HomeMy WebLinkAbout251-09 RESOLUTIONRESOLUTION NO. 251-09
A RESOLUTION AWARDING BID #09-71 AND APPROVING THE
PURCHASE OF PHOSPHATE AND AMMONIA CONTINUOUS
ANALYZERS AND OTHER NECESSARY COMPONENTS FROM HACH
COMPANY IN THE AMOUNT OF $36,947.84 FOR USE AT THE NOLAND
WASTEWATER TREATMENT PLANT
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 awards Bid
#09-71 and approves the purchase of phosphate and ammonia continuous analyzers and other
necessary components from HACH Company in the amount of $36,947.84 for use at the Noland
Wastewater Treatment Plant.
PASSED and APPROVED this 15th day of December, 28 9;; 6TY p SG''.
_U• •1�3
:FAYETTEVILLE:
ATTEST: �;• ;�
,11''y;NGTON .
By: v7 `
APPROVED:
B
rY'
SONDRA E. SMITH, City Clerk/Treasurer
David Jurgens
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
15 -Dec -09
City Council Meeting Date
Agenda Items Only
Water and Sewer
Division
Action Required:
if
Utilities
Department
Approval of the purchase of phosphate and ammonia continuous analyzers from HACH Company for $33,819.28,
plus tax, Bid #09-71.
36,948
Cost of this request
5901.0o
5400.580016444799—
Account Number
02069 - \
Project Number
Budgeted Item
i
X
$
250,867
Category / Project Budget
34 682
Funds Used to Date
216,185
Remaining Balance
Budget Adjustment Attached
Wastewater Treatement
Program Category / Project Name
Plant Pumps & Equipment- WWTP
Program / Project Category Name
Water/Sewer
Fund Name
a
M
Depa Dire
— me
w oy
, - I
or
Finance and Internal Services Director
ZS Nal to
Date
/I-30-09
Date
\I-10-2061
Date
/2 /moi
Date
/e
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number.
Comments:
Revised January 15, 2009
Trettuille
11
CITY COUNCIL AGENDA MEMO
MEETING DATE OF DECEMBER 15, 2009
THE CITY OF FAYETTEVILLE, ARKANSAS
ARKANSAS
www.accesstayetteville.org
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff r\
From: David Jurgens, Utilities Director
Fayetteville Water and Sewer Commi
Date: November 24, 2009
Subject: Approval of purchase of phosphate and ammonia continuous analyzers and other necessary
components from HACH Company for $33,819.28, plus tax, Bid #09-71
RECOMMENDATION
Staff recommends approval of bid #09-71 for the purchase of phosphate and ammonia continuous analyzers and
other necessary components from HACH Company for $33,819.28, plus $3,128.56 tax.
BACKGROUND
This bid is for the replacement of the existing system: Hach Phosphax® Compact Phosphate Analyzer, and Hach
Amtax® Compact Analyzer; both of which are jointly supplied filtered sample by a Hach Filterprobe se®
Ultrafiltration System. The existing system was bought in 2003 and installed at the last stage of, the biological
nutrient removal process. The equipment has become technologically outdated, no longer provides full service
function, and is increasingly costly to maintain and operate.
The on-line analyzers provide instantaneous monitoring data on Phosphorus and Ammonia prior to discharge.
The availability of the data allows plant operators to make timely decisions on process control, which are
critical to NPDES permit compliance. The equipment is also a part of the plant automation, which minimizes
labor cost on monitoring and testing.
DISCUSSION
The City received one bid on November 24, 2009 from HACH Company in the amount of $33,819.28. The bid
has been reviewed by staff, and meets all specifications.
BUDGET IMPACT
Funds are available within the Wastewater Treatment Plant Pumps & Equipment project.
PA Online Analyzers CC Memo Nov09.doc
RESOLUTION NO.
A RESOLUTION AWARDING BID #09-71 AND APPROVING
THE PURCHASE OF PHOSPHATE AND AMMONIA
CONTINUOUS ANALYZERS AND OTHER NECESSARY
COMPONENTS FROM HACH COMPANY IN THE AMOUNT OF
$36,947.84 FOR USE AT THE NOLAND WASTEWATER
TREATMENT PLANT
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 awards Bid
#09-71 and approves the purchase of phosphate and ammonia continuous analyzers and other
necessary components from HACH Company in the amount of $36,947.84 for use at the Noland
Wastewater Treatment Plant.
PASSED and APPROVED this 15th day of Decemeber, 2009.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville, Arkansas
Purchasing Division — Room 306
t e
113 W. Mountain
+ Fayetteville, AR 72701
ARKANSAS Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID
INVITATION TO BID: BID 09-71, Phosphate and Ammonia Analyzers
DEADLINE: Tuesday, November 24, 2009 at 3:00 PM, Central Standard Time
DELIVERY LOCATION: Room 306 —113 W Mountain Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.favetteville.ar.us, 479.575.8220
DATE OF ISSUE AND ADVERTISEMENT: Monday, November 16, 2009
INVITATION TO BID
BID 09-71, Phosphate and Ammonia Analyzers
No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled "Bid 09-71,
Phosphate and Ammonia Analyzers" with the name and address of the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each bidder is required to fill in every blank and shall supply all
information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and In strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm: Hach Company
Contact Person: Emily Coppola Title: Project Specialist I
E -Mail: bids@hach.com Phone: (800) 227-4224
Business Address:
5600 Lindbergh Drive
City: Loveland
Signature: C4AVIA((�
,
City of Fayetteville AR
Bid 09-71, Phosphate and Ammonia Ana yzers
Page 1 of 8
State: Co Zip: 80538
Date:
11/19/2009
City of Fayetteville
Bid 09-71, Phosphate and Ammonia Analyzers
Project & Product Information
1. All bids shall be submitted in a sealed envelope and must be submitted on forms acquired by
the vendor from the City of Fayetteville Purchasing website (www.accessfavetteville.orq). Bids
with missing pages or missing any requested attachment will be deemed incomplete.
2. The item bid and the bid number shall be stated on the face of the sealed bid envelope.
3. Bids received after the date and time set for receiving bids will not be considered.
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.
5. The quantities listed are based on the needs of the City and availability of funds at the time
bids are posted. The City shall be able to purchase more or less than the quantity indicated
subject to availability of funds or change in needs.
6. The bid price shall remain good and firm until project is completed. Payment to the vendor by
the City will be made within 30 days following delivery and acceptance in accordance with
these specifications and the City's Purchase Order to the vendor. Faster payment is offered
through acceptance of Visa
7. All products delivered shall comply with applicable standards of quality.
8. Any exceptions to the specification requirements of the City of Fayetteville must be noted on
the Bid Form.
9. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to
cover the fumishing of the items bid. Sales tax Is not to be included in the bid price.
Applicable Arkansas sales tax laws will apply to this bid, but will not be considered in award of
the bid.
10. Each bidder shall state on the face of the bid form the anticipated number of days from the
date of receipt of an order for delivery of equipment and installation to the City of Fayetteville.
Failure to deliver on or before the time specified in the contract may subject the contractor to
payment of damages or other appropriate sanctions.
11.Copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be
clearly noted on the bid form. Written warranties shall specify the greater of the manufacturer's
standard warranty or the minimum warranty specified herein by the City.
12. Bidders must provide the City with their bids signed by an employee having legal authority to
submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall
be borne by the bidder.
13. The City reserves the right to request any additional information it deems necessary from any
City of Fayetteville, AR
Bid 09-71, Phosphate and Ammonia Analyzers
Page 2 of 8
or all bidders after the submission deadline.
14. The 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 for any costs incurred by bidder in preparation of bid.
15. If products and/or components other than those described in this bid document are proposed,
the bidder must include complete descriptive literature and technical specifications. All
requests for additional information must be received within five working days following the
request. Each apparent low bid will be reviewed line by line to ensure compliance with
specifications prior to recommendation for award.
16. Bids must be received by mail or hand delivery in the Purchasing Office, Room 306, 113 W.
Mountain St. Fayetteville, AR 72701, on or before the time of closing listed on the face of the
bid. No bids shall be accepted via a -mall or fax.
17.The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office
at (479) 575-8220 to insure receipt of their bid documents prior to opening time and date listed
on the bid form.
18. Items bid must be delivered FOB City of Fayetteville West Side Wastewater Treatment Plant,
15 S. Broyles Road, Fayetteville, AR 72701. Units must be fully assembled, serviced, and
ready for operation as delivered unless otherwise specified. No dealer/distributor logo or other
identification will be installed other than standard manufacturer name badges and specification
plates.
19. Any discrepancy between the specifications and plans should be brought to attention
immediately, in writing, to Andrea Foren at aforenfa�a.favetteville.ar.us
20.Any reference to a particular brand or manufacturer is done in an effort to establish an
acceptable level of quality for this project. Brands or manufacturers that are included in bid
that are of at least equal quality, size, design, and specification as to what has been specified,
will be acceptable for consideration only if approved by the City of Fayetteville Purchasing
Division. The City of Fayetteville reserves the right to accept or reject any requested equal.
21.Price bid shall include warranty, including but not limited to parts and labor, at no additional
cost to the City of Fayetteville, as specified herein.
22. NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately
via telephone (479.575.8220) or e-mail (aforen(& ci.favetteville.ar.us ). It is the intent and
goal of the City of Fayetteville Purchasing Division to provide bid packets that provide a
clear and accurate understanding of the scope of work to be completed and/or goods to
be provided. We encourage all interested parties to ask questions to enable all bidders
to be on equal bidding terms & documents.
23."Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all
qualified small, minority and women business enterprises to bid on and receive contracts for
goods, services, and construction. Also, City of Fayetteville encourages all general contractors
to subcontract portions of their contract to qualified small, minority and women business
enterprises."
City of Fayetteville, AR
Bid 09-71, Phosphate and Ammonia Analyzers
Page 3 of 8
24. The City of Fayetteville shall take ownership of product when products bid arrive undamaged
at the specified shipping location.
25.ANY EXCEPTION TAKEN TO THESE SPECIFICATIONS AND BID DOCUMENTS SHALL
BE NOTED ON THESE DOCUMENTS. BIDDERS SHALL NOTE THE DIFFERENCE NEXT
TO THE RELATED SPECIFICATION. THE CITY RESERVES THE RIGHT TO ACCEPT OR
REJECT EXCEPTIONS TO SPECIFICATIONS.
City of Fayetteville, AR
Bid 09-71, Phosphate and Ammonia Analyzers
Page 4 of 8
City of Fayetteville
Bid 09-71, Phosphate and Ammonia Analyzers
Product Information & Specifications
1.0 Description
1.1 The City of Fayetteville is soliciting bids for the replacement of one phosphate and one ammonia
continuous analyzers at the Paul R. Noland Wastewater treatment plant. This bid is for the replacement
of the existing system: Hach Phosphax® Compact Phosphate Analyzer, and Hach Amtax® Compact
Analyzer; both of which are jointly supplied filtered sample by a Hach Filterprobe sc® Ultrafiltration
System.
2.0 Detailed Instrument Specifications
2.1 Complete System Requirements
Y 2.1.1 One phosphate and one ammonia analyzer must be supplied.
Y 2.1.2 Devices must be capable of accurately and precisely measuring phosphate and ammonia
concentrations in wastewater.
Y 2.1.3 Both devices must be controlled by a single controller. The controller must have a probe module
and a display module.
Y 2.1.4 Analyzers must be supplied with an integrated filtering apparatus.
Y 2.1.5 Sampling and reporting time must total less than five minutes.
Y 2.1.6 Sampling frequency must be adjustable by user with a frequency of at least one sample every
five minutes.
y 2.1.7 Instruments must maintain stated accuracy and reproducibility at pH range of 5-9 pH and
operation temperature of -20 to 45 °C.
Y 2.1.8 Both analyzers must self clean and calibrate.
Y 2.1.9 Controller output must be 4-20mA with networking capability.
2.2 Phosphate Analyzer Requirements
Y 2.2.1 Phosphate concentrations must be reported as mg Orthophosphate-phosphorus/L.
Y 2.2.2 Measurement range must encompass a range of at least 0.05 to 15 mg phosphate-P/L.
Y 2.2.3 Accuracy and reproducibility for measuring phosphate must be at least 12% at 0.05 mg
phosphate/L.
2.3 Ammonia Analyzer Requirements
y 2.3.1 Ammonia concentrations must be reported as mg ammonia/L.
Y 2.3.2 Measurement range must encompass a range of at least 0.05 to 20 mg ammonia/L.
City of Fayetteville, AR
Bid 09-71, Phosphate and Ammonia Analyzers
Page 5 of 8
Y 2.3.3 Sample accuracy must be at least ±3% at 0.05 mg ammonia/L, with reproducibility of at least
±2% at 0.05 mg ammonia/L.
2.4 Installation Requirements
Y 2.4.1 Include necessary mounting kit.
Y 2.4.2 Provide manufacture representative on-site for support during instrument startup.
NOTE: ANY EXCEPTION TAKEN TO THESE SPECIFICATIONS AND BID
DOCUMENTS SHALL BE NOTED ON THESE DOCUMENTS. BIDDERS SHALL
NOTE THE DIFFERENCE NEXT TO THE RELATED SPECIFICATION. THE CITY
RESERVES THE RIGHT TO ACCEPT OR REJECT EXCEPTIONS TO
SPECIFICATIONS.
City of Fayetteville, AR
Bid 09-71, Phosphate and Ammonia Analyzers
Page 6 of 8
City of Fayetteville
Bid 09-71, Phosphate and Ammonia Analyzers
Bid Form
*GUARANTEED DELIVERY DATE: 3 Weeks ARO
F.O.B. Paul R. Noland Wastewater Treatment Plant, 1400 N. Fox Hunter Rd, Fayetteville, AR 72701
ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE
1. Whole System (per details) 1 $ 33 819 28 $ 33819.28
Please Specify for Unit(s) Bid:
*MANUFACTURER: Hach Company MODEL: Hach Amtax & Phosphax
TOTAL BID PRICE: $ 33,819.28
EXECUTION OF BID -
Bidders are requested to indicate by check mark or "Yes/No" on each line of the Technical Specifications the compliance of the
item bid. Actual specification of any deficient item must be noted on the bid sheet or separate attachment. If specifications of
item bid differ from provided literature, deviation must be documented and certified by the manufacturer as a regular production
option.
Upon signing this Bid, the bidder certifies that:
1. 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.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified
by The City of Fayetteville.
3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as
specified herein.
4. The City of Fayetteville reserves the right to award the bid in its whole, by line item, or all rejection.
Unsigned bids will be rejected. Items marked * are mandatory for consideration.
*NAME OF FIRM: Hach Company
Purchase Order/Payments shall be issued to this name
*BUSINESS ADDRESS: 5600 Lindbergh Drive
*CITY: Loveland *STATE: Co *ZIP: 80538
*PHONE: (800) 227-4224
*E-MAIL:
bids@hach.com
FAX: (970) 461-3911
*BY: (PRINTED NAME) Emily A. Coppola
*AUTHORIZED SIGNATURE: "t/V I 91
*TITLE:
Project Specialist I
a
City of Fayetteville, AR
Bid 09-71, Phosphate and Ammonia Analyzers
Page 7 of 8
N/A
City of Fayetteville
Bid 09-71, Phosphate and Ammonia Analyzers
Statement of No Bid (submit if applicable)
In order to assist the Purchasing Division of Fayetteville in evaluating and improving our
solicitation process, we are asking for completion of this form and returning via fax or e-mail. By
submitting this form, It will assist us in evaluating all response, improving our bid solicitation
process, and to maintain a positive relationship with our vendors.
We, the undersigned, have declined to bid for the following reason(s):
1. We do not offer this service/product
2. Our schedule would not permit us to perform
3. Unable to meet specifications
4. Insufficient time to respond to the Invitation to Bid
5. We are unable to meet bond requirements
6. Other (Explain)
*NAME OF FIRM:
*BUSINESS ADDRESS:
*CITY: *STATE: *ZIP.
*PHONE:
FAX:
*E-MAIL ADDRESS:
*BY :( PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE: *DATE:
*PLEASE LIST OTHER COMMENTS BELOW:
*Please note: We appreciate your feedback on this form and are very interested in your reason for not bidding.
Please do not hesitate to contact us at 479-575-8220 if you have questions, comments or concerns regarding
these bid documents.
City of Fayetteville, AR
Bid 09-71, Phosphate and Ammonia Analyzers
Page 8 of 8
-, � - -
Finance & Internal Services Director. Budget Manager. IT Manager:
Dispatch Manager: Utilities Manager: Other.
Special Instructions: - -- ----
Bid # 09-71
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Requester: - Duyen Tran
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Address:
P.O. Box 608
Vendor*: Vendor Name:
06160 HACH Company
City Of Fayetteville - Purchase Order (PO) Request
(Not a Purchase Order)
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 a -mall: Purchasing@cLlayettevllle.acus
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Account Numbers
Requester's Employee #:
OMI
Zip Code: Ship to code:
80639-0608 96
Fob Point:
Fayetteville, AR
Subtotal: 633,819.28
Tax: 63,128.28
Total: 636.947.66
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Expected Delivery Date:
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