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HomeMy WebLinkAbout196-10 RESOLUTIONRESOLUTION NO. 196-10 A RESOLUTION AWARDING BID #10-65 AND AUTHORIZING THE PURCHASE OF A FLOW INJECTION ANALYSIS INSTRUMENT FROM HACH COMPANY IN THE AMOUNT OF $53,930.78 FOR USE IN TESTING AT CITY WASTEWATER TREATMENT FACILITIES 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 #10-65 and authorizes the purchase of a flow injection analysis instrument from HACH Company in the amount of $53,930.78 for use in testing at City wastewater treatment facilities. PASSED and APPROVED this 16th day of November, 2010. APPROVED: By: £4L L'IN•LDJORDl' ATTEST: ayor SO ' 1 RA E. SMITH, City Clerk/Treasurer David Jurgens Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 16 -Nov -10 City Council Meeting Date Agenda Items Only Wastewater Treatment Division Action Required: Utilities Department Approval of the purchase of a Flow Injection Analysis instrument, from HACH Company for $49,364.56 plus tax, Bid 10-65. The estimated price with tax is $53,930.78. 53,931 Cost of this request 5400.5800.5801.00 Account Number 02069 Project Number 218,790 Category / Project Budget WWTP Plant Pumps & Equipment Program Category / Project Name 36,647 Wastewater Treatment Funds Used to Date Program / Project Category Name 182,143 Water/Sewer Remaining Balance Fund Name Budgeted Item XX Budget Adjustment Attached Ta..1 a . P01, Finance and Internal Services Director 2L Oct Date /0-25-10 Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: RClerl k's Offkf —22-10P05:06 RCVD Date Da e Da e Comments: Revised January 15, 2009 av'F�ille www.accessfayetteville.org To: Fayetteville City Council Thru: Mayor Lioneld Jordan Don Marr, Chief of Staff From: David Jurgens, Utilities Director Fayetteville Water and Sewer Comm Date: October 22, 2010 CITY COUNCIL AGENDA MEMO MEETING DATE OF NOVEMBER 16, 2010 THE CITY OF FAYETTEVILLE, ARKANSAS Subject: Approval of the purchase of a Flow Injection Analysis instrument, from HACH Company for $49,364.56 plus tax, Bid 10-65 RECOMMENDATION Staff recommends approval of bid #10-65 for the purchase of a Flow Injection Analysis instrument, which includes PC hardware and software, setup, and training from HACH Company for $49,364.56 plus tax. The estimated price with tax is $53,930.78. BACKGROUND The Flow Injection Analysis instrument with an in-line heating and sequential digestion unit is capable of performing analyses for total phosphorus, nitrogen as nitrate, and other cation and anion parameters. Based on preliminary input from the Arkansas Department of Environmental Quality, it is anticipated that the next NPDES permit for the West Side will contain requirements for Nitrate -Nitrite and may also contain the requirement of 0.1mg/1 Total Phosphorus. This instrument will provide the wastewater treatment laboratory with the capability of analyzing for low level phosphorus and nitrate -nitrite in samples taken from within both the Noland and West Side Wastewater Treatment Facilities. DISCUSSION The City received one bid on October 20, 2010 from HACH Company for $49,364.56. The said bid meets the minimum specification requirements. Although there was only one bidder, the price is within the expected range. BUDGET IMPACT Funds for the Flow Injection Analysis instrument are available in the Wastewater Treatment Plant CIP — Plant Pumps and Equipment project. Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 RESOLUTION NO. A RESOLUTION AWARDING BID #10-65 AND AUTHORIZING THE PURCHASE OF A FLOW INJECTION ANALYSIS INSTRUMENT FROM HACH COMPANY IN THE AMOUNT OF $53,930.78 FOR USE IN TESTING AT CITY WASTEWATER TREATMENT FACILITIES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Coune&il of the City of Fayetteville, Arkansas hereby awards Bid #10-65 and authorizes the purchase of a flow injection analysis instrument from HACH Company in the amount of $53,930.78 for use in testing at City wastewater treatment facilities. PASSED and APPROVED this 16th day of November, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer Wireev.le S BID: 10-65 DATE: 10/20/10 TIME: 2:00 PM CITY OF FAYETTEVILLE Bid 10-65, Flow Injection Equipment 1 Hach Company Hach Co - Lachat Inst QuikChem 8500 Series 2 $49,364.56 *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. CERTIFIED: P. VICE, PURCH MGR / WITNESS /bZ0 6v D TE ave evile INVITATION TO BID City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479.575.8220 ARKANSAS TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID: Bid 10-65, Flow Injection Equipment DEADLINE: Wednesday, October 20, 2010 before 2:00 PM, Local Time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.fayetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Monday, October 04, 2010 INVITATION TO BID Bid 10-65, Flow Injection Equipment No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled "Bid 10-65, Flow Injection Equipment" 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: 00,6r) 1mpan Contact Person: rteo\ \ * Title: t\fetO( Qf Scat'eS E -Mail: Sot).2s e laCha4l r75V(Atre ?,S, AO hone: /-1-7-7(.0 Business Address: 5(O 7 1...• ' C%C. b - City: Ne\ Signature: City of Fayetteville, AR Bid 10-65, Flow Injection Equipment Page 1 of 14 ( State: C Zip: goy 3g Date: 1 0— 12.— )D City of Fayetteville Bid 10-65, Flow injection Equipment Bid Form *GUARANTEED DELIVERY DATE: 30-115 'bays 4-R0 F.O.B. City of Fayetteville, Noland Wastewater Treatment Plant, 1400 N. Fox Hunter Road, Fayetteville, AR 72701 ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE 1. Flow Injection Equipment as specified 1 $ Liq,364151P $ 46113IAS (� Please Specify for Unit(s) Bid: /� ` `_ " *MANUFACTURER: \ACS Cb -. �c 1 n MODEL: QU.1 (Clem %Db Seri a. TOTAL BID PRICE: $ ` 9, 3 to st Bids must be submitted on this bid form in its entirety AND accompanied by descriptive literature on the products being bid. THIS FORM CONTINUES ON THE NEXT PAGE.. . City of Fayetteville, AR Bid 10-65, Flow Injection Equipment Page 2 of 14 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: \-\ac1k Com pan Purchase Order/ yments shall be issued to this name *BUSINESS ADDRESS: 5(9 D b L m hk beV'sk �r *CITY: LOj e\an7 *STATE: C *ZIP: ' o 5 g *PHONE:C606 a.14 -1'i Lela FAX: 91O 4(p 1 - 3 9 *E-MAIL: sales ac: -o l) () s- r `2 nts r £..O Th *BY: (PRINTED NAME) a c€5 *AUTHORIZED SIGNATURE:' (4L, *TITLE: \ (ec\-o - SOI, eS Acknowledge Addenda: Add. No. Dated: Add. No. Dated: Add. No. Dated: Add. No. Dated: Add. No. Dated: City of Fayetteville, AR Bid 10-65, Flow Injection Equipment Page 3 of 14 City of Fayetteville Bid 10-65, Flow Injection Equipment Technical Specifications General Purchase of an analytical instrument that will enable the wastewater treatment plant's laboratory to analyze for Total Phosphorus at ultra low level and Nitrate and Nitrite with the capabilities of analyzing other cation and anion analyses. Technical A Flow Injection Analysis instrument with chemistry manifolds for Total Phosphorus as Phosphate -P and Nitrogen as Nitrate plus Nitrite with an in-line heating and sequential digestion unit capable of reaching 160 degress Celcius for sample digestion with sulfuric acid and potassium persulfate. )1eS • NO/ YO • t -es • yes • yes • yes • yes• 2 -cm flow cell or better to provide a lower analyte detection of 0.002 mg/L. 340-880 nanometer bandwidth UV detection. 400 — $3o nanomekr' CVisib0 Interference filter. Peak measurement data analysis area/height. Sample throughput of at least 60 tests per hour per channel. All methods must include linearity, precision, accuracy and method detection limit data. All appropriate chemistries and methodology must be approved for US EPA compliance monitoring per 40 CFR 136 and must be appropriate for wastewater analysis. Components 1-e5 yes • SPS • yes • YeS • Automated single piston dilution system to provide at least 100 -fold dilution, which is triggered automatically for over -range samples, and performing at less than or equal to 10% accuracy error and less than or equal to 2.5% precision error. Automated sample injection. Automated reagent introduction. Automated rinse feature between samples to reduce carry-over and contamination. Chemistry manifolds must use inert PTFE tubing or equivalent and replacement must be quickly and easily accessible without disassembly of delicate system components. Corrosion resistant components, including Teflon tubing and corrosion resistant paint on metal surfaces. Yes • The FIA system must be upgradable to provide Ion Chromotography which could run independently and simultaneously from the FIA portion of the system. The FIA system must be upgradable to include additional analytical channels, each with its own leak detection system and, where applicable, with software controlled heaters for digestion that will pause the system until the set -point temperature is reached. The system must not require compressed gas. The system must not require debubblers and rebubblers as a primary means of protection of the Nitrate cadmium reduction column. PC hardware and software fully included. Software with windows based operating system featuring quality control, data quality management, auto -dilution triggers, custom reports and automatic logging. Software must City of Fayetteville, AR Bid 10-65, Flow Injection Equipment Page 10 of 14 • yes . yes • yes Yes specifically include QC limits for each QC check standard, both relative and absolute, user - defined QC limits with out -of -range detection and immediate correction prior to any inaccurate data generation for any sample matrix, automated QA/QC protocol to monitor accuracy and precision, automated calculation of the USEPA's protocol for Method Detection Limit. Njes • Software must include data quality management capability which will automatically instruct the instrument to react to data that fails . to fall within specifications by performing one of five options: 1. Give a message showing how far out of specifications the QC is, but continue the run, 2. Automatically recalibrate and rerun all samples, 3. Automatically recalibrate and rerun all samples after the last quality control set that passed, 4. Abort the run, 5. Offer a menu with choices 1 through 4. Support Full set-up and training provided. Service agreements must be provided which supply field service by direct employees of the vendor with full knowledge and experience with the instrument. Technical Support must be included with a degreed scientist who may review and assist with data support if requested. Minimum of 1 -year warranty or manufacturer's warranty, which ever is GREATER, on parts and labor with extended warranties available at request. Parts or components must be available for loan within 48 hours if requested, both during and after the warranty period. Warranty shall include all parts & labor as well as shipping to and from destination(s) for coordination of repair and replacement parts. Delivery yes • All units are to be delivered F.O.B. to the City of Fayetteville, Noland Wastewater Treatment Plant, located at 1400 N. Fox Hunter Road, Fayetteville, Arkansas 72701, for compliance review and final acceptance. ye9 • Units shall be fully assembled, serviced, as deemed ready for acceptance. Other yes yes Yes yes • Unit(s) bid must be new and of the latest standard production model as offered for commercial trade. • All specifications written are to minimums, unless otherwise noted. • All unit(s) bid must meet or exceed the minimum requirements or they will be deemed incomplete and will not be considered for bid award. • Warranty shall include all parts, labor, and transportation to the location of the warranty administrator. • Payment(s) may be held until all documentation is delivered to the City of Fayetteville. City of Fayetteville, AR Bid 10-65, Flow Injection Equipment Page 11 of 14 City of Fayetteville Bid 10-65, Flow Injection Equipment Statement of Disclosure — To Be Submitted With ALL Bids This page does not count towards page limitations set forth in this request for proposal or bid. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: X1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL: 1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and 2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. Printed Signature 10- \Z- 1D Date City of Fayetteville, AR Bid 10-65, Flow Injection Equipment Page 12 of 14 City of Fayetteville Bid 10-65, Flow Injection Equipment Authorized Negotiator Information — To Be Submitted With ALL Proposals At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Name of Firm: -laccF» euran/1j Name of Primary Contact: Co re -8 11 l /'i - Title of Primary Contact: ib‘(ec ©C Sties Phone#1 (cell preferred): g 1p a- 4q0-11-1/90 Phone#2: ai0 -(0 (&Q - 3d Sp E -Mail Address: SOcVQ.S t(•�Ch&*) fS)-idly€r1 Se ( D ( ) Is the primary contact (listed in Part I) able to legally bind contracts? If no, please list contact that can legally bind a contract for the firm: Name: Title: Phone#1 (cell preferred): Phone#2: E -Mail Address: Date: "12-10 Signed: City of Fayetteville, AR Bid 10-65, Flow Injection Equipment Page 13 of 14 NO (circle one) EACH/err //VSYRLIMENTS A Hach Company Brand PRICE QUOTATION TO: City of Fayetteville Purchasing Division, Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479-575-8220 email: aforen@ci.fayetteville.ar.us P.O. Box 608, Loveland CO 80539-0608 Tel: (800) 247-7613 Fax: (970) 461-3919 email: sales@lachatinstruments.com Quote # Date: Salesperson: Prepared By: Proposed Shipping Date: F.O.B. To be shipped via: Expiration: 21679B 10/12/2010 Scott Schroeder Heather Johnston 2-4 Weeks ARO Destination Best Way 11/26/2010 Bid 10-65, Flow Injection Equipment Due: October 20, 2010 @ 2:00 PM QTY. DESCRIPTION UNIT PRICE EXTENDED AMOUNT 1 QC85S2R2 QuikChem 8500 Series 2 FIA+ $34,742.00 $34,742.00 1 A58102 System Unit with built-in leak detector/failure alert system 2 A58008 Analytical Channel with high performance injection valve 1 A58120 ASX-260 Series XYZ Sampler 1 A85139 RP -100 Reagent Pump, 12 Tubes 1 A85025 Accessories Kit 1 D00O26.53.00808 QC8500 Instrument Manual 1 LIMETH Methods Manual 1 85203 QC8500 Packaging Set 1 14011L Power Strip Additional required items: 1 A85080 Omnion 3.0 Software $2,795.00 $2,795.00 1 A85060 Data System with Printer $2,150.00 $2,150.00 1 A85134 Software Controlled Heater Apparatus including $1,010.00 $1,010.00 1200 CM Insert 1 A89103 PDS200 Dilutor $6,110.00 $6,110.00 1 A30111 In -Line Sample Prep Module $3,725.00 $3,725.00 1 58025 2cm Detector Assembly $2,025.00 $2,025.00 Less Discount for 2CM Detector: ($2,025.00) Analytical Manifolds: 1 E10 -115-01-3-F Phosphorus, Inline Total $1,390.00 $1,390.00 1 E10 -107-04-1-A Nitrate + Nitrite $1,390.00 $1,390.00 Sub -Total: $53,312.00 Less Corporate Discount: ($6,397.44) 2 TRNFAC2 Training, Factory -based, 2 Day, QC8500 FIA+, Omnion 3.0 $1,000.00 $2,000.00 Training on system installation, operation, maintenance and troubleshooting. Note: training course expires one (1) year after invoicing. Packing & Handling fee (41LI): $175.00 $175.00 Estimated Motor Freight Charges: $275.00 TOTAL: $49,364.56 Service Options with instrument purchase (begins after warranty expires): 1 FSPQC8500 Field Service Partnership (1 year) $4,206.00 $4,206.00 1 PMTRAVEL1 One (1) On -Site PM Visit $150.00 $150.00 1 BSPQC8500 Factory Service Partnership (1 year) $3,956.00 $3,956.00 1OTES: Full payment is not contingent upon completion of installation and training. Installation and training are pre -paid services included in the instrument 21679B.xls Page 1 By: Lachat Instruments -Hach Co. LAAC i-1rr /NST7zrumff VTS A Hach Chrnpany Brand TO: City of Fayetteville Purchasing Division, Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479-575-8220 email: aforen@ci.fayetteville.ar.us PRICE QUOTATION Bid 10-65, Flow Injection Equipment Due: October 20, 2010 @ 2:00 PM P.O. Box 608, Loveland CO 80539-0608 Tel: (800) 247-7613 Fax: (970) 461-3919 email: sales@lachatinstruments.com Quote # Date: Salesperson: Prepared By: Proposed Shipping Date: F.O.B. To be shipped via: Expiration: 21679B 10/12/2010 Scott Schroeder Heatherlohnston 2-4 Weeks ARO Destination Best Way 11/26/2010 QTY. DESCRIPTION UNIT PRICE EXTENDED AMOUNT purchase. INSTALLATION: 1/2 Day Component Setup & Verification (not a substitute for Training) Warranty - One (1) Year Parts and Labor This system is delivered on a large pallet which requires a lift gate. Please indicate if you do not have a loading dock or lift gate at the delivery point. In this case, special equipment from the trucking company would be required to unload the goods. 21679B.xls Page 2 By: Lachat Instruments -Hach Co. ess medical or 1099 service relal AI%PQ_Request shall be scanned'toYthe°Purchasmg;e-mail 'Purc"hasir g@cLfayetteville aru Requisition No.: OMI 10- 03 P.O Number: Date: 22 -Oct -10 Expected Delivery Date: 31 -Dec -10 Vendor #: 05160 Vendor Name: HACH Company Mail Yes: No: X Address: P.O. Box 608 Fob Point: Fayetteville, AR Taxable City: Loveland State: CO Zip Code: 80539-0608 Ship to code: 95 axa e Ye .X Di i o No: Quotes Attached Yes: X No: Head Approval: Requester: Bruce Richart Requester's Employee #: OMI Exte n: 4479-443-3292 Item 1 2 3 4 5 6 7 8 9 10 Description Flow Injection Equipment Quantity 1 Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # EA $49,364.56 $49,364.56 5400.5800.5801.00 02069 Shipping/Handling -Special Instructions: Bid #10-65 Lot Approvals: Mayor: Department Director: Finance & Internal Services Director: Budget Manager: Dispatch Manager: Utilities Manager: imr Subtotal: Tax: Total: $49,364.56 $4,566.22 $53,930.78 Purchasing Manager: IT Manager: Other: