HomeMy WebLinkAbout148-12 RESOLUTIONRESOLUTION NO. 148-12
A RESOLUTION AWARDING BID #12-54 AND AUTHORIZING THE
PURCHASE OF THREE (3) WATER PUMPS FROM INSTRUMENT &
SUPPLY, INC. IN THE AMOUNT OF $88,800.00, PLUS APPLICABLE
SALES TAX, FOR USE AT THE SOUTH MOUNTAIN PUMP STATION
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
#12-54 and authorizes the purchase of three (3) water pumps from Instrument & Supply, Inc. in
the amount of $88,800.00, plus applicable sales tax, for use at the South Mountain pump station.
PASSED and APPROVED this 17th day of July, 2012.
APPROVED:
By
ELD i ' U AN, Mayor
ATTEST:
By:
SOND ' • E. SMITH, City Clerk/Treasurer
1annutik"/"
ZE:sy
2,1; AYILLE
L.
Shannon Jones
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
17 -Jul -12
City Council Meeting Date
Agenda Items Only
Utilities Capital Projects
Division
Action Required:
Utilities
Department
Approval of an equipment purchase with Instrument & Supply, Inc. for $88,800.00 plus tax, Bid 12-54, for large water
pumps replacement for the South Mountain Water Pump Station.
97,014
Cost of this request
5400.5600.5808.00
Account Number
10005.1
Project Number
Budgeted Item
XX
200,000
Category / Project Budget
South Mtn Pump Station Repair & Replace
Program Category / Project Name
Water & Wastewater
Funds Used to Date Program / Project Category Name
200,000 Water & Sewer
Remaining Balance Fund Name
Budget Adjustment Attached
Depart ;Q t Dire• or
rney
(ilediAlea/
Finance and Internal Services Director
Date
Date
4/29111---D
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City 06-29-12 P12: 05 R CVD
Clerk's Office
Comments:
Revised January 15, 2009
ave tleville
CITY COUNCIL AGENDA MEMO
MEETING DATE OF JULY 17, 2012
THE CITY OF FAYETTEVILLE, ARKANSAS
ARKANSAS
www.accessfayetteville.org
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
David Jurgens, Utilities Director ,t
Fayetteville Water and Sewer Comj'nittee
From: Shannon Jones, Utilities Engineer
Date: June 20, 2012
Subject: Resolution approving a pump purchase from Instrument & Supply, Inc. for $88,800.00 plus tax
RECOMMENDATION
Fayetteville City administration recommends approval of the purchase of water pumps from Instrument &
Supply, Inc. for $88,800.00 plus tax, Bid 12-54, for the South Mountain Water Pump Station.
BACKGROUND
The project consists of replacing and upgrading the pumps, motors, variable frequency drives and electrical
systems for the South Mountain water pump station on 24th Street. The pump station has been in service for
over 30 years with no upgrades. The variable frequency drive is obsolete, the electrical systems are out of date,
and the pumps and motors have exceeded their useful life.
DISCUSSION
This phase of the project is for the purchase of equipment to replace three of the existing water pumps with
newer, more efficient pumps and variable frequency drives. The City opened three bids on June 15, 2012.
Pumps & Power Company
$ 68,880.00
Jack Tyler Engineering of Arkansas
$ 77,805.00
Instrument & Supply, Inc.
$ 88,800.00
The apparent low bidder, Pumps & Power Company, did not meet the specification requirement for the size of
the suction and discharge connections. Due to the incorrect size, these pumps cannot physically be installed in
the existing pump station, as we are using existing hardware as much as possible. The second low bid
submitted by Jack Tyler Engineering of Arkansas does not meet the specified impeller wear ring requirements.
These wear rings are essential to maintaining the pump over time. A good pump should last thirty years or
more, with periodic maintenance on the wear rings and seals. Instrument & Supply, Inc. meets all of the
specified requirements and is the lowest responsible bidder. Staff recommends awarding the purchase to
Instrument & Supply, Inc.
BUDGET IMPACT
Funds are available in the project budget.
Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701
South Mountain PS Memo 6-27-2012 aa
RESOLUTION NO.
A RESOLUTION AWARDING BID #12-54 AND AUTHORIZING THE
PURCHASE OF THREE (3) WATER PUMPS FROM INSTRUMENT &
SUPPLY, INC. IN THE AMOUNT OF $88,800.00, PLUS APPLICABLE
SALES TAX, FOR USE AT THE SOUTH MOUNTAIN PUMP STATION
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
#12-54 and authorizes the purchase of three (3) water pumps from Instrument & Supply, Inc. in
the amount of $88,800.00, plus applicable sales tax, for use at the South Mountain pump station.
PASSED and APPROVED this 17th day of July, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Date:
6/27/2012
Expected Delivery Date:
Quotes Attached
Yes: No:
Fixed Asset #
Subtotal: $88,800.00
Tax: $8,214.00
Total: $97,014.00
I
Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
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Requisition No.:
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Mail
Yes: No:
Taxable
Yes:. I No:
Divi' ead Approval:
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Project/Subproject #
10005.1
City Of Fayetteville - Purchase Order (PO) Request
(Not a Purchase Order) p
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 e-mail: Purchasing@ci.fayetteville.ar.us
Vendor Name:
Instrument & Supply, Inc.
Address: Fob Point:
PO Box 1679
City: State: Zip Code: Ship to code:
Hot Springs AR 71902
Requester's Employee #:
2613
Extended Cost Account Numbers
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Special Instructions:
Per Bid 12-54
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Unit Cost
88,800.00
Unit of Issue
0 0
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Lot
Quantity
Vendor #:
52260
Description
Large Water Pumps Replacement
for the South Mountain Water
Pump Station
Shipping/Handling
a)
—
N CO Cl- LI -)CO N. co 0) O,-.
aye evllle
BIDDEI
1 Instrument & Supply, Inc.
Bid 12-54, Large Water Pumps - Equipment Only
NZ
NUFACTURER!':MODEL. QUANTITY
Fairbanks Morse/ABB 1824/AC550
3
'ICE;
BID: 12-54
DATE: 06/15/12
TIME: 2:00 PM
CITY OF FAYETTEVILLE
TOTAL COST
29,600.00 $ 88,800.00
2 Jack Tyler Engineering of Arkansas Taco
3 $ 25,935.00 $ 77,805.00
3 Pumps & Power Company
Peerless 4AE10
3 $ 22,960.00 $ 68,880.00
CERTIFIED:
*NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
P. VICE, PURCH MGR
1
oG4�j,2
WITN�i�l/�tS?! /BATE
City of Fayetteville, Arkansas
Purchasing Division — Room 306
evi113 W. Mountain
4
Fayetteville, AR 72701
• Phone: 479.575.8220
ARKANSAS TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID: BID 12-54, Large Water Pumps — Equipment Only
DEADLINE: Friday, June 15, 2012 before 2:00 PM, local time
DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, CPPO
DATE OF ISSUE AND ADVERTISEMENT: Thursday, May 31, 2012
INVITATION TO BID
Bid 12-54, Large Water Pumps — Equipment Only
No late bids shall be accepted. Bids shall be submitted in s ealed envelopes labeled with the bid
number, bid description, and with the name and address of the bidder.
All bids shall be submitted in a ccordance with the attached City of Fayetteville sp ecifications and bid
documents attached hereto. Each bidd er is requi red to fill in every blank and sh all sup ply 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 o ffer is not subject to withdr awal unless upon mutua I
written agreement by the Proposer/Bidder and City Purchasing Manager.
Name of Firm: Instrument & Supply, Inc.
Contact Person: Chris Enloe Title: Vice President of Operations
E -Mail: cenloe@isiequip.com Phone: 501-262-3282
Business Address: P.O. Box 1679
City: Hot Springs St e: AR Zip: 71902
Signature: Date: June 14, 2012
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 1 of 16
City of Fayetteville
Bid 12-54, Large Water Pumps — Equipment Only
Bid Form
DATE REQUIRED AS A COMPLETE UNIT: 90 days from Date of Order
*NAME OF BIDDER: Instrument & Supply, Inc.
* DQQ d �; s 4�+'tk rece:spl" ��#— or -der
GUARANTEED DELIVERY ATE: �
F.O.B. Water & Sewer at 2435 S. Industrial Dr., Fayetteville, AR 72701
ITEM: DESC RIPTION: QU
ANTITY: *PRICE EACH: *TOT AL PRICE
1. Horizontal split case pumps, motors, and
variable frequency drives
3 $29,600.00 $88,800.00
Please Specify for Unit(s) Bid:
*MANUFACTURER: Fairbanks Morse/ABB *MODEL:1824/AC550
TOTAL BID PRICE: $ 88,800.00
Item 1 will be awarded to a single vendor — all or none.
Bids must be subm itted on this bid form in its entirety AND accompanied by descriptive
literature on the products being bid.
THIS BID FORM CONTINUES ON THE NEXT PAGE.
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 2 of 16
EXECUTION OF BID -
Bidders are requested to indicate by check mark or "Ye s/No" on e ach 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 s pecifications of ite m bid differ from provided lite rature, dev iation must be d ocumented 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.
Unsigned bids will be rejected. Items marked * are mandatory for consideration.
*NAME OF FIRM: Instrument & Supply, Inc.
Purchase Order/Payments shall be issued to this name
*BUSINESS ADDRESS: P.O. Box 1679
*CITY: Hot Springs *STATE: AR *ZIP: 71902
*PHONE: 501-262-3282 FAX: 501-262-4847
*E-MAIL: cenloe@isiequip.com
*BY: (PRINTED NAME) Chris Eni 9
*AUTHORIZED SIGNATURE: 6
*TITLE: Vice President of Operations
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 3 of 16
City of Fayetteville
Bid 12-54, Large Water Pumps — Equipment Only
General Terms and Conditions
1. SUBMISSION OF BID & BID EVALUATION:
a. Bids will be reviewed following the stated deadline, as shown on the cover sheet of this document.
b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division.
c. Bids shall be enclo sed in sealed envelopes or pa ckages addressed to the City of Fayetteville, Purchasing
Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or
RFQ n umber shall b e on the outsid e of the packa ging a s well as on any packages en closed in shipping
containers or boxes.
d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at 479.575.8220
to ensure correct receipt of bidding documents prior to opening time and date listed on the bid form.
e. Bidders shall have experience in providing products and/or services of the same or similar nature.
f. Bidder is advised that exceptions to any of the to rms contained in this bid shall be identified in its response to
the bid. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take
exception to a non-negotiable term will not disqualify it from consideration for award.
g. Local time i s define d a s t he time i n F ayetteville, Arka nsas on the d ue d ate of the d eadline. Bid s shall be
received before the local time as shown by the atomic clock located in the Purchasing Division Office.
h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the
right to award bids in their entirety, none, or by line item.
i. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the
right to award bids in their entirety, none, or by line item.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifi cations or any other contract documents. All
questions pertaining to th e terms a nd conditions or sco pe of wo rk of this bi d must be sen t in writing via e-mail to t he
Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification
to the re quirements of th e bid. All su ch a ddenda shall become part of the contract documents. The City will not be
responsible f or any oth er explan ation or inte rpretation of the p roposed bid made or giv en p rior to t he a ward of the
contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any reference to a particu lar brand or manufacturer is done in a n 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.
4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS:
a. In addition to all other rig hts of the Cit y of Fayette ville, under state law, the City specifically rese rves t he
following. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest
of the City.
b. The City of Fayetteville reserves the right to accept or reject any or all bids.
c. The City of Fayetteville reserves the right to cancel the entire bid.
d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to
bid or in bids submitted.
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 4 of 16
e. The City of Fayetteville reserve s the ri ght to reque st any necessary cla rifications, additional information, or
data without changing the terms of the bid.
5. COSTS INCURRED BY BIDDERS:
All expense s involved with the prep aration and su bmission of bids to the City, or any work pe rformed in con nection
therewith, shall be borne solely by the bidder(s). No payment will be made fo r any responses received, or for a ny other
effort required of, or made by, the bidder(s) prior to contract commencement.
6. CONFLICT OF INTEREST:
a. The bidder represents that it presently has n o interest and shall acquire no interest, either direct or in direct,
which would conflict in any manner with the performance or services required hereunder, as provided in City
of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with the City".
b. All bidders shall prom ptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential confli cts of
interest for a ny pro spective bu siness association, in terest, o r oth er ci rcumstance which m ay influence or
appear to influence the bidder's judgment or quality of services being provided. Such written notification shall
identify the p rospective business association, interest or circumstance, the nature of which the bi dder may
undertake and request an opinion to the City as to whether the association, interest or circumstance would, in
the opini on o f the City, co nstitute a conflict of interest if ente red into by the bidde r. Th e City ag rees to
communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification.
7. WITHDRAWAL OF PROPOSAL:
A bid m ay b e with drawn prior to th e t ime set for the bi d submittal, base don a written reque st fro m an a uthorized
representative of the firm; howeve r, a bid sh all not be withd rawn after the time set for the bid unless approved by the
Purchasing Division.
8. LATE PROPOSAL OR MODIFICATIONS:
Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received
prior to the d eadline will b e accepted. The City will not be re sponsible for m isdirected bid s. Bidders should call th e
Purchasing Division at (479) 575-8220 to verify receipt of their submittal documents prior to opening time and date listed.
9. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arka nsas apply to any purchase mad e under this bid. Bidders sh all comply with all
local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s)
including b ut not limited to Equal Employment Op portunity (EE 0), Di sadvantaged Bu siness Ente rprises
(DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Co de An notated §2 2-9-203 the City of F ayetteville en courages all qualified sm all,
minority and wome n's b usiness ente rprises to bi d on an d re ceive contra cts for goods, se rvices, and
construction. Also, City o f Fayetteville encourage s all general contractors to su bcontract portion s of their
contract to qualified small, minority and women's business enterprises.
10. PROVISION FOR OTHER AGENCIES: N/A
11. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is
made without previous understanding, agreement, or con nection with any person, firm or co rporation making a p roposal
for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal
action."
12. RIGHT TO AUDIT, FOIA, AND JURISDICTION:
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 5 of 16
a. The City of Fayetteville rese rves th e privilege of auditing a v endor's records a s such records relate to
purchases between the City and said vendor.
b. Freedom of I nformation Act: City cont racts and documents prepared while performing City contractual work
are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented
to the City of Fayetteville, the (Cont ractor) will do everything possible to provide the documents in a prompt
and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et seq.).
Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance.
c. Legal ju risdiction to resol ve any disp utes shall b e in Wa shington Co unty, Arkan sas with Arkan sas law
applying to the case.
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and h old it harmless from and against any a nd all claims, liability,
loss, damage or expe nse, including but not limited to counsel fees, arising from or by rea son of any a ctual or claimed
trademark, patent or co pyright infring ement or litiga tion base d thereo n, with resp ect to the goods o r an y part thereo f
covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City.
14. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this req uest for bid ap ply to this co ntract except as specifically stated in the
subsequent se ctions of this do cument, which to ke pr ecedence, and sh ould be fully understood by bidde rs p rior to
submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilitie s requiring rea sonable a ccommodation to particip ate in this proce eding/event, should call
479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing
translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately.
16. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encour age its bidders to us e recycled products in fulfilling contractual obligations to the
City and that such practices will serve as a model for other public entities and private sector companies.
17. PAYMENTS AND INVOICING:
The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted
for payment as a result of awa rd of this bid. Furth er, the successful bidder is responsible for immediately notifying the
Purchasing Division of a ny company name change, which would cause invoicing to chan ge from the n ame used at t he
time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit
worthy and will not pay any interest, fees, or penalty for untime ly payments. Payments can b e processed through
bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not
agree to any nonrefund able deposit or retainer that would remain property of the bidder even if the hourly work actually
performed by the bidder would not justify such fee.
The City will pay the awarded bid der based on u nit prices provided on invoicing. Progress payments will be made after
approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice.
18. CANCELLATION:
a. The City reserves the right to can cel this contract without cause by giving thirty (30) days prior notice to the
Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide
by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of th e contract shall be considered a material
breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of
Fayetteville.
City of Fayetteville, AR
Bid 12-54, Large Water Pumps - Equipment Only
Page 6 of 16
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel
and obtain from another source, any items and/or services which have not been delivered within the period of
time from the date of order as determined by the City of Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor
of such occu rrence and contract shall terminate of th e last day of the cu rrent fiscal period without penalty or
expense to the City
19. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall p erform this contract. No a ssignment of su bcontracting shall be allowed without prio r
written consent of the City. If a bidd er intends to subcontract a portion of this work, the bidder shall disclose
such intent in the bid submitted as a result of this bid.
b. In the event of a corpor ate acq uisition and/or m erger, the Contra ctor shall provide written n otice to the City
within thirty (30) calen dar days of Cont ractor's notice of such a ction or upo n the occu rrence of said acti on,
whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the
City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a
conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal
to a firm that has disclosed its intent to assign or subcontract in its response to the bid, without exception shall
constitute approval for purpose of this Agreement.
20. NON-EXCLUSIVE CONTRACT:
Award of this bid shall imp ose no obligation on the Ci ty to utilize the vendor for all work of this type, which may develop
during the contract period. This is not an ex clusive contract. The City specifically reserves the rig ht to co ncurrently
contract with other co mpanies for similar work if it deems such an action to be in the City's best interest. In the case of
multiple -term contracts, this provision shall apply separately to each item.
21. LOBBYING:
Lobbying of selection co mmittee me mbers, City of Fayetteville empl oyees, or el ected officials re garding reque st for
proposals, reque st for qualificatio ns, bid s o r co ntracts, during th e pend ency of bid protest, by the
bidder/proposer/protestor or any member of the bidder's/prop oser's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is
responding to the re quest for propo sal, request for qualification, bid or contract, or ha s a pending bid protest is strictly
prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either
an award i s final or the p rotest i s finally resolved b y the City of Fayetteville; provided, ho wever, nothi ng herei n sh all
prohibit a prospective/bidder/proposer from contacting the Purcha sing Division to address situations such as clarification
and/or questions related to the procure ment process. For pu rposes of this provision lobbying activities shall include but
not be limited to, influenci ng or attempting to influence action or non -action in connection with any requestfor proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or a n attempt to obtain
goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request
for qualification, bid or contract to be rejected.
22. ADDITIONAL REQUIREMENTS:
The City reserves the rig ht to request a dditional services relating to this bid fro m the bidder. When app roved by the City
as an a mendment to the contract and authorized in writin g p rior to wo rk, the Co ntractor shall p rovide such additional
requirements as may become necessary.
23. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add o r delete locations and/or services, either collectively or individually, at th e
City's sole option, at any ti me after a ward has been made as may be d eemed necessary or in th e best interests of th e
City. In such case, the Contra ctor(s) will be required to provide services to this contract in accordance with th e terms,
conditions, and specifications.
City of Fayetteville, AR
Bid 12-54, Large Water Pumps - Equipment Only
Page 7 of 16
24. INTEGRITY OF BID DOCUMENTS:
Bidders shall use the original bid form(s) provided by the Pu rchasing Division and enter information only in the spaces
where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is
not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the
original documents by the bidder, whether intentional or otherwise, will constitute grounds for rejection of such
response. Any su ch m odifications o r alte rations a bid der wishes to propose shall b e clearly stated in th e bi dder's
response and presented in the form of an addendum to the original bid documents.
25. CERTIFICATE OF INSURANCE:
The successful bidder shall provide a Certificate of Insurance in accordance with specifications listed in this request for
proposal, prior to commencement of any work. Su ch certificate shall list the City of Fayetteville as an additional insured.
Insurance shall remain valid, when applicable, throughout project completion.
This bid is considered a public impro vement bid. Public impr ovement bids with a tota I of $20,000 or more shal I
submit certificates of insurance within 10 da ys of notice of notice to proceed, after City Council appro val.
Certificates of insurance are to be a ddressed to the City of Fayetteville, s howing that the contractor carri es the
following insurance which shall be maintained throughout the term of the bid. Any work sublet, the contractor shall
require the subcontractor similarly to provide the same insurance coverage. In case any employee engaged in work
on the project is not protected under Workers' Compensation, the Contractor shall prov ide, and shall cause each
subcontractor to provide, adequate employer's liability insura nce for the protection of such of his employees as are
not otherwise protected.
Workers' Compensation: Statutory Amount
Comprehensive General & Automotive Liability: $250,000 each person.
$500,0 00 aggregate.
Property Damage Liability: $100,000 aggregate.
26. OTHER GENERAL CONDITIONS:
a) Bidder is presumed to be familiar with all federal, state, and city laws, ordi nances, and regulations which in any
manner affect those engaged or employed in the Work, or the materials or equipment used, or that i n any way
affect the Work a nd shal I in all resp ects comply with sai d laws, ordina nces, and regu lations. No claim of
misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of
the contract. No representations shall be binding unless embodied in the contract.
b) Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products
and services presented. Sales tax shall NOT be included in the bid price. Applicable Arkansas sales tax laws
will apply to this bi d but not be considered for the bid evaluation process. The City is not a sales tax exempt
entity.
c) Each bidde r sho uld state the anticipated num ber of days from t he date of recei pt of an order fo r deli very of
services to the City of Fayetteville.
d) Bidders mu st provide the City with their bids signed by an employee having legal autho rity to submit bids on
behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder.
e) The City reserves the right to request any additional information it deems necessary from any or all bidders after
the submission deadline.
f) 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 p ay for any costs in curred by bidder in prepa ration. It shall be clea rly unde rstood that an y costs
incurred by the Proposer in responding to this request for proposal is at the bidder's own risk and expense as a
cost of doing business. T he City of Fayetteville shall not be liabl e for re imbursement to the Proposer f or any
expense so incurred, regardless of whether or not the proposal is accepted.
g) If products, components, or services other than those described in this bid document are proposed, the bidder
must include compl ete descriptive literature for e ach. All requests for a dditional information must be received
City of Fayetteville, AR
Bid 12-54, Large Water Pumps - Equipment Only
Page 8 of 16
within five working days following the request.
h) NOTE: Any uncertainties shall be b rought to th e attention to Andr ea F oren immediately via telephone
(479.575.8220) or e-mail ( aforenfti.favetteville.ar.us ). It is the intent and goal of the City of Fayetteville
Purchasing Division to provide documents providing 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.
i) Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea
Foren, City of Fayetteville, Purchasi ng Agent via e-mail ( aforenAci.favetteville.ar.us) o " r telephon e
(479.575.8220). No oral i nterpretation or clarifications will be given as to the meaning of any part of thi s request
for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms
via written ad dendum. Names of firms submitting any questions, clarifications, or req uests will not be disci osed
until after a contract is in place.
Any informati on provided herein is i ntended to a ssist t he bidd er in the prepa ration of p roposals necessary to
properly respond to this bid. The bid is designed to provide qualified Proposers with sufficient basic information to
submit proposals meeting minimum specifications and/or test requirements, but is not intended to limi t a bid' s
content or to exclude any relevant or essential data.
k) Bidders irrevocably consent that any legal action or proceeding against it under, arising out of, or in any manner
relating to this bid, or any contract entered related thereto, shall be govemed by Arkansas law without regard to
conflicts of law principles. Proposer hereby expressly and irrevocably waives any claim or defense in any action
or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis.
k) The successful bidder shall not assign the whole or a ny part of th is Contract or a ny monies due or to beco me due
hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any
monies due or to become d ue under this Contract, the Instrument of assignment shall contain a clause substa ntially
to the effect that it is agreed tha t the right o f the assignee in an d to an y mo nies due or to become du e to the
successful bidder s hall b e s ubject to p rior I iens o f all p ersons, firms and corporations for services rendered o r
materials supplied for the performance of the services called for in this Contract.
I) The s uccessful bidder' s a ttention i s d irected t o the fact that a II applicable Fe deral and State laws, mu nicipal
ordinances, and the rules and regulations of all auth orities having jurisdiction over the services shall apply to the
contract throughout, and they will be deemed to be included in t he contract as tho ugh written out in full herein. The
successful bidder s hall keep h imself/herself fully i nformed of all laws, ordinances and regul ations of the Federal,
State, and municipal go vemments or au thorities in an y manner a ffecting those engaged or employed in providing
these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals
having an y ju risdiction or authority o ver same. If an y discrepancy or inconsistency should be discovered in the
Contract Documents or in the specifications herein referred to , in relation to any such law, or dinance, regu lation,
order or decree, s/he shall herewith report the same in writing to City of Fayetteville.
j)
27. INVOICING: All invoices shall be presented to the City with the minimum information listed below.
a. City Department that ordered the materials or services
b. Orde r Date
c. Delivery date or the date of service
d. Name of the City Employee that requested or picked up the goods, materials, or service
e. Bid Number that applies to the purchase and invoice. Amounts in the bid shall match invoicing.
28. ADDITIONAL INFORMATION PROVIDED AND REQUIRED FOR THIS BID: The following attachments are hereby
included and are ma de part of th e re quirements for thi s bi d p ackage. Pri cing shall be i nclusive of the e ntire bid
package, inclusive of these attachments:
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 9 of 16
City of Fayetteville
Bid 12-54, Large Water Pumps — Equipment Only
Technical Specifications: Horizontal Split Case Pumping System
HORIZONTAL SPLIT CASE PUMPING SYSTEM SPECIFICATIONS
PART 1- GENERAL NO EX cep's; o1 Di k eA
1.01. This specification includes the supply of three (3) horizontal split case pumps, motors,
and variable frequency drives. Pumps shall have a maximum 4" diameter suction and 3"
diameter discharge. Each unit shall be furnished with a pump, driver, and base with
coupling guard. Pumps are to be connected to drivers by suitably sized flexible couplings.
1.02 QUALITY ASSURANCE
A. All pumping equipment furnished under this Section shall be of a design and
manufacture that has been used in similar applications, and it shall be
demonstrated to the satisfaction of the City of Fayetteville that the quality is equal
to equipment made by that manufacturer specifically named herein.
B. Unit responsibility. Pumps, complete with motor, coupling, necessary guards,
VFD's, and all other specified accessories and appurtenances shall be furnished
by the pump system supplier to insure compatibility and integrity of the individual
components, and provide the specified warranty for all components.
C. Pumps are to be engineered and manufactured under a written Quality Assurance
program. The Quality Assurance program is to be in effect for at least ten years,
to include a written record of periodic internal and external audits to confirm
compliance with such program.
E. Pump(s) are to be engineered and manufactured under the certification of ISO -
9001:2000.
1.03 PERFORMANCE
A. The pump(s) shall be designed for continuous operation and will be operated
continuously under normal service.
B. PERFORMANCE AND OPERATIONAL CRITERIA
C. Net positive suction head available at the centerline of the pump impeller is a
range of 140 to 175 feet at 900 GPM.
D. The maximum shutoff head allowed is 299 ft.
E. Maximum solids passage through the impeller is 0.625 inches.
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 10of16
Flow
(GPM)
TDH
(ft)
Min.
Efficiency
(%)
Max. Pump
Speed
(RPM)
Operating Pt. 1
700
265
75.8
3550
Operating Pt. 2
800
252
77.8
3550
Design
884
241
78.0
3550
Operating Pt. 3
1000
220
76.8
3550
C. Net positive suction head available at the centerline of the pump impeller is a
range of 140 to 175 feet at 900 GPM.
D. The maximum shutoff head allowed is 299 ft.
E. Maximum solids passage through the impeller is 0.625 inches.
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 10of16
F. Liquid pumped is potable water with a maximum temperature of 110 degF.
G. Maximum motor horsepower allowed is 75 HP, and shall be non -overloading
through the entire operating range of the application.
PART 2- PRODUCTS
2.01 PUMPS
N �s
A. Manufacturers
1. Pump(s) shall be the product of Fairbanks Morse Pump, model 1824, or
equal.
2. Manufacturer shall have installations of like or similar application with a
minimum of 5 years service for this pump size.
B. Design
1. Rotation
The pump will be clockwise rotation when viewed from the driver end
looking at the pump.
2. Impeller
a. The bronze impeller shall be of the enclosed type, double suction, Francis
vane design, to minimize inlet losses and accommodate high suction lifts.
b. Impeller shall be hydraulically and statically balanced to reduce bearing
loading.
c. Impellers shall be precision cast in one piece with smooth flow contours to
promote maximum efficiency.
d. Impellers shall be fixed axially along the shaft by shaft sleeves and sleeve
nuts, and secured to the shaft through a precision fit and full- length key.
e. The impeller hub shall have sufficient metal thickness to allow machining
for installation of impeller wear rings.
3. Casing
a. The casing shall be made of close -grained cast iron conforming to
ASTM A48 CL30 suitable for 250 PSI working pressure when 1501b.
ANSI discharge flange is used.
b. Casing shall withstand a minimum 375 PSI hydrostatic test.
c. Casing shall consist of upper and lower half castings containing the volute
and suction passages, and removable bearing housings that are doweled
and securely bolted to the lower half casing. Inboard and outboard
bearing housings shall be replaceable without the need for field alignment.
d. Casing shall be axially split along the horizontal shaft centerline with flat -
faced suction and discharge flanges and mounting feet cast integral with
the lower half casing.
e. Casing shall be lined -bored to assure concentricity and angular alignment.
f. The upper and lower half casings shall be single volute (10"2824A double
volute) doweled to permit easy removal and accurate replacement of the
upper half for inspection and maintenance. The upper half casing shall be
completely removable without disturbing the suction or discharge piping
connections.
g. Suction and discharge connections shall be sized to reduce hydraulic
friction losses and to reduce turbulence and pipe noise. All suction and
discharge flanges shall be designed for straight through nut -and -bolt
flange connections. Suction flange shall be 125# ANSI drilling and the
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 11 of 16
discharge flange 125# ANSI drilling.
h. Upper half casing shall have a drilled and tapped connection at the highest
point on the casing for the purpose of pump priming and/or air release.
Lower half casing shall be drilled and tapped to allow for drainage piping.
4. Wear Rings
a. Wear rings shall be provided on both the impeller and casing so that
clearances can be maintained throughout the life of the rings and
minimize recirculation.
b. Impeller wear rings shall be of the annular type.
c. Casing wear rings shall be of the annular type pinned at the parting
flange of the casing to prevent rotation.
d. Wear rings shall be bronze.
5. Bearings
a. Bearings shall be single row and deep groove ball type selected to carry
radial and thrust loads.
b. Interchangeable inboard and outboard bearings shall be press fit and
positioned onto ground journals on both ends of an accurately machined
shaft.
c. Bearing housings shall be doweled and accurately positioned onto the
bearing shoulders located on the lower half casing to ensure accurate
alignment.
d. Bearings shall be grease lubricated, however, pump and bearing
construction shall be such that a change to oil lubrication can be made in
the field, using the same bearings.
e. Bearings shall be designed for an L10 life of 100,000 hours per ABMA
at best efficiency point.
6. Shaft
a. The pump shaft shall be manufactured of high quality heat treated 416SS
of sufficient diameter to allow no greater than 0.003" maximum
deflection as measured at the sealing box for all normal performance
conditions on the curve.
b. Shaft shall be manufactured to meet stiff shaft construction with a
critical speed at least 25% in excess of operating speed, in order to
prevent vibration and fatigue.
c. Shaft shall be accurately machined along its entire length. A keyway
shall be machined at the coupling end. No threads shall be machined
adjacent to the impeller.
7. Sealing Box
a. The shaft seals shall be mechanical seals with a stationary seal
positioned against a rotating seal. Shaft seals will be carbon faced, and
will be furnished with 316SS shaft sleeves. Shaft seals shall be non-
proprietary, and shall be available locally. Seals shall be John Crane
Type 21, or pre -approved equal.
b. External piping complete with snubber valves shall be installed from the
casing to each sealing box to circulate sealing water.
8. Baseplate, Coupling and Guard
a. A fabricated steel base for pump and drive is to be supplied. Base shall be
designed to resist torsional movement and support the combined weight of
both pump and driver.
b. After leveling and alignment, the base shall be grouted and completely
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 12 of 16
filled with a non -shrinking grout.
c. A flexible coupling and an enclosed type coupling guard shall be
provided.
9. Coatings
a. Pump, baseplate, and coupling guard shall be coated with one (1) coat of
Tnemec, Typox, Series 27, epoxy paint to 4.0 to 6.0 mils DMT.
10. Testing
a. A certified factory hydrostatic and performance test shall be performed on
each pumping unit in accordance with Hydraulic Institute Standards, latest
edition. Tests shall be sufficient to determine the curves of head input
horsepower, and efficiency relative to capacity from shutoff to 150% of
design flow. A minimum of six points, including shutoff, shall be taken
for each test. At least one point of the six shall be taken as near as
possible to each specified conditions.
b. Results of the performance tests shall be certified by a Registered
Professional Engineer and submitted for approval before final shipment.
11. Quality Control
Pumps shall be manufactured by companies whose management system is
registered to ISO 9001:2000.
2.02 MOTORS i o4 S
A. Operating Conditions
Motors shall be rated for a maximum of 75 horsepower at 3550 RPM, and for
use with 480 volts, 60 Hertz, 3 phase power.
B. Manufacturers
Motors shall be the product of Baldor, GE, or WEG, and shall be furnished by
the pump manufacturer.
C. Design
1. The pump will be furnished with 365TS motor frame as NEMA designates
for polyphase, squirrel -cage, design B, horizontal motors.
2. The motor enclosure shall be type TEFC, totally enclosed fan -cooled.
3. The motor insulation system shall be Class F, and shall be suitable for use
with a variable frequency drive.
4. Motor service factor shall be 1.15.
5. Motors shall be rated for continuous duty at 40 degrees C.
6. Motors shall be premium efficiency and shall be minimum 94.5%
efficient.
7. Bearings shall be sealed, ball bearing type, and shall be lubricated with
grease. Zirk type service fittings shall be provided on the drive and
opposite ends for maintenance.
8. Motors shall be self-supporting type and shall be foot mounted to the
pump base plate by the pump manufacturer.
9. The motor will be factory tested by the motor manufacturer prior to
shipment to the pump manufacturer.
2.03 VARIABLE FREQUENCY DRIVES (VFD's)
NO fir
A. General
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 13 of 16
',As lakes "GC..
VFD' s shall be provided for each motor.
B. Manufacturers
VFD' s shall be a standard product of ABB (ACS550-U 1-097A-4) or equal, and
shall be provided by the pumping system supplier.
C. Construction
1. V F D' s shall be UL Plenum rated.
2. All heat sink fans shall be accessible from the front with removal of the
VFD power converter, and will be controlled by an internal temperature
sensor.
3. The VFD enclosure shall be NEMA Type 1 with bottom mounted conduit
entrances.
4. The VFD shall be designed to operate in ambient temperatures from 14 to
120degF, and relative humidity of 95% non -condensing.
5. The VFD will have removable terminal connection strips for all logic and
analog inputs and outputs in the power converter.
6. The VFD shall be furnished with a 4-20madc input for a speed reference.
7. The VFD will accept two (2) dry contacts inputs for emergency stop and
run/stop command.
8. The VFD will provide a three (3) relay form A outputs for VFD fault,
VFD running, and loss of speed reference.
9. The VFD shall have a keypad display shall be provided for viewing and
modification of VFD parameters and diagnostics. The display shall have
password protection capability.
D. Operation
1. V F D' s shall be sized to operate a variable torque load at a speed range
from 1.0Hz to 72Hz.
2. The VFD shall be designed to operate a 75HP motor on +1- 480 volts, 3
phase, 60 hertz incoming power.
3. The overtorque rating shall be 110% for 1 minute.
E. Protection
1. The AC drive shall be rated for UL minimum short circuit currents per given
horsepower rating.
2. The AC Drive shall be protected against short circuits, between output phases
and to ground.
3. The AC Drive shall have under -voltage power -loss ride through performance
per the SEMI F-47 voltage ride through standard and certified by a third party.
PART 3 - EXECUTION
3.01 Post -production lv C>ec1 '" ° ? 5 T6%�.� A. All installation will be provided by the City of Fayetteville. The Pumping System
Supplier will provide one (1) day of installation guidance.
B. After installation of all components is complete, City of Fayetteville will notify
Pumping system Supplier for startup. Pumping system supplier will provide one
(1) day of Start-up. If additional days are needed, they will be billed to the City
of Fayetteville at the Suppliers standard field rate.
C. After Startup is complete, Pumping System Supplier will provide three (3) printed
sets of operation and maintenance manuals and one (1) digital copy in .pdf
format.
City of Fayetteville, AR
Bid 12-54, Large Water Pumps — Equipment Only
Page 14 of 16