HomeMy WebLinkAbout188-03 RESOLUTIONRESOLUTION NO. 188-03
A RESOLUTION APPROVING THE PURCHASE OF A FLASH
MIXER FOR THE NOLAND WASTEWATER TREATMENT
PLANT IN THE AMOUNT OF $21,310.00 FROM THE LOWEST
QUALIFIED BIDDER, VANCO ENGINEERING COMPANY; AND
APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF
$55,000.00 FOR SAME.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of flash mixer for the Noland Wastewater
Treatment Plant in the amount of $21,310.00 from the lowest qualified bidder,
Vanco Engineering Company.
Section 2. That the City Council of the City of Fayetteville, Arkansas
hereby approves a budget adjustment in the amount of $55,000.00 for same.
PASSED and APPROVED this 16th day of December, 2003.
r.• :.
F ftlFi APPROVED:
• ST:
By:
SONDRA SMITH, City Clerk
By:
• City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2003
Department
Division:
Program:
Water & Wastewater
WWTP Operations
WWTP Capital
Date Requested
12/16/2003
Adjustment Number
Project or Item Requested:
$55,000 is being requested in the plant Pumps and
Equipment capital project.
Project or Item Deleted:
$ 55,000 from the WWTP Building Improvements capital
Project
Justification of this Increase:
Due to recent unanticipated expenses of the effluent
filtering system project, there are insufficient funds in the
plant pumps and equipment account to complete the
necessary planned repairs and purchases for this year.
Justification of this Decrease:
There is sufficient funding remaining in project to meet
2003 objectives
Increase Budget (Decrease Revenue)
Account Name Account Number
Fixed assets 5400 5800 5801
Account Name
Fixed assets
Decrease Budget (Increase Revenue)
Account Number
5400 5800 '5801 00
Amount
Amount
Project Number
02069 1
Project Number
02032 1
Approval Signatures
Requested By
R 0Q
Budget Manager
Department Director ,
Finance & Intcrna� voices Director
Mayor
Date
�(IaS�a3
Date
Date
Date
1244
Type: A
Budget Office Use Only
B C D
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial
Initial
Initial
E
Date
Date
Date
Initial Date
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Expected Delrvery Date:
8 - 10 Weeks
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3
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Subtotal: 521,301.00
Tax 51,172.93
Total: 522,473.93
/ _ _
Finance 8 Internal Services Director: Budget Manager IT Manager:
Dispatch Manager: Utilities Manager: Other:
Invent #
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City Of Fayetteville
(Nola purchase Order)
Vendor Name:
V.nrn Fnnl n..ri nn rampant'
Fob Point:
Fay.ttaullla AR
Ship to code:
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Account Numbers
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Unit Cost
21,301.00
Unit of Issue
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NAME OF FILE:
CROSS REFERENCE:
Item #
Date
•
Resolution No. 188-03
Document
0
1
11.26.03
memo to mayor & city council
draft resolution
copy of Request & Quotations Form
copy of Request for Vendor File Maintenance
copy of
Notice to Bidders - Bid No. 03-72
copy of Invitation to Bid
copy of
Special Terms & Conditions
staff review form
2
12.22.03
memo to Greg Boettcher
NOTES:
•
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/2/!G/
City Council Meet"! of December 16, 2003 / gg'
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Gricoo y
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Hugh Earnest, Chief Administrative Office
From: Greg Boettcher, Water/Wastewater Director
Date: November 26, 2003
Subject: Resolution approving purchase of a new Flash Mixer for the Noland
Wasterwater Plant
RECOMMENDATION
Fayetteville City Administration recommends approval of an authorization totalling
$21,301.00, said amount reflecting the purchase of a Flash Mixer from Vanco
Engineering Company
BACKGROUND
The equipment at the Noland Wastewater Treatment Plant has been in continuous service
since the facility's upgrade in 1988. The lead units have been repaired and rebuilt during
the service period of 15 years; however, the units are at the end of their useful service life
and require replacement. The flash mixers perform an integral function in the biological
treatment process and are esssential for continued compliance with treatment standards.
DISCUSSION
The Tong -range wastewater needs of Fayetteville anticipate the continued utilization of
the Noland Wastewater Treatment Plant as a functional clement of the municipal
wastewater system. Recognizing the age of the current equipment and the planned use of
such components for an additional 20 years necessitates the gradual change -out of the
existing lead equipment units. The flash mixers and the larger aerator/mixer units operate
24 hours per day and 7 days per week, hence they have accumulated significant wear and
tear. The replacement of the various units will be an ongoing operation and maintenance
cost over coming years, the proposed purchase being the beginning of a multi-year
replacement program. The biological process contains a total of 12 flash mixers and 16
aerator/mixers, all of which are nearing the end of their service life.
BUDGET IMPACT
The $21,.501.00 expenditure for equipment replacement is a regular part of the system's
operating budget. Due to earlier commitments of such funds to other needs (effluent
filtering system emergency repairs) this purchase requires a transfer from the lesser
priority building capital improvement account.
• •
RESOLUTION NO.
A RESOLUTION APPROVING THE PURCHASE OF A FLASH
MIXER FOR THE NOLAND WASTEWATER TREATMENT
PLANT IN THE AMOUNT OF $21,310.00 FROM THE LOWEST
QUALIFIED BIDDER, VANCO ENGINEERING COMPANY; AND
APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF
555,000.00 FOR SAME.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of flash mixer for the Noland Wastewater
Treatment Plant in the amount of $21,310.00 from the lowest qualified bidder;y
Vanco Engineering Company. , .
Section 2. That the City Council of the City o_t_F 'ette`vtHle, Arkansas
hereby approves a budget adjustment in the amount ofe$55!000.00'for same.)
PASSED and APPROVED this 16th day of December, 2003. j
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By:i
4S01 BRA SMITH, City Clerk
./.000111
ASN GOODY, Mayor
•
QUOTE NUMBER:
DATE:
DATE NEEDED:
DESCRIPTION OF
Llghtin Model 83Q5
splash lubricated gear
effiency horizontal
attachment to the reducer
A510E32 high efficiency
steel.
QUANTITY:
•ITY OF FAYETTEVILLE,
PURCHASING
REQUEST AND
ARKANS•
DEPARTMENT
QUOTATIONS
ACCOUNT NUMBER:
PURCHASE ORDER NUMBER:
DEPARTMENT:
TAKEN BY:
constructed with
with a 5 HP, 230/460/3/60,
be a 3" diameter by
of the shaft is stepped
mounted to the shaft.
FORM
5400.5800.5414.00
17 -Nov -03
ASAP
WWTP
ITEM(S):
Heavy Duty Flash Mixer (or equivalent)
reducer. The mixer will be supplied
electric motor. Also included will
output shaft. The lower 30"
axial flow Impeller Is to be
1
an 80 series right angle double reduction oil
215T frame, TEFC severe duty high
154" long FMB shaft with rigid coupling for
to 2-1/2" diameter. A single 72° diameter
Shaft and Impeller are to be epoxy -coated carbon
VENDOR
LIST
UNIT
PRICE
TOTAL
PRICE
TERMS/
REMARKS
VENDOR # 1:
ADDRESS:
Vanco Engineering Company
7033 East 40th Street
Tulsa, OK 74145
$21,301.00
S21,301.00
VENDOR it 2:
ADDRESS:
Evans Enterprises Inc.
2001 N 13th Street
Rogers, AR 72756
S25,090.00
526,450.86
VENDOR # 3:
ADDRESS:
VENDOR # 4:
ADDRESS:
COMMENTS:
Reference Bid #: 03-72
• •
REQUEST FOR VENDOR FILE MAINTENANCE
(CHECK ALL AVAILABLE RESOURCES, VENDOR LIST, ACCESS SYSTEM
PRIOR TO SUBMISSION OF THIS REQUEST)
ETD
DATE OF REQUEST: 17 -Nov -03 REQUESTED BY: Billy Ammons
DEPT/DIVISION: Public Works/WWTP DATE REQUIRED: 19 -Nov -03
EXTENSION: 443-3292
TYPE OF SERVICE REQUESTED:
NEW VENDOR: X VENDOR CHANGE: VENDOR RE-ENTRY:
VENDOR NAME: Vanco Engineering Company
STREET OR P.O. BOX: 7033 East 40th Street
• CITY: Tulsa
STATE: OK ZIP CODE: 74145
ATTN: Craig S. Gawlas PHONE: 918-627-1920
r FAX: 918-627-6742
C -INN„ni1 1 C(a:a @ Vrm-icp r .sc. co,n
FEDERAL ID NUMBER: 73-0943731 TYPE OF ORGANIZATION:
OR CORPORATION (100): X
SOCIAL SECURITY NUMBER: PARTNERSHIP (200):
INDIVIDUAL (300):
EMPLOYEE (400):
(500):
PURCHASING OFFICE USE ONLY
NEW VENDOR: ENTERED BY:
VENDOR CHANGES: DATE:
VENDOR RE-ENTRY: G L FILE:
INVENTORY FILE:
• •
City of Fayetteville
NOTICE TO BIDDERS
BID NO. 03-72 Heavy Duty Flash Mixer
The City of Fayetteville, Arkansas, will receive sealed bids at the City Administration Office, City
Hall, Room 306, 113 West Mountain Street, Fayetteville, Arkansas until Nov. 14, 2003 at 11:00 a.m.
for a heavy duty flash mixer.
Bid forms may be obtained from the Purchasing Office, located in Room 306, 3rd Floor of the City
Administration Building or by downloading the bid documents from the Purchasing Website at
www.accessfayetteville.org.
The City reserves the right to reject any and all bids, and to waive formalities deemed to be in the
City's best interest.
Peggy Vice
Purchasing Manager
479/575-8289
•
F1' -
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BID #: 03-72
CITY OF FAYETTEVILLE
113 W. Mountain St
Fayetteville, AR 72701
479-575-8289
INVITATION TO BID
DATE ISSUED: November 5, 2003
DATE & TIME OF OPENING: November 14, 2003 11:00 A.M.
BUYER: Peggy Vice, Purchasing Manager, Room 306 - (479) 575-8289
DATE REQUIRED AS A COMPLETE UNIT: 30 days from Date of Order
*GUARANTEED DELIVERY DATE:
F.O.B. Fayetteville, AR
THIS INVITATION TO BID IS BASED ON THE NEED FOR 1 UNIT, AS LISTED IN
SPECIFICATIONS ATTACHED. HOWEVER, THE CITY RESERVES THE RIGHT TO
ACCEPT OR REJECT ANY OR ALL BIDS, WAIVE FORMALITIES IN THE BIDDING,
AND MAKE A BID AWARD DEEMED TO BE IN THE BEST INTEREST OF THE CITY.
ITEM: DESCRIPTION:
QUANTITY: 'TOTAL PRICE:
Heavy Duty Flash Mixer 1
As specified or approved equivalent:
LIGHTNIN Model 83Q5 Heavy Duty Flash Mixer (or equivalent) constructed with an 80 Series
right angle double reduction oil splash lubricated gear reducer. The mixer will be supplied with a
5 HP, 230/460/3/60, 215T frame, TEFC severe duty high efficiency horizontal electric motor.
Also included with the mixer will be a 3" diameter by 154" long FMB shaft with rigid coupling
for attachment to the reducer output shaft. The lower 30" of the shaft is stepped to 2-1/2"
1
diameter. A single 72" dieter A510E32 high efficiency axial flo impeller is to be mounted
to the shaft. Shaft and impeller are to be epoxy -coated carbon steel.
PLEASE SPECIFY:
*MANUFACTURER:
*MODEL:
EXECUTION OF BID - Upon signing this Bid, the bidder certifies that
he/she has read and agrees to the requirements set forth in this
proposal. Including specifications, terms, standard conditions, and
any pertinent information regarding the articles being bid on. The
Bidder also agrees to furnish these articles at the prices stated.
Unsigned bids will be rejected Items marked * are mandatory for
consideration.
*NAME OF FIRM:
*BUSINESS ADDRESS:
*CITY: *STATE: *ZIP:
*PHONE: *FAX:
*BY :( PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE:
*EMAIL:
PLEASE NOTE: ALL ITEMS MARKED * ARE CONSIDERED MANDATORY
REQUIREMENTS FOR CONSIDERATION OF BID. FAILURE TO
COMPLETE THESE ITEMS MAY RESULT IN REJECTION OF BID.
2
•
• •
SPECIAL TERMS & CONDITIONS
THIS REQUEST FOR BID IS NOT TO BE CONSTRUED AS AN OFFER, A
CONTRACT, OR A COMMITMENT OF ANY KIND; NOR DOES IT COMMIT THE
CITY TO PAY ANY COSTS INCURRED BY THE BIDDER IN THE PREPARATION
OF THIS BID.
1. All bids shall be submitted on forms provided by the City, with the item bid and the bid
number stated on the face of the sealed envelope. Bidders MUST provide the City with their
bids signed by an employee or officer having legal authority to submit bids on behalf of the
bidder. The entire cost of preparing, and providing responses shall be bome by the bidder.
2. Bidders shall include all applicable local, state, and federal sales tax in this bid. The
responsibility of payment shall remain with the successful bidder. Tax amount MUST be
shown as a separate item.
3. Bids received after the date and time set for receiving bids will NOT be considered. The City
will NOT be responsible for misdirected bids. Vendors may call the Purchasing Office at
(479) 575-8289, to determine if their bid documents have been received prior to opening
date and time listed on the bid form.
Bids must be mailed or hand delivered to:
City of Fayetteville — Attn: Purchasing
113 West Mountain St.
Fayetteville AR 72701
4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding
and make a bid award deemed to be in the best interest of the City. The City shall be able to
purchase more or less than the quantity indicated subject to availability of funds.
5. Each bidder MUST state on the face of the bid form the anticipated number of days from the
date of receipt of order, to the date of delivery of the completed units to the City of
Fayetteville, Arkansas.
6. Time is specifically made of the essence in this contract, and failure to deliver on or before
the time specified in the contract may subject the contractor to payment of damages.
7. All bid prices shall be F.O.B. Fayetteville Airport, Drake Field, Hwy 71 S., Fayetteville, AR,
72701, and shall include all dealer preparation charges, labor, materials, overhead, profit,
insurance, inspection fees, etc., to cover the fumishing of the unit/units bid.
8. Minimum one year warranty or Manufacturer's Standard Warranty, whichever is greater,
shall apply to each unit as specified. A copy of the applicable warranty MUST accompany
the bid, with any exception to the warranty clearly noted on the Bid Form. Warranty on
accessories/equipment fumished by an after market vendor MUST be noted.
Any exceptions to the requirements of the City of Fayetteville MUST be noted on the Bid
3
• •
Form. If products and/or components other than those described on this bid document are
proposed, the bidder must include complete descriptive literature, and technical
specifications. The City reserves the right to request any additional information it deems
necessary from any or all bidders after the submission deadline.
10. Installation of Dealership/Distributorship Logo is PROHIBITED.
11. The completed unit delivered to the City of Fayetteville shall comply with all accepted
commercial standards for materials and supplies which are new and unused except for
normal testing and evaluation needed prior to release for delivery.
12. All items marked "MANDATORY REQUIREMENT FOR CONSIDERATION OF BID" MUST
be completed and retumed with the bid or the bid may be considered as non-responsive
and rejected on that basis.
13. Parts and Service Manuals shall be provided to cover the Chassis, Power train, Body, and
any modifications to production items.
14. A training session shall be provided at a City of Fayetteville Facility, in order to familiarize
City Employees with the operational and maintenance needs of any special equipment
fumished.
These are MINIMUM SPECIFICATIONS ONLY, and are not limited or restricted to the following.
ALL UPGRADE OR DOWNGRADE VARIATIONS/DEVIATIONS/SUBSTITUTIONS MUST BE
CLEARLY ANNOTATED. IN THE ABSENCE OF SUCH STATEMENTS, THE BID SHALL BE
ACCEPTED AS IN STRICT COMPLIANCE WITH ALL TERMS, CONDITIONS, AND
SPECIFICATIONS AND THE SUPPLIER SHALL BE HELD LIABLE.
Altemates will be considered, provided each supplier clearly states on the face of the proposal
exactly what is proposed to be fumished, and forwards necessary descriptive material which will
clearly indicate the character of the article covered by the bid. All Bids are subject to Staff analysis,
Fleet standardization requirements, replacement parts availability, warranty service availability, and
Manufacturer/Distributor/Dealer Field support of operational units will be considered.
All Units Bid shall show deviations to line item specifications on the "Minimum Specification"
attached with referral to each item. Utilizing a copy of these specifications with variations "hi-lited"
and specifics noted is suggested.
ANY BIDDER, WHETHER A MANUFACTURER OR DESIGNATED DEALER, WHO CAN
PROVIDE MATERIALS, FEATURES OR OPTIONS TO MEET THE SPECIFICATIONS OUTLINED
HEREIN, AND WILLFULLY FAILS TO DO SO BECAUSE OF PRICE, OR TO GAIN A PRICING
ADVANTAGE IN A COMPETITIVE BID SITUATION WILL BE DEEMED NON-RESPONSIVE. NO
FURTHER CONSIDERATION OF THEIR BID SUBMISSION WILL BE MADE. SHOULD THEIR
CURRENT LITERATURE OR PRICE LISTS FOR MATERIALS, FEATURES, OR OPTIONS
INDICATE THEIR ABILITY TO PROVIDE SAME TO MEET THESE SPECIFICATIONS, AND THEY
FAIL TO DO SO, THEY WILL BE DEEMED NON-RESPONSIVE, AND DECLARED INELIGIBLE
TO RECEIVE THE AWARD FOR THE UNIT SPECIFIED. FINALLY, ANY CLAIMS THAT AN ITEM
BID EXCEEDS THE STATED SPECIFICATION MUST BE DEMONSTRATED IN A
4
• •
PERFORMANCE DEMONSTRATION IN DIRECT COMPETITION WITH OTHER UNITS BID BY
OTHER MANUFACTURERS PRIOR TO AN AWARD, OR THE BID WILL BE DEEMED
UNRESPONSIVE FOR FAILURE TO SUBSTANTIATE THE CLAIM.
All equipment shall be new and unused, and of the Manufacturers Current Model Year, and shall
include all standard equipment as advertised by the Manufacturer. All vehicles and equipment listed
herein shall comply with applicable Federal and State Safety, Emission and Pollution Control
Requirements in effect at time of delivery. Standard Manufacturer's Warranty shall be fumished.
Minimum Warranty period shall be no less than one year.
Field demonstrations of currently operational units which are offered as a substitute, variation, or
deviation may be required as part of Staff analysis, at the option of Staff members, or other qualified
interested parties. Properly documented referrals may be required of vendors, which allow field
evaluation of units in a comparable operational area.
The City of Fayetteville reserves the right to accept the best bid for the City, and is not required to
accept the lowest priced bid.
The City also reserves the right to reject any or all bids and will be the sole judge of what comprises
the best, and most advantageous unit to meet the needs of the City.
GENERAL PROVISIONS AND REQUIREMENTS
1. GENERAL
It is the intent and purpose of these specifications, to secure for the purchaser the necessary
equipment and accessories that will be capable of performing in a safe, practical, and efficient
manner consistent with accepted commercial standards.
2. MATERIALS AND WORKMANSHIP
All equipment, materials, and workmanship shall be of the highest grade in accordance with
modem practice. The equipment supplied will be new and unused except for the necessary testing,
calibration, and transportation.
3. WARRANTY
All items fumished in accordance with these specifications shall be covered by the manufacturers
and/or supplier's standard warranty or guarantee on new equipment. The minimum warranty period
on new equipment must be one year. Warranty which will be honored by other than the supplier
bidding must be annotated.
4. PARTS AND SERVICE
To best service the requirements of the purchaser, it is the intent of these specifications to secure
equipment which can be properly maintained, and serviced without the necessity of stocking an
extensive parts inventory, or being subjected to long periods of interrupted service due to the lack of
spare parts
5
AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
STP REVIEW FORM - FINANC-Ai. OBLIG m ON
For the Fayetteville City Council Meeting of: December16,2003
FROM:
Greg Boettcher
Name
Water & Wastewater Wastewater Treatment Plant
Division Department
ACTION REQUIRED: Approval to purchase a flash mixer for the Noland Plant from Vanco Engineering
Company for $21,310.00 based upon their Iow competitive quotation. Funds for purchase to be transferred
from Building Improvements account balance,--tn.... o,QpAoOa S . `"t7 aJ±ctQkooS. k4Duct2t
COST TO CITY:
$21,301.00 S 213,417.00 Plant Pumps & Equipment
Cost of this request
Category/Project Budget Program Category / Project Name
5400-5800-5414-00 S 208,330.00 Wastewater Treatment Improvements
Account Number
Funds Used to Date Program / Project Category Name
02069.1 S 5,087.00 Water & Sewer
Project Number
Remaining Balance Fund Name
BUDGET REVIEW:
Budgeted Item
tOC 4—mac (hkig
Date
Budget Manager
Budget Adjustment Attached
CONTRACT/GRANT/LEASE REVIEW:
. r_s 428163
Accounting Manager Date Internal Aydjtor Date
Purchasing Manager Date
itIasIo3
Dat
STAFF RECOMMENDATION:
Divis:c
Departal'nt Director Date
S ce
Finance & Internal ervices Dir.
Chief
istrativ- Of`_icer
Mayor
12-1-u�
Date
/1-45-0,
Date
Date
Received in Mayor's Office
Date
cross Reference:
Previous Ord/Resp:
Orig. Contract Date:
Orig. Contract Number:
New Item: Yes No
Sia_`f Review Form - Page 2
FAYETTEALE
1HE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Greg Boettcher
Water & Wastewater Director
From: Clarice Buffalohead-Pearman
City Clerk Division
Date: December 22, 2003
Re: Res. No. 188-03
Attached is an executed copy of the above resolution, approved by the City Council on December
16, 2003, awarding Bid No. 03-72 to Vanco Engineering Company for a flash mixer to the WWTP.
Also attached is a copy of the budget adjustment and your original check request.
This resolution and attachments will be recorded in the city clerk's office and microfilmed. If
anything else is needed please let the clerk's office know.
/cbp
attachments
cc. Nancy Smith, Internal Auditor
Barbara Fell, Budget & Research