HomeMy WebLinkAboutOrdinance 5443 ORDINANCE NO. 5443
AN ORDINANCE WAIVING COMPETITIVE BIDDING AND APPROVING
AN AGREEMENT WITH JWC ENVIRONMENTAL IN THE AMOUNT OF
$28,472.37 FOR REPAIR OF A CHANNEL MONSTER GRINDER
WHEREAS, a channel grinder style screening and grinding unit is installed on the front
end of the Hamestring Lift Station to protect both the pump station and the wastewater treatment
plant from large foreign objects entering the lift station; and
WHEREAS, the grinder unit serves both as a screen and grinder, which reduces long
term maintenance costs on all components of the system at and downstream from the grinder;
and
WHEREAS, during routine inspection of the Hamestring Lift Station, it was discovered
that the channel grinder was not functioning properly; and
WHEREAS,the unit was shipped to the manufacturer for inspection and a determination
of required repairs and received a quote for repairs from JWC Environmental in the amount of
$28,472.37; and
WHEREAS, the manufacturer does not have any authorized service repair agreements
with any service providers and is the sole source provider for this type of repair,
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
the facts above constitute an exceptional situation in which competitive bidding is not deemed
practical or feasible and therefore waives formal competitive bidding and approves an agreement
with JWC Environmental in the amount of$28,472.37 for repair of a channel monster grinder.
Page 2
Ordinance No.5443
PASSED and APPROVED this 4h day of October, 2011.
APPROVED: ATTEST:
By: By: �
AOLD J A , Mayor SONDRA E. SMITH, City Clerk/Treasurer
.U• m
® ;FAYETfEVILLEe
�ses'7 Aye•®® GO°°`
',',,/ Gi S1oAi60t!!`°a
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
4-Oct-11
City Council Meeting Date
Agenda Items Only
Lynn Hyke Water and Sewer Utilities
Submitted By Division Department
Action Required:
Approval of a Bid Waiver with JWC Environmental for the repair of a Channel Monster for$28,475.
$ 28,475 $ 118,953 WWTP Upgrade/Replace Lift Stations
Cost of this request Category/Project Budget Program Category/Project Name
5400.5800.5801.00 $ - Wastewater Treatment
Account Number Funds Used to Date Program/Project Category Name
02068.1 $ 118,953 Water/Sewer
Project Number Remaining Balance Fund Name
Budgeted Item �X Budget Adjustment Attached
Previous Ordinance or Resolution#
Dep Director to
Original Contract Date:
Original Contract Number:
y Attorney Date
-U (), �, 10-'t-zol
Finance and Internal Services Director Date Received in City 10-04-1 1 P03:40 R C V D
Clerk's Office
-A W A,,., _W11)
1 -. 1L
Chief of Staff ` Date ENT
Received in �/`►`/�
Mayor's Office
(,1AY01 Date
Comments:
� r
Revised January 15,2009
CITY COUNCIL MEMO
ZayZeev!
MEETING DATE OF OCTOBER 4,2011
THE CITY OF FAYETTEVILLE,ARKANSAS
KANSAS
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
From: Lynn Hyke, Construction& Contract Manager
Date: October 4, 2011
Subject: Approval of a Bid Waiver with JWC Environmental for the Repair of a Channel Monster for$28,475
RECOMMENDATION
City Administration recommends approval of a Bid Waiver with JWC Environmental for the repair of a
Channel Monster for$28,475. Funds are available within the Wastewater Treatment Plant CIP—
Upgrade/Replace Lift Stations project.
BACKGROUND
A channel grinder style screening and grinding unit is installed on the front end of the new Hamestring Lift
Station. The unit was installed to protect both the pump station and the WWTP from large foreign objects
entering the lift station. Examples of objects we have seen in our system which could be transported down the
48" sewer line include bowling balls, children's bicycles, toys, dog leashes, large sticks, oil filters, construction
debris,metal pipes, etc. This grinder unit serves both as a screen and grinder, which reduces long term
maintenance costs on all components of the system at and downstream from the grinder.
In the last four years, there have been two significant failures at the Noland WWTP due to large items entering
the influent pump station. Each of these failures resulted in more than$100,000 damages; one resulted in a
substantial sewer overflow. This grinder unit prevents this type of failure from occurring on the West Side
Wastewater Treatment Plant(WWTP) and the critical Hamestring Lift Station that pumps over 85% of the flow
to the plant.
DISCUSSION
During a routine inspection of the Hamestring Lift Station, it was discovered that the channel grinder was not
functioning properly. The unit was removed for maintenance. Upon further investigation, it was necessary to
ship the unit to the manufacturer for inspection and determination of required repairs. The City received a
quote for repairs from JWC Environmental in the amount of$28,472.37 (attached). The manufacturer does not
have any authorized service repair agreements with any service providers and is the sole source provider for this
type of repair. Therefore, staff recommends approving a bid waiver to have the unit repaired as soon as
possible.
BUDGET IMPACT
Funds are available within the Wastewater Treatment Plant CIP—Upgrade/Replace Lift Stations project.
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
ORDINANCE NO.
AN ORDINANCE WAIVING COMPETITIVE BIDDING AND APPROVING
AN AGREEMENT WITH JWC ENVIRONMENTAL IN THE AMOUNT OF
$28,472.37 FOR REPAIR OF A CHANNEL MONSTER GRINDER
WHEREAS, a channel grinder style screening and grinding unit is installed on the front
end of the Hamestring Lift Station to protect both the pump station and the wastewater treatment
plant from large foreign objects entering the lift station; and
WHEREAS, the grinder unit serves both as a screen and grinder, which reduces long
term maintenance costs on all components of the system at and downstream from the grinder;
and
WHEREAS, during routine inspection of the Hamestring Lift Station, it was discovered
that the channel grinder was not functioning properly; and
WHEREAS, the unit was shipped to the manufacturer for inspection and a determination
of required repairs and received a quote for repairs from JWC Environmental in the amount of
$28,472.37; and
WHEREAS, the manufacturer does not have any authorized service repair agreements
with any service providers and is the sole source provider for this type of repair,
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
the facts above constitute an exceptional situation in which competitive bidding is not deemed
practical or feasible and therefore waives formal competitive bidding and approves an agreement
with JWC Environmental in the amount of$28,472.37 for repair of a channel monster grinder.
PASSED and APPROVED this 4th day of October, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
CUSTOMER ORDER
AM,
L nviroIlmentaf Order Number: G006316 Pulled By .
Date: 1013/2011
290 Paularino Ave, Page: 2 QQ By
Costa Mesa, CA,92828 Order Date: 918/.2011
(949)8333888 Packed By
_�� Sold To ShipTo
Fayetteville, Clty of W Fayetteville, City of
Accounts Payable Accounts Payable
113 West Mountain 113 West Mountain
Fayetteville,AR 72701 Fayetteville,AR 72701
USA USA
CUSTOMER 1D CUSTOMER F.O. PAYMENT TERMS FREIGHT TERMS
6007626 Waiting.for PO NET 30 DAYS Freight Billed
SALES REP ID SHIPPING METHOD P.O.B. SHIP DATE
Instrument&Supply Inc. Bestway Origin 1213112012
QUANTITY T GROSS DISC UNIT EXTENDED
�Li# OPI) SHP. BCK FART ID DESCRIPTION X PRICE I % I PRICE PRICE
1 1 0 0 EVAL—GA CD06020-XDM2.5-Repair Evalua 0.00 0.0 $0.00 $0.00
Ship Date 12/31/2012
2 1 0 0 GRINDER CDD6020-XDM2.5 Repair 25,107.27 0.0 $26,107,27 $26,107.27
Ship Date 12131/2012
11 cam Cutters
1:1 Stack 8620 STL
Buna Elastomers
Motor Type:Electric
Less Motor
Less Reducer
Less Spool
Grinder SN: 104831-1-1-01
3 1 0 0 RL Repair Labor 950.00 0.0 $950.00 $050.00
Ship Date 12/31/2012
4 1 0 0 FLC Free Labor Credit -950.00 0.0 ($950.00) ($950.00)
Ship Date 12/31/2012
FREE LABOR
JWC Environmental's Free Labor Reconditioning provides FREE LABOR
services on refurbishing all Muffin Monster,Channel Monster grinders and
screens when the work is performed by factory personnel at a JWC
Environmental Service Center.
wwwwrmww+rarwwa,titxtxx*xxxxxxxxxxxxxxxxx
5 1 0 0 Freight In-GA Freight In 1,182.55 0.0 $1,192.55 $1,182.55
Ship Date 12/31/2012
SUB TOTAL $27,289.82
FREIGHT CHARGES $1,182.55
479-575-822b TOTAL ORDER AMOUNT $28,472.37
Requisition No.: ate:
Cify Of"Fayetteville - Purchase Order(PO) Request 1014/2011
(Nota Purchase Order) P.O Number: Expected Delivery ate:
X111 purchases under$2500 shall be used on a:P-Card unless medicator 9099 service related."(Call x256 with questions)
All PO Request"shall be scanned to:the"Purchasing e-mail:Purchasing@ci:fayetteville.ar us
Vendor#: Vendor Name: Mail
17296 JWC Environmental Yes:_ No:
Address: Fob Point: Taxable Quotes Attached
290 Paularino Avenue Yes:_ No:_ Yes: No:
City: State: Zip Code: Ship to code: Divison ad Appro al:
Costa Mesa ICA 92626
Requester. I Requester's Employee#: Exte sio :
Allison Ata 2v 6 670
Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject# Inventory# Fixed Asset#
1 Channel Monster Repair 1 JOB 28,475.00 $28,475.00 5400.5800.5801.00 02068.1
2
3 $0.00
4 $0.00
5 $0.00
6 $0.00,
7 $0.00
8 $0.00
9 $0.00
10 $0.00
Shipping/Handling Lot $0.00
Special Instructions:
Subtotal: $28,475.00
Tax:
Total: $28,475.00
Approvals:
Mayor: Department Director: Purchasing Manager:
Finance&Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
Revised 1/2/2008
NORTHWEST ARKANSAS DEMOCRAT-GAZETTE
NORT�ST ARKANSAS THE MORNING NEWS OF SPRINGDALE
THE MORNING NEWS OF ROGERS
NMS_P_"_ NORTHWEST ARKANSAS TIMES
E16LLC
BENTON COUNTY DAILY RECORD
212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.BOX 1607,72702 1 479.442.1700 1 WWW.NWANEWS.COM
AFFIDAVIT OF PUBLICATION
I, Cathy Wiles, do solemnly swear that I am the Legal Clerk of the
Northwest Arkansas Newspapers, LLC, printed and published in
Washington and Benton County, Arkansas, bona fide circulation, RECEIVED
that from my own personal knowledge and reference to the files
of said publication, the advertisement of. OCT 3 1 2011
CITY OF FAYETTEVILLE
CITY CLERK'S OFFICE
City of Fayetteville
Ordinance 5443
Was inserted in the Regular Editions on:
October 20, 2011
�� QRDINANCE'NO 544,9, <,
AN ORb1NANCE WAIVING COMPETITIVE BIDDING
AND APPROVING qN AGREEMENT WITH JWC
NVIRO�IMENTAL IN THE AMOUNT OF$23 47,2 37 P P
Publication Charges: $77.82FOR REPAi}i OF A CHANNEL MONSTER GRINDER
)tIrHEREAS a ohannel Rnntler style screening:and Y Aaxay5�5 .,<
,,gnnding unit is installed on She front.end of the
Hames{gefo ft 16 pro profact both the pump,"station and the wastewater treatment plant
from large foYeign objects entering the-)iftstatiorl;=and.0
WI'EREA3 The gnnder unit serves,both as a sdreen and gnnder which-reduces long temp
maintenance costs on all'components of the system at and'downstrearp from the gnnder,
� f aid
IIyHEI;FAS iiunng routine inspection of the Farr estring Lift Station it Was discovered that
�- .the channel"gnnder was,r-oot functioning properly;,s'
WHEREAS,`,4he unit was shipped to the manufacturer for nspection arjd a tletenn)nation
of required repairs and received a quote for repalrs from JWO Environmental m the amourSt
Cathy Wl of$28,472.37;and
WHEREAS;the manufacturer does not have any authonzed service reps r agreements with
arty service provide s?ndJsuffie sole_source proVi orYor this type'of rep
"
NOW,THEREFORE BE iT'ORDAI,NED BY THE CITY COUNCIL OF 7HE CIry OF.
FAYETTEVILLE ARKANSAS:
Sectl91, 1 'Tl at the City Council of the City of Fa ettevllle Arkansas hereby determines ttie
facts aboveiconst�utexariiceptlonasituation in.which cympeUtive b�ddmg is not deemed
practical or feasible anti.tharefore'Waives formai competitive 6Ydding and approves an
Subscribed and swo t0 before me agreement with)WC EnVironmental
PF Octo
in the amount of$2847237 for repair of a channel
(1 _ monster gnnder
�l PASSED and-AFOVED this 4thday of ber 2011
This allay of , 201 1. APPROVED: ATTEST r
By ey
LIONELDJOIDAN,Mayor SONDRA E:SKAITH,C ty_CIer4VTreasurer
Notary Public
My Commission Expires:
..SANDRA E SCHACHERBAUER
BENTON COUNTY
NOTARY PUBLIC-ARKANSAS
LRy Commission Expires April 15,2017
Commission No.12380121
**NOTE**
Please do not pay from Affidavit. Invoice will be sent.