53,540.00
Bids shall be evaluated on the lowest total base bid .
Bids shall be submitted on this bid form in its entirety AND accompanied by descriptive
literature on the products being bid.
NAME OF BIDDER: Jack Tyler Engineering of Arkansas
THIS BID FORM CONTINUES_ ON THE NEXT PAGE.
City of Fayetteville,AR
Bid 13-41,RAS Pumps
Page 2 of 13
l Water,Sewer and Solid Waste Committee Agenda Page 26 of 66
A.3
Bid 13-41 Jack Tyler Engineering of Arkansas
- -- - Page 8 of 4
EXECUTION OF BID-
Bidders are requested to Indicate by check mark or"Yes1No" on each line of the Technical Speciffcatlons the
compftance-of the Item bid.Actual speolfroatlon of any deffelenbitem shall be noted on the bid sheet or separate
attachment If specifications of Item bid differ from provided literature, deviation must be documented and
certified by the manufacturer as a regular production option.
Upon sighing this"Bid,the bidder certifies that:
1. He/she has read and agrees to the requirements set forth In this"proposal, including specifications, terms,
! standard conditions,and any.pertinent Information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and-listed meets or exceeds all of these requirements as
specified byThe.City of Fayellevllle.
3.
The Bidder can and will comply with all spedgcatlons and requirements for delivery,documentation and support
ds sped8ed herein.
4. 1,as an.officer of this.organization, or per fhe altached letter of authorization, am duly authorized to certify the
Information.provided herein is accurate and true.
b. Bidder shall c6mply with ail State sand Federal Equal Opportimlly and Non-Olseriminaton requirements and
co ditfons of employ In In addition to all lederel,state,and total laws.
B. Bidder shell disclose any possible chord of interest with the City of Fayetteville,including,but not Ifmited to,any
relationship with any Clty of Fayetteville employes, "Response rshall
disdose if a'known relationship rxlat$
between arty prindpal or employee of your fion an
any City of Fayetteville employee or elected City of
Fay
0 e ofhdal. If no relalionshEp ebsts,IhIs should also be stated in your response. Failure to dlsdosesuch
a relatlonahip may result in cancellation of a purchase and/or conlred as a result of your response.
X 1.)NO KNOWN RELATIONSHIP EXISTS
2.)RELATIONSHIP EXISTS(Please explain):
Unsigned bids shall be rejected.Items marked•are mandatory for consideration.
*NAME OF FIRM: Jack Tyler Engineering of Arkansas
Purchase Order/Payments sha11 be Issued to this name
*BUSINESS ADDRESS: 6112 Patterson Road
*CITY: Little Rock *STATE: AR *Zip; 72209
*PHONE: 501-562-2296 FAX; 501-562-4273
*E-MAIL: scooper@jteng.com -
W.,(PRINTED NAME) Steve et
"AUTHORIZED SIGNATURE: tib
*TITLE: General Manager
Acknowledge Addendums: "
Addendum No.__Dated: " Acknowledged by:
Addendum No._Dated: Acknowledged by:
,Addendum No.—Dated: Acknowledged by:
City of Fayetteville,AR
Bid 1341,RAS Pumps
Page 3 of 13"
Water,Sewer and Solid Waste Committee Agenda Page 27 of 66
A.3
Bid 13-41 Jack Tyler Engineering of Arkansas
Page 9 of 24
City of Fayetteville
Bid 13-41, RAS Pumps
General Terms and Conditions
1. SUBMISSION OF BID&BID'EVALUATION: '
a.. Bids shall be reviewed following the staled deadline,as shown on the cover sheet of this document.
b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division.
C. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing
Division, Room 306, 113 W.Mountain, Fayetteville,AR 72701. The name,address of.the firm and Bid,
RFP,or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in
shipping containers orboxes.
d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office:at
479.575.5220 to ensure coned receipt of bidding documents prior to opening time and date listed on the
bid form.
e. Bidders must have experience In providing products and/or services of the same or similar nature.
f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its
response to the bid. Failure to do so may lead the City to declare any such term non-negotiable.
Proposer's desire to take exception to a non-negottable term will not disqualify it from consideration for
award.
g. Local,time is defined as the time in Fayetteville,Arkansas on the due date of the deadline. Bids shall be
received before the time as shown by the atomic clock located in the Purchasing Division Office.
h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City
reserves the right to award bids in thefr entirely,none,or by line item.
2. WRITTEN REQUESTS FOR-INTERPRETATIONS OR CLARIFICATION: .
No.oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All
questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the
Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification
to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be
responsible for any other explanation or interpretation of the proposed bid made or,given prior to the award of the
contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this
project Brands or manufacturers that are included in bid that are of at least equal quality,size,design,and specification
as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing
Division. The City of Fayetteville reserves the right to accept or reject any requested equal.
4.. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS:
- In addfion to all other rights of the City of Fayetteville,under state law,the City specifically reserves the following:
- a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the
City.
b. The City of Fayetteville reserves the right to accept or"reject any or all bids.
c. The City of Fayetteville reserves the right to cancel the entire bid.
d. The City of Fayetteville reserves the right to remedy or waive technical or Immaterial errors in the
invitation to bid or in bids submitted.
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Bid 1341 Jack Tyler Engineering of Arkansas
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e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information,
or data without changing the terms of the bid.
5, COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the City, or any work performed inconnection
therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other
effort required of,or made by,the bidder(s)prior to contract commencement.
6. CONFLICT OF INTEREST:
a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled"Authority of City Employee to Contract With The
City".
b. All bidders shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts
of interest for any prospective business association, interest, or other circumstance which may influence
or appear to influence the bidder's judgment or quality of services being provided. Such written
notification shall identify the prospective business association, interest or circumstance, the nature of
which the bidder may undertake and request an opinion to the City as to whether the association,interest
or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the
bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within
thirty days of receipt of notification.
7. WITHDRAWL OF PROPOSAL:
A bid may be,withdrawn prior to the time set for the bid submittal, based on a written request from an authorized
representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the
Purchasing Division.
8. LATE PROPOSAL OR MODIFICATIONS:
1.Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing
received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders
should call the Purchasing Division at(479)575-8220 to insure receipt of their submittal documents prior to opening
time and date listed.
9. LOCAL,STATE,AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with
all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent
contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business
Enterprises(DBE),&OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated§22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and
construction.Also, City of Fayetteville encourages all general contractors to subcontract portions of their
contract to qualified small, minority and women business enterprises.
10. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the bidder,the bidder agrees to make available to all Government agencies,departments,
municipalities, and counties,the proposal prices submitted in accordance with said proposal terms and conditions therein,
should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas '
agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community
colleges, municipalities, counties, or other public agencies or authorities),which may desire to purchase under the terms
and conditions of the contract.
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11. COLLUSION:
The Proposer,by affixing his or her signature to this proposal,agrees to the following:"bidder certifies that his or her bid is
made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal
for the same item(s)and/or services and is in all respects fair,without outside control,collusion,fraud,or otherwise illegal
action."
12. RIGHT TO AUDIT, FOIA,AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City contractual
work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is -
presented to the City of Fayetteville,the(Contractor)will do everything possible to provide the documents
in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act(A.C.A.§25-19-
101 at. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this
compliance.
c. Legal jurisdiction to resolve any disputes shall be In Washington County, Arkansas with Arkansas law
applying to the case.
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss,
damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof
covered by this order,and such obligation shall survive acceptance of the goods and payment thereof by the City.
14. VARIANCE FROM STANDARD TERMS&CONDITIONS:
All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the
subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to
submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES&TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call
479.521.1316(telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing -
translation of this document shall contact the City of Fayetteville, Purchasing Division,immediately.
16. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the
City and that such practices will serve as a model for other public entities and private sector companies.
17. PAYMENTS AND INVOICING:
The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted
for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the
Purchasing Division of any company name change, which would cause invoicing to change from the name used at the -
time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit
worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through
bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not
agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually
performed by the bidderwould notjustify such fee.
The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be made after
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