HomeMy WebLinkAboutOrdinance 5583 ORDINANCE NO. 5583
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING AN AGREEMENT WITH JWC
ENVIRONMENTAL IN A CURRENT AMOUNT OF $21,658.24 FOR
CHANNEL MONSTER REPAIRS AND APPROVING FUTURE SUCH
REPAIRS AS NEEDED AT THE HAMESTRING SEWER PUMP STATION
WHEREAS, the Hamestring Sewer Pump Station has a "Channel Monster" in-line
screening and grinding unit which protects it and the Westside Wastewater Treatment Plant from
large foreign objects entering the pump station; and
WHEREAS, a failure of the "Channel Monster" could lead to catastrophic failure in an
damage amount exceeding $400,000.00 to the Hamestring Sewer Pump Station; and
WHEREAS, JWC Environmental is the sole source provider for repairing a "Channel
Monster";
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 JWC Environmental in the current amount of $21,658.24 and approving future channel
monster repairs by JWC Environmental at the Hamestring Sewer Pump Station.
PASSED and APPROVED this 7t' day of May, 2013.
APPROVED: ATTEST:
ByYONBy:
AN, ayor SONDRA E. SMITH, City Clerk/Treasurer
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City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
7-May-13
City Council Meeting Date
Agenda Items Only
David Jurgens Water and Sewer Utilities
Submitted By Division Department
Action Required:
Approval of a Bid Waiver with JWC Environmental for current and future repairs of the Channel Monster, an in-line
screening and grinding unit at the 36 million gallon per day(mgd) Hamestring Sewer Pump Station, and approval of
an emergency repair for$19,824.48 plus tax.
$ 21,658 $ 210,802 WWTP Upgrade/Replace Lift Stations
Cost of this request Category/Project Budget Program Category/Project Name
5400.580 . X1.00 $ 67,003 Wastewater Treatment
Account Number Funds Used to Date Program/Project Category Name
02068.1 $ 143,799 Water/Sewer
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
2,Z Previous Ordinance or Resolution#
DeVientector Date
Original Contract Date:
3 Original Contract Number:
C1 orneyDate
Co- 1�., r ut-2.3-2p 13
Finance and Internal Services Director Date Received in City
Clerk's Office ��✓�-'
- 3-13
Chie of aff Date
• Received in C
it Mayor's Office
M or Date
Comments:
Revised January 15,2009
CITY COUNCIL AGENDA MEMO
Qte
jT T� (V QMEETING DATE OF MAY 7,2013
THE CITY OF FAYETTEVILLE,ARKANSAS
ARKANSAS
• .
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
Fayetteville Water and Sewer Committee
From: David Jurgens, Utilities Director
Date: April 22, 2013
Subject: Approval of a Bid Waiver to JWC En ironmental for Channel Monster Repairs and Approving an
Emergency Repair for$19,824.48 plus tax
RECOMMENDATION
City Administration recommends approval of a Bid Waiver with JWC Environmental for current and future
repairs of the Channel Monster, an in-line screening and grinding unit at the 36 million gallon per day(mgd)
Hamestring Sewer Pump Station, and approval of an emergency repair for$19,824.48 plus tax.
BACKGROUND
A channel grinder style screening and grinding unit is installed on the front end of the Hamestring Pump Station
to protect both the $6.5 million pump station and the Wastewater Treatment Plant(WWTP) from large foreign
objects entering the pump 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 significantly
reduces the risk of catastrophic failure of the pump station as well as long term maintenance costs on all
components of the system at and downstream from the grinder.
In the last seven 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
WWTP and the critical Hamestring Pump Station that pumps over 85%of the flow to the Plant. Replacing a
single pump at the Hamestring Station is estimated to cost over$400,000.
DISCUSSION
During a recent heavy rain event,the channel grinder failed resulting in a sewer overflow. After removal and
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 (attached) for$19,824.48, plus
$1,700.00 freight, plus $1,833.76 tax„totaling $21,658.24. 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,the staff recommends approving a bid waiver in order to allow this as well as future emergency
repairs to be executed as quickly as possible. No other provider can execute the repair, and anyone else
working on the unit voids any and all warranties.
BUDGETIMPACT
Funds are available in the Wastewater Treatment Plant CIP — Upgrade/Replace Pump Stations project.
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
Channel Monster CC Memo 16Apr2013
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING AN AGREEMENT WITH JWC
ENVIRONMENTAL IN A CURRENT AMOUNT OF $21,658.24 FOR
CHANNEL MONSTER REPAIRS AND APPROVING FUTURE SUCH
REPAIRS AS NEEDED AT THE HAMESTRING SEWER PUMP STATION
WHEREAS, the Hamestring Sewer Pump Station has a "Channel Monster" in-line
screening and grinding unit which protects it and the Westside Wastewater Treatment Plant from
large foreign objects entering the pump station; and
WHEREAS, a failure of the "Channel Monster" could lead to catastrophic failure in an
damage amount exceeding $400,000.00 to the Hamestring Sewer Pump Station; and
WHEREAS, JWC Environmental is the sole source provider for repairing a "Channel
Monster";
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 JWC Environmental in the current amount of$21,658.24 and approving future channel
monster repairs by JWC Environmental at the Hamestring Sewer Pump Station.
PASSED and APPROVED this 7t' day of May,2013.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
CTom. CUSTOMER ORDER
Order Number: 6008998 Pulled By
Date: 4/10/2013
290 Paularino Ave. Page: 2 QC By
Costa Mesa, CA 92626 Order Date: 3/26/2013
(949) 833-3888 Packed By
Detail
Ip 10
Fayetteville, City of Fayetteville, City of
Accounts Payable Accounts Payable
113 West Mountain 113 West Mountain
Fayetteville,AR 72701 Fayetteville,AR 72701
USA USA
CUSTOMER ID CUSTOMER P.O. PAYMENT TERMS FREIGHT TERMS
6007626 Waiting for PO Net 30 Days Freight Prepaid
SALES REP ID SHIPPING METHOD F.O.B. SHIP DATE
Instrument&Supply Inc. Old Dominion Freight Line Origin 12/31/2013
QUANTITY T GROSS DISC UNIT EXTENDED
LI# I ORD I SHP BCK PART ID DESCRIPTION X PRI E % PRICE PRICE
1 1 0 0 EVAL_GA CDD6020-XDM2.5-Repair Evalua 0.00 0.0 $0.00 $0.00
Ship Date 12/31/2013
Grinder SN:104831-1-1-02
2 1 0 0 GRINDER CDD6020-XDM2.5-Repair 20,138.31 10.0 $18,124.48 $18,124.48
Ship Date 12/31/2013
11 Tooth Cam Cutters
1:1 Stack 8620 STL
Buna N Elastomers
Motor Type Electric
With 3 Motors
SN:
SN:
SN:
With 3 Reducers
SN:
SN:
SN:
With 3 Spools
Grinder SN:104831-1-1-03
3 1 0 0 RL Repair Labor 0.00 0.0 $0.00 $0.00
Ship Date 12/31/2013
This order qualified for Free Labor
SUB TOTAL $18,124.48
Tim FREIGHT CHARGES $1,700.00
Luther
479-443-3292 TOTAL ORDER AMOUNT $19,824.48
�� �T
C IWC, CUSTOMER ORDER
Order Number: G008998 Pulled By
Date: 411012013
290 Paularino Ave. Page: 1 QC By
Costa Mesa, CA 92626 Order Date: 3/26/2013
(949) 833-3888 Packed By
Detail
Ip 10
Fayetteville, City of Fayetteville, City of
Accounts Payable Accounts Payable
113 West Mountain 113 West Mountain
Fayetteville,AR 72701 Fayetteville,AR 72701
USA USA
CUSTOMER ID CUSTOMER P.O. PAYMENT TERMS FREIGHT TERMS
6007626 Waiting for PO Net 30 Days Freight Prepaid
SALES REP ID SHIPPING METHOD F.O.B. SHIP DATE
Instrument&Supply Inc. Old Dominion Freight Line Origin 12/31/2013
QUANTITY TI GROSS DISC I UNIT EXTENDED
jLI# j ORD ISHPEBKI PART ID DESCRIPTION X I PRICE % PRICE PRICE
TW
Tim Luther
Ph:479-443-3292
Cell:479-790-4747
Email:tim.luther@ch2m.com
1.Please fax a Purchase Order for the"Total Order
Amount"to
2.770-925-9406 and we will complete the Repair
on your grinder.
3.Please include a correct Bill to Address, Ship to
Address and Tax exemption letter if applicable.
4.Please advise on return freight. Freight to JWC
was prepaid.
5.Please review description column and make any
changes necessary.
6.JWCE's standard one year warranty and free
labor included.
7.Please call me @ 1-800-331-8783 if you have
any questions or concerns.
Tracy Williams
JWC Environmental
Requisition o.: Date:
City Of Fayetteville - Purchase Order(PO)'Request 4116/2013
(Not a Purchase Order) P.0 Number: Expected Delivery Date:
All purchases under$2500 shall be used on a P-Card unless medical or 1099 service related (Call x256 with questions)
All PO Request shall be scanned to the Purchasing e-mail.,Purchasing&i.fayetteville.ar us
Vendor* Vendor Name: Mail
17296 JWC Environmental Yes:_ No:
Address: Fob Point: Taxable Quotes Attached
290 Paularino Ave Yes:_ No:_ Yes: No:
City: State: Zip Code: Ship to code: Divison ad Approval:
Costa Mesa ICA 92626
Requester: Requester's Employee#: Extensi :
OMI 47"3-3292 ext 6782
Item Descriptio Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject# Inventory# Fixed Asset#
1 Channel Monster Repair 1 JOB 19,824.48 $19,824.48 5400.5800. .00 02068.1
2 $0.00
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: $19,824.48
Tax: $1,833.76
Total: $21,658.24
Approvals:
L
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
NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE
THE MORNING NEWS OF ROGERS RECEIVED
SPAPE1613
NORTHWEST ARKANSAS TIMES A f 0 ,5j
LLC BENTON COUNTY DAILY RECORD �+� 0
CITY OF FAYETTEVILLE
212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.BOX 1607,72702 1 479-442.1700 1 WWW.NWANEWS.COM CITY CLERK'S OFFICE
AFFIDAVIT OF PUBLICATION
I, Holly Andrews, 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,
that from my own personal knowledge and reference to the files
of said publication, the advertisement of:
City of Fayetteville-
Ordinance 5583
ORDNANCE:NO 5583 �'
AN ORDINANC)= WAIV THE
Was inserted m 13IDDI the Regular Editions on: REMENTS OF FORMAL COMPETITNE P.
BIDDING AND gPPROVING AN AGREEMENT v
May 23, 2013 WITH�JWO Et�l1RONMENTALIN AzCURRENT �;naKn'rvsn's
AMOUNT OFA$21 65824 FOR CHANNEL
kk MONSTER REPAIRS AND APPROVING FUTURE SUCH;REPAIRS:AS NEEDED.
ATTHE HAME$TRING SEWER PUMP STATION
WHEREAS,the Han�estrn .5ewerPump Statlor has a Channel;Monster"an-•� �
Publication Charges: $ 90.79 Zine screenini�et1c1 grinding unit hich protects 1t and`the Westside Wastewater
Treatment Plant from Igrge foreign otilects entering the pump station and
WHEREAS;"a<failur'eof the Ctiarinei Monster!could"lead to catastrophic tailure
in an damage amount exceeding$400,000:00 to the Hamestring Sewer Pump,
Station and;
WI EREAS, JWC Environmental is the sole source provider tAr repalnng a
"Channel Monster" "
NOW,THEREFORE,BE ITORDAIMED BY THE CITY COUNCIL OF THE CITY
Holly An ews oF.FAYE7TENLLE,A� s :,
3eotion"i:That the C,ity,Council of the,City of Fayetteville,Arkansas hereby
determines art exceptional sit' "16'n'exists bidding fs deemed`
not feasible°orpraotioal and"therefore waives'the requireents,of formal compeb
tive�bidding an J approves anragreement i4m JWC Environmental;in 4he current_
Subscribed and sworn to before me PT I plubf of$21;6584 and approving future channel monster repairs by JWC
This day of 2013. Environmental at the Hamestring Sewer Pump'Station
PASSED an'd APPpOVED thi's 7th`iiay of
gPPRO�ED ATTESTi _
1 JLIONELD JORDAN,Mayor SONDRA E SMITH;City CIerWTreasurer -
Notary Public l YwnD
My Commission Expires: 2tz'IZz 1�-
biLES it..
Cil Expires
a fi
201
**NOTE**
Please do not pay from Affidavit. Invoice will be sent.