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Home My WebLink AboutOrdinance 5635 ORDINANCE NO. 5635 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING AN AGREEMENT WITH INSTRUMENT & SUPPLY, INC. FOR THE PURCHASE OF A JWC CHANNEL MONSTER IN THE TOTAL AMOUNT OF $192,342.36, AND APPROVING A BUDGET ADJUSTMENT 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 a damage amount exceeding $500,000.00 to the Hamestring Sewer Pump Station plus it could create a significant danger of sewer overflow; and WHEREAS, Instrument & Supply, Inc. is the sole source provider in Arkansas for a "Channel Monster"; and WHEREAS, a back-up "Channel Monster" will lower the risk of future downstream equipment damage and unnecessary risks to City staff, 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$192,342.36 for the purchase of a JWC Channel Monster. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit"A". Page 2 Ordinance No. 5635 PASSED and APPROVED this 19"' day of November, 2013. APPROVED: ATTEST: By: ' By: BL ;. 6 O ELD A , Mayor SONDRA E. SMITH, City Clerk/Treasurer 01K 11 T11rrjo�i G\T Y 0x FAYETTEVILLE: City of Fayetteville Item Review Form 2013-0139 Legistar File Number 11/19/13 City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item David Jurgens Utilities Submitted By Department Action Required: Approval of a Bid Waiver with Instrument & Supply, Inc, and purchasing a new JWC Channel Monster for$175,255.00 + $17,087.36 (tax), totaling $192,342.36, and approve a budget adjustment. Does this item have a cost? YeS $192,342.36 $210,802.00 Wastewater Treatment Cost of this request Category or Project Budget Program or Project Name 5400.5100.5328.00-5400.5140.5328.00 $86,286.00 Wastewater Treatment Account Number Funds Used to Date Program or Project Category 02068.1 -$67,826.36 Water/Sewer Project Number Remaining Balance Fund Name Budgeted Item? YeS Budget Adjustment Attached? YeS V20130812 Previous Ordinance or Resolution# Original Contract Number: Comments: _; 7 ;� 2 R -31-2013 M la-�1�3 City of Fayetteville,Arkansas Budget Adjustment Form V12.0724 Budget Year Division: Water&Sewer Maintenance Request Date Adjustment Number 2013 Department: Utilities Director 10/16/2013 BUDGET ADJUSTMENT DESCRIPTION/JUSTIFICATION A BA is needed in the WWTP Upgrade/Replace Lift Stations project for a new channel monster for the Hamstring Lift Station. This channel monster will replace the existing channel monster at the Hamestring Lift Station,which the existing channel monster will then service as a backup unit. Prepared By: Cheryl Partain Division Head Date Partain, Cheryl Reference: B irect Date Budget&Research Use Only 3( ad� Type: A B C D E P Depa e t Dire or Date '% O` , R-�. I I-I- General Ledger Date FinVDirector Date �9 Posted to General Ledger Chl f Staff Date Initial Date � Checked/Verified Of Efate Initial Date LIZ TOTAL BUDGET ADJUSTMENT - - Increase/(Decrease) Project.Sub Account Name Account Number Expense Revenue Number Fixed assets 5400.5800.5801.00 72,000 - 02068 . 1 Sewer improvements 5400.5700.5815.00 (72,000) 02069 . 1 EXHIBIT' a \\city\dfs\Divs\WSIP\Capital Projects\Equipment Capital Purchases\Channel Monster Repair\BA-Project#02068 New Channel MonsteV Of 1 i CITY COUNCIL AGENDA MEMO lieMEETING DATE OF NOVEMBER 19,2013 µ v THE CITY OF FAYETTEVILLE,ARKANSAS ARKANSAS To: Fayetteville City Council Thru: Mayor Lioneld Jordan Don Marr, Chief of Staff From: David Jurgens,Utilities Director Fayetteville Water and Sewer Commi Date: October 16, 2013 Subject: Approval of a Bid Waiver with Instrument& Supply,Inc.to purchase a JWC Channel Monster,a grinding unit for the Hamestring Pump Station RECOMMENDATION Staff recommends approval of a bid waiver with Instrument& Supply, Inc. for the purchase of a JWC Channel Monster for a total of$192,342.36.This unit will replace the existing Channel Monster at the Hamestring Pump Station,which will then service as a backup unit. BACKGROUND A Channel Monster screening and grinding unit is installed in 2008 on the front end of the Hamestring pump station to protect both the pump station and the West Side Wastewater Treatment Plant(WWTP)from large foreign objects. We have seen bowling balls, children's bicycles,toys, dog leashes, large sticks, oil filters,construction debris,metal pipes, in our sewer collection system. One single item like this entering the Hamestring station could cause over$500,000 in damage as well as a several million gallon sewer overflow. The Channel Monster also reduces long term maintenance costs on all downstream components. In the past three years,the Channel Monster has failed twice, and had to be removed for over six months. The latest failure also resulted in two sewer overflows. During the time that the Channel Monster was removed,the debris entering the West Side WWTP causing approximately$5,000 in damage to macerator pumps and nearly$7,000 in labor to manually clean the bar screens.Also,employee risk was much greater due to significant confined space entry required to remove debris. Having a backup solution for the Channel Monster when one unit fails prevents future downstream equipment damage and unnecessary risks to staff. DISCUSSION This purchase is for a backup Channel Monster that can be swapped out with the machine in use when it is removed for maintenance. By swapping out machines,we can perform more thorough maintenance while maintaining full protection of our system. The bid waiver is recommended because staff researched other alternatives, including: constructing a bypass channel with a less expensive grinding unit; purchasing a different type of grinding unit for use in the existing channel; or purchasing a new primary Channel Monster replacing the existing unit. Building a bypass channel will cost over$300,000, making any unit that does not fit the exiting channel cost prohibitive, and the channel was specifically designed for the Channel Monster-no other unit that can carry the required flow will fit in that channel. Smaller units that can be refigured to fit the channel cannot handle the flow we see at the Hamestring station,and thus will not work. A new Channel Monster,therefore, is the most economical choice. Staff received a quote for a new Channel Monster in the amount of$175,255.00 plus tax. Because Instrument& Supply, Inc. is the only authorized sales representative for Arkansas, staff recommends approving a bid waiver to purchase the new primary Channel Monster. BUDGETIMPACT A budget adjustment request is attached to transfer$72,000 from the Plant Pumps and Equipment-WWTP project to the Upgrade/Replace Pump Stations-WWTP project within the Wastewater Treatment Plant CIP to provide sufficient funding for this purchase. Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701 Channel Monster New Primary Unit-CC Memo 101613 ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING AN AGREEMENT WITH INSTRUMENT & SUPPLY, INC. FOR THE PURCHASE OF A JWC CHANNEL MONSTER IN THE TOTAL AMOUNT OF $192,342.36, AND APPROVING A BUDGET ADJUSTMENT 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 a damage amount exceeding $500,000.00 to the Hamestring Sewer Pump Station plus it could create a significant danger of sewer overflow; and WHEREAS, Instrument & Supply, Inc. is the sole source provider in Arkansas for a "Channel Monster"; and WHEREAS, a back-up "Channel Monster" will lower the risk of future downstream equipment damage and unnecessary risks to City staff, 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$192,342.36 for the purchase of a JWC Channel Monster. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit"A". PASSED and APPROVED this 19th day of November, 2013. APPROVED: ATTEST: By: BY: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer bs&NAtBet A S&N*Inc P.O.Box 1679,Hot Springs,AR 71902 141 Technic Circle(71901) Phone.501-262-3282 Fax.501-262-4847 September 10,2013 TO: Mr. Mayo Miller CH2M Hill 1401 N. Foxhunter Rd. Fayetteville,Ar PROJECT: Hamestring Lift Station ISI QUOTE#: 0913-06-1003 Dear Tim, Thank you for the opportunity to provide this quotation. The items below are for your consideration: One (1)JWC Channel Monster Model # CDD6020-XDM2.5 with 304SS channel frame, 1 1 tooth cutters in two stacks, three (3) electric motors, three (3) reducers, etc., and suitable for replacement of existing Channel Monster. Does NOT include controller. Existing controller to be reused. Firm Price: $175.255.00 Weighs aprx 5600 lbs. Lead time is 8-10 weeks. Freight to Fayetteville is included. Please call to discuss after your review of this information, if more information is needed. Terms Taxes, offloading, installation are not included. Startup is by others, but can be purchased for standard rates of$95/hour and $0.95/mile for travel and time on site. Firm quote is valid for thirty (3 0) days. Yours truly, Signed-Chris Enloe Page 1 of 1 Requisition o.: Date: City Of Fayetteville -Purchase Order{PO) Request 10/15/2013 (Not a Purchase order) P.0 Number: Lxpected Uelivery Date: All purchases<under$ 000 shall:be used on a PCard unless medical or 1099 service related. (gall x25¢with questions) All Pp Re, nest shall be ScannLaFto the Purchaslr►g e•mailc Purchasir)g ci:fayetteville.ar us Vendor#: Vendor Name: Mail 52260 Instrument&Supply,Inc. Yes:_ No:_ Address: Fob Point: Ta abl Quotes Attached 141 Technic Circle Hamestring Lift Station Ye :, � No:_ Yes: No: City: State: Zip Code: Ship to code: Di 's n ad Approval: Hot Springs 1AR 7 1 72704 Requester: Requester's Employee#: Extensi n OMI 47 3-3292 ext 6782 Item Descri tionQuanti Unit of Issue Unit Cost Extended Cost Account Numbers Pro'ec b ro'ect# Inventory# Fixed Asset# 1 JWC Channel Monster 1 EA 175,255.00 $175,255.00 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 „ Shipping/Handling Lot $0.00 Special Instructions: Subtotal: $175,255.00 Tax: $17,087.36 Total: $192,342.36 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 NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE THE MORNING NEWS OF ROGERS S.PM_ _ E:R.S LLC NORTHWEST ARKANSAS TIMES BENTON COUNTY DAILY RECORD 212 NORTH FAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.BOX 1607,72702 ( 479-442.1700 1 WWW.NWANEWS.COM 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- MCEM.,66351 AN ORDINANCE WAIVING' THE' �.. Ordinance 5635 REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND:APPROVING AN AGREEMENT 11 WITH INST I-LIM &8URPLY,INC.FOR THE Was Inserted In the Regular Editions On: PLIRCHASEOFAJWC,CHQNNEL MONSTER naKnNsas IN:THETOTAL�AMOUNTOF $192 342 36, November 25, 2013 AND APPROVING,A BUDGET ADJUSTMENT WHEREAS the Hamestring Sower Pump Station has a'Channef,MonsI6k iri line"screening and gHniiing vnrt-uvhich`protects it and"ttie WestsitleWastewater Treatment Plant�from�large foreign objects entering the pump station and,.,_�-,;, Publication Charges: $ 156.�� WHEREAS,a failure of the Channell'Monster could lead'to catastrophic'failuYe" g in a"damage;:arnounfi exceeding$500,000=Ao the°H rraestririg$ewer Purtap Statign plus it 4creat "pip9prit danger,f sewer.;overFlow and 'VA in"s"trument&Supply-Inc Is the sole source provider in=Arkansas' fora?Channel Monster,:and i W_AtREAS,aback up"'Channel Monster will lower the risk' future down strearnequipinent-damage and unnecessary risks to City staffp v Holly A reWS NOW,THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OFTHE CITY OF`FAYETTEVILLE,ARKv-NdAS Sec'0 1 That the City,Counctl of the City of Fayetteville Aarkansas hereby determines an"exceptional situation exists in which•competitive bidding Pis Subscribed and sworn to before me deemed not feasible or,-practical.antl the7efore waives the requirements,of, formal cojnpetitive bidding and approves an agreement`with Instrument &" This day Of ��C , 2013. Supply,Irrc;in-the amount of$192,042.36.for,�the pur9liase of a JWC Chanrjel Monster n `Sectiom2. That�the='City-Council'of the City;of"Fayetteville Arkansas herr"eby--= 1 J approves a budget adlustment,a copy of which is attached as Exhibit A Notary Public PASSED and APPROVED this 19th day of November,2013 My Commission Expires: APPouED ATrfsr `LIONELD JOR�AN,MaY,�' �SONDRA E SMITH Gity Clerk/Treasiarer Exhibits for this ordinance may be viewed in the office of the City,ClerW a u iri, G,"!'iY j W 11 i Treasdrer. 1 ti oeitF6nCOinl — - EebYUarYIU ?014..ox **NOTE* Please do not pay from Affidavit. Invoice will be sent.