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Home My WebLink AboutOrdinance 5746ORDINANCE NO. 5746 AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE AN AGREEMENT WITH INSTRUMENT & SUPPLY, INC. OF HOT SPRINGS, ARKANSAS IN THE AMOUNT OF $40,948.00 PLUS APPLICABLE TAXES FOR THE PURCHASE OF TWO WATER BOOSTER PUMPS AND ONE VARIABLE FREQUENCY DRIVE FOR THE SOUTH MOUNTAIN WATER PUMP STATION WHEREAS, in 2012 the City replaced two of the four water booster pumps and three of the four variable frequency drives at the South Mountain water pump station on 24�h Street with equipment purchased from Instrument & Supply, Inc.; and WHEREAS, the remaining original pumps and variable frequency drive are obsolete and have exceeded their useful lives and replacing them with the same equipment that was installed in 2012 will reduce warehouse and maintenance costs. 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 determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves an agreement with Instrument & Supply, Inc. in the amount of $40,948.00 plus applicable taxes for the purchase of two water booster pumps and one variable frequency drive for the South Mountain water pump station. PASSED and APPROVED this 17d day of February, 2015. APnunlMn- ATTEST: SONDRA E. SMITH, City Y OA: tP fFRYETTEVILLE 5 '�s9S 9'�kANSP J�ee� City of Fayetteville, Arkansas 113 West Mountain street _ Fayetteville, AR 72701 0 479-575-8323 Text File File Number: 2015-0043 Agenda Date: 2/17/2015 Version: 1 Status: Passed In Control: City Council Agenda Number: D. 6 INSTRUMENT & SUPPLY, INC.: File Type: Resolution AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE AN AGREEMENT WITH INSTRUMENT & SUPPLY, INC. OF HOT SPRINGS, ARKANSAS IN THE AMOUNT OF $40,948.00 PLUS APPLICABLE TAXES FOR THE PURCHASE OF TWO WATER BOOSTER PUMPS AND ONE VARIABLE FREQUENCY DRIVE FOR THE SOUTH MOUNTAIN WATER PUMP STATION WHEREAS, in 2012 the City replaced two of the four water booster pumps and three of the four variable frequency drives at the South Mountain water pump station on 24th Street with equipment purchased from Instrument & Supply, Inc.; and WHEREAS, the remaining original pumps and variable frequency drive are obsolete and have exceeded their useful lives and replacing them with the same equipment that was installed in 2012 will reduce warehouse and maintenance costs. 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 determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes an agreement with Instrument & Supply, Inc. in the amount of $40,948.00 plus applicable taxes for the purchase of two water booster pumps and one variable frequency drive for the South Mountain water pump station. City of Fayetteville, Arkansas Page 1 Printed on 1/18/2015 City of Fayetteville Staff Review Form 2015-0043 Legistar File ID 2/17/2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Jim Beavers 1/23/2015 Utilities Director/ Utilities Department Submitted By Submitted Date Division / Department Action Recommendation: City Administration recommends approval of a bid waiver and approval of a contract with Instrument and Supply, Hot Springs, Arkansas to purchase two water booster pumps and one VFD in the estimated amount of $40,948.00 plus $3,992.43 sales tax. The total estimated amount is $44,940.43. 5400.5600.5808.00 Account Number 10005.1 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Water/Sewer Fund South Mtn Pump Station Repair & Replace Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 73,596.00 $ 73,596.00 $ 44,940.43 $ 28,655.571 V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: & 1-+Aro CITY OF 7aye R evi le ARKANSAS MEETING OF FEBRUARY 17, 2015 TO: Mayor Jordan and City Council Members THRU: Don Marr, Chief of Staff Tim Nyander, Utility Director Water and Sewer Committee FROM: Jim Beavers, P.E. Utilities Engineer DATE: January 23, 2015 SUBJECT: Approval of a bid waiver and approval of a contract with Instrument and Supply, Hot Springs, Arkansas for two water booster pumps and one VFD in the amount of $44,940.43. RECOMMENDATION: City Administration recommends approval of a bid waiver and approval of a contract with Instrument and Supply, Hot Springs, Arkansas to purchase two Pentair Fairbanks Nijhuis booster pumps and one VFD in the estimated amount of $40,948.00 plus $3,992.43 sales tax. The total estimated amount is $44,940.43. BACKGROUND: The project consists of replacing and upgrading two pumps and motors and one variable frequency drives and electrical systems for the South Mountain water pump station on 24th Street. The pump station has been in service for over 30 years with no upgrades. The variable frequency drive is obsolete, the electrical systems are out of date, and the older pumps and motors have exceeded their useful life. Two of the four existing pumps and three VFD's have been replaced in 2012 with Pentair Fairbanks Nijhuis pumps and appurtenances. At this time the remaining two pumps will be replaced and the fourth VFD added. Utilities requests to use Pentair Fairbanks Nijhuis pumps for standardization, interchangeable replacement parts and to reduce warehouse and maintenance costs. DISCUSSION: The bid waiver will permit all pumps in the booster station to be Pentair Fairbanks Nijhuis (previously Pentair Fairbanks Morse) Instrument and Supply of Hot Springs, Arkansas has a written agreement with Pentair to be the sole supplier of Pentair Fairbanks Nijhuis pumps in Arkansas. Thus it is not practical or feasible to bid these two pumps and require Pentair Fairbanks Nijhuis. The proposed prices were reviewed by the Utility. The installation will be by City and CH2M HILL forces. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: Budgeted funds are available in the South Mountain Pump Station Repair & Replacement project. ATTACHMENTS: 1. Staff Review Form 2. Purchase Order Request 3. Bid waiver 4. Contract 5. South Mountain Pump Specs 6. Instrument and Supply Quote City; of Fayetteville - Purchase Order Request (PO) egale on Nm: Usts: Me aurcasioared 1120/2015 P.O Number: All PO Requests to l been g®raet[eNllear.gw. Purchaeshall hot Purchase aM1All hot be made until an actual PO has been issuetl. a euntilan actual has Vcrd. 52280 Vendor Inc. Mail Mair Byes rN0 Legista #: Name: 2015.0043 FOB Point Taxable Atltlress: P.O. Box 16]9 rye. P No Expected Delivery Dale: City: Hot Springs State: AR zP Cotle: Ship to carie: Quotss Atlache0 71902 Fay ryes r No Requester. Cheryl Partain Requesters Employee #: Extension: 2578 am Item Description Quantity Unit of Issue Unit Cost EMenced Cost Account Number Roject.Sub# Inventory# Fixed! Asset# 1 Pump South Mountain Pump SectionRepair- 2 EA 13,054.00 $32,108.00 5400.ND0.5808.00 10005.1 New PENTAIR 18233 Pump 2 South Mountain Pump haflon Rephr- 1 EA 8A40.00 $8,040.00 5400.5300.5808.00 10005.1 New T5HPVFD 3 $0.00 4 $0.00 5 50.00 8 $0.00 T $0.00 8 E0.00 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 Special ns ons: Subtotal: $40,948.00 Tan: $3.99243 Total: S44,940A3 Approvals: Mayor: Department Director: Purchasing Manager: Chief Financial Officer Budget Director: IT Director. Dispatch Manager: Utilities Manager. Other.