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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 pX,gsG�'. U;FAYETTEVILLE•70- 9 co NS NS �'�• CO lllt 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.