HomeMy WebLinkAboutOrdinance 5709ORDINANCE NO. 5709
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF REPAIR
PARTS FROM AIT SERVICES, INC. FOR THE THERMAL DRYER
LOCATED AT THE BIOSOLIDS MANAGEMENT SITE IN THE AMOUNT
OF $48,300.00 PLUS APPLICABLE TAXES
WHEREAS, the thermal dryer located at the City's Biosolids Management Site, which
helped save the City approximately $950,000.00 in landfill costs and generated $43,000.00 in
revenue through fertilizer sales to the public in 2013, has broken down and requires repair; and
WHEREAS, AIT Services, Inc. is the sole source provider of the required parts.
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 finds that
such circumstances constitute an exceptional situation where competitive bidding is deemed not
feasible or practical, and therefore waives the requirements of formal competitive bidding and
authorizes the purchase of repair parts for the thermal dryer located at the Biosolids Management
Site from AIT Services, Inc. in the amount of $48,300.00 plus applicable taxes.
PASSED and APPROVED this 2nd day of September, 2014.
APPROVED
ATTEST:
By:
SONDRA E. SMITH, City Clerk/T,��ax,,/
1 Y
ate• • \ F °•� �
FAYETTEVILLE °z=
ANS
1;;G i oii►e°O
Billy Ammons
Submitted By
City of Fayetteville Staff Review Form
2014-0366
Legistar File ID
9/2/2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
8/15/2014 Wastewater Treatment Plant/
_ Utilities Department
Submitted Date Division / Department
Action Recommendation:
Approval of a Bid Waiver with AIT Services, Inc. to purchase the necessary parts to repair the Thermal Drying unit
located at the Biosolids Management Site (BMS) in the amount of $48,300.00 plus $3,743.25 tax, totaling
$52,043.25.
Budget Impact:
5400.5800.5414.00 Water/Sewer
Account Number
02069.1
Fund
Wastewater Treatment
Project Number Project Title
Budgeted Item? Yes Current Budget $ 267,233.83
Funds Obligated $ -
Current Balance L$ 267,233.83
Does item have a cost? Yes Item Cost $ 52,043.25
Budget Adjustment Attached? No Budget Adjustment $ -
Remaining Budget $ 215,190.58
V20140710
Previous Ordinance or Resolution #
Original Contract Number: Approval Date:
Comments
CITY OF
•
Taye eI
ARKANSAS
MEETING OF SEPTEMBER 2ND 2014
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL AGENDA MEMO
FROM: Billy Ammons, Wastewater Treatment
Water, Sewer, and Solids Waste Committee
DATE: August 15, 2014
SUBJECT: Approval to purchase repair parts for the Thermal Dryer located at the
Biosolids Management Site
RECOMMENDATION:
Staff recommends approval of a Bid Waiver with AIT Services, Inc. to purchase the necessary
parts to repair the Thermal Drying unit located at the Biosolids Management Site (BMS) in the
amount of $48,300.00 plus $3,743.25 tax, totaling $52,043.25.
BACKGROUND:
Biosolids are the finished product from the wastewater treatment process. Prior to 2012, these
biosolids were disposed of in landfills. In 2012, the City implemented a heat drying process that
eliminates harmful organisms found in untreated wastewater turning the biosolids into Class A
organic based fertilizer that is sold for public use. The main piece of equipment in this process is
the Thermal Dryer. In 2013, the BMS processed approximately 20,200 wet tons of biosolids
creating nearly 2,500 tons of fertilizer. This drying process saved the City nearly $950,000 in
landfill costs and brought in approximately $43,000 in revenue from fertilizer sales last year.
DISCUSSION:
The Thermal Dryer drum rotates and is supported by two large bearings. The bearing housing
on the discharge end of the Thermal Dryer has prematurely failed and is cracked. The City
received a quote from the sole source provider AIT Services, Inc. for all the necessary repair
parts including bearing, bearing housing, gaskets, etc. in the amount of $48,300.00 plus tax.
Because AIT Services, Inc. is the sole source provider, staff recommends approving a bid
waiver to purchase the parts needed to repair the Thermal Dryer.
BUDGET/STAFF IMPACT:
Funds are available in the Wastewater Treatment Plant CIP - Plant Pumps and Equipment.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF REPAIR
PARTS FROM AIT SERVICES, INC. FOR THE THERMAL DRYER
LOCATED AT THE BIOSOLIDS MANAGEMENT SITE IN THE AMOUNT
OF $48,300.00 PLUS APPLICABLE TAXES
WHEREAS, the thermal dryer located at the City's Biosolids Management Site, which
helped save the City approximately $950,000.00 in landfill costs and generated $43,000.00 in
revenue through fertilizer sales to the public in 2013, has broken down and requires repair; and
WHEREAS, AIT Services, Inc. is the sole source provider of the required parts.
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 finds that
such circumstances constitute an exceptional situation where competitive bidding is deemed not
feasible or practical, and therefore waives the requirements of formal competitive bidding and
authorizes the purchase of repair parts for the thermal dryer located at the Biosolids Management
Site from AIT Services, Inc. in the amount of $48,300.00 plus applicable taxes.
PASSED and APPROVED this 2nd day of September, 2014.
APPROVED:
ATTEST:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville - Purchase Order Request (PO)
Requisition o.:
a e:
912/2014
(Nota Purchase Order)
P.O Number:
All PO Requests shall be scanned to the Purchasing e-mail: Purchasing@fayetteville-ar.gov.
Purchase shall not be made until an actual`'PO has been issued.
Vendor 7Vendor
AIT Service, Inc.
Mail
r Yes r No
Legistar#:
#:
Name:
2014-0366
FOB Point:
Taxable
Address: P.O. Box 2333
Biosolids Management Site
r Yes r No
Expected Delivery Date:
Zip Code:
Ship to code:
Quotes Attached
City: Brownwood
State: Texas
76804
72701
r Yes r No
Requester's Employee #:
Extension:
Requester:
OMI
479-443-3292
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Number
Project.Sub#
Inventory #
Fixed Asset #
1
Bearing Cartridge - Discharge end for
1
EA
6,000.00
$6,000.00
5400.5800.5414.00
02069.1
Fenix 72114
2
Bearing - Discharge end for Fenix
1
EA
19,800.00
$19,800.00
5400.5800.5414.00
02069.1
72114
Complete Spare Swivel (inlet/outlet
3
flanges, copper ring gaskets, all
1
EA
22,500.00
$22,500.00
5400.5800.5414.00
02069.1
internal packing & tension springs)
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: $48,300.00
Tax: $3,743.25
Total: $52,043.25
Approvals:
Mayor: Department Director: Purchasing Manager:
Chief Financial Officer: Budget Director: IT Director:
Dispatch Manager: Utilities Manager: Other:
Revised oiiaizuiv
AIT Services, Inc.
P.O. Box 2333
Brownwood, TX 76804
Brown
Voice: 3256469754
Fax: 3256499658
City of Fayetteville
113 West Mountain Street
Fayetteville, AR 72701
Fayetteville
9/30/14
Net 30 Days
QUOTATION
Quote Number. 07022014
Quote Date: Jul 2, 2014
Page: 1
1.00 Bearing Cartridge - Discharge end for Fenix 6,000.00 6,000.00
72/14 - 14 week delivery
1.00 Bearing - Discharge end for Fenix 72/14 - 19,800.00 19,800.00
18 week delivery
1.00 Complete Spar Swivel (inlet/oulet flanges, 22,500.00 22,500.00
copper ring gaskets, all internal packing &
tension springs) -14-16 week delivery
Warranty: 1 yearfrom delivery; FOB
Brownwood, TX
Subtotal 48,300.00
Sales Tax
Billy Ammo
Submitted By
Approval of a Bid Waiver with AITS
located at the Biosolids Manageme
$52,043.25.
5400.5800.5801.00
Account Number
02069.1
City of Fayetteville Staff Review Form
2014-0366
Legistar File ID
9/2/2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
8/15/2014 Wastewater Treatment Plant /
Utilities Department
Project Number
Budgeted Item? Y
Submitted Date Division / Department
Action Recommen tion:
;es, Inc. to purchase the ecessary parts to repair the Thermal Drying unit
to (BMS) in the ar i/o; $48,300.00 plus $3,743.25 tax, totaling
Does item have a cost Yes
Budget Adjustment Attachq47? No
Previous Ordinance or Resolu on #
Original Contract Number:
Comm
Impact:
Water/Sewer
Fund
\ Wastewater Treatment
Current udget
Funds Obli ted
Current Balan e
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 267,233.83
$ 267,233.83
$ 52,043.25
$ 215,190.58
� ENTERED \
g!! Approval Date:
140710
CITY OF
•
Tay e evl le
ARKANSAS
MEETING OF SEPTEMBER 2ND 2014
TO:
and City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL AGENDA MEMO
FROM: Lynn Hy Construction & Contract Manager
DATE: August 15, 2 4
SUBJECT: Approval to purc se repair parts fo he Thermal Dryer located at the
Biosolids Management Site
RECOMMENDATION:
Staff recommends approval of a Bid WaAitITervices, Inc. to purchase the necessary
parts to repair the Thermal Drying unit loiosolids Management Site (BMS) in the
amount of $48,300.00 plus $3,743.25 to043.25.
BACKGROUND:
Biosolids are the finished product fir the wastewater tre\fromfertiliz
rocess. Prior to 2012, these
biosolids were disposed of in landf' s. In 2012, the City improcess
a heat drying process that
eliminates harmful organisms fo d in untreated wastewg the biosolids into Class A
organic based fertilizer that is s Id for public use. The maquipment in this process is
the Thermal Dryer. In 2013, t BMS processed approxim20 wet tons of biosolids
creating nearly 2,500 tons o ertilizer. This drying procese Cit nearly $950,000 in
landfill costs and brought i approximately $43,000 in revfertiliz sales last year.
DISCUSSION:
The Thermal D/frth(e
rotates and is supported by two large bearings. The bea ' g housing
on the discharghe Thermal Dryer has prematurely failed and is cracked. T City
received a quotsole source provider AIT Services, Inc. for all the necessary pairparts including earing housing, gaskets, etc. in the amount of $48,300.00 plus
Because AIT Sc. is the sole source provider, staff recommends approving a bidwaiver to purcharts needed to repair the Thermal Dryer.
BUDGET/ST�F IMPACT:
Funds are av ilable in the Wastewater Treatment Plant CIP - Plant Pumps and Equipment.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
City of Fayetteville - Purchase Order Request (PO)
Requisition o.:
Date:
912/2014
(Not a Purchase Order)
P.O Number:
All PO Requests shall be scanned to the Purchasing e-mail: Purchasing@fayetteville-ar.gov.
Purchase shall not be made until an actual PO has been issued.
Vendor
Vendor
AIT Service, Inc.
MailLegistar#:
I- Yes r- No
Name:
2014-0366
FOB Point:
Taxable
Address: P.O. 2333
Biosolids Management Site
r Yes C" No
Expected Delivery Date:
Zip Code:
Ship to code:
Quotes Attached
City: wnwood
State: Texas
76804
1 72701
17- Yes r" No
Requester's Employee #:
Extension:
Requester:
OMI
479-443-3292
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Number
Project.Sub#
Inventory #
Fixed Asset #
1
Bearing Cartridge - Discharge end for
EA
6,000.00
$6,000.00
5400.5800.5801.00
0206 .
Fenix 72114
2
Bearing -Discharge end for Fenix
1
E
19,800.00
$19,800.00
5400.5800.5801.00
02069.1
72114
Complete Spare Swivel (inlet/outlet
3
flanges, copper ring gaskets, all
1
EA
22, 0.00
$22,500.00
5400.5800. 1.00
02069.1
internal packing & tension springs)
4
$0.00
5
$0.00
6
$0.00
7
$0.00
8
1100,
$0.00
9
$0.00
10
$0.00
Shipping/Handling
Lot
$0.00
pecialinstructions:
Subtotal: $48,30. 0
Tax: $3,743.25
Total: $52,043.25
Approvals:
Mayor: Department Director: Purchasing Manager:
Chief Financial Officer: Budget Director: IT Director:
Dispatch Manager: Utilities Manager: Other:
I c41it-r-1+larWA-0Me;
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AFFIDAVIT OF PUBLICATION
I, Karen Caler, 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 5709
Was inserted in the Regular Editions on:
Sept. 11, 2014
Publication Charges: $ 90.79
Kare Caler
Subscribed and sworn to before me
This Z, - day of<;,e, 2014.
0'a*Llel/
Notary Public
My Commission Expires:
®o
CATHY WILES
Arkansas - Benton County
Notary Public - Comm# 12397118
My Commission Expires fab 20, 2024
* *NOTE* *
Please do not pay from Affidavit. Invoice will be sent.
SEP 24 2014
CITY OF FAYETTEVILLE
CITY CLERK'S OFFICE