HomeMy WebLinkAbout107-13 RESOLUTIONRESOLUTION NO. 107-13
A RESOLUTION AWARDING BID #13-28 AND AUTHORIZING A
CONTRACT WITH CLIFFORD POWER SYSTEMS IN THE AMOUNT OF
$36,705.17 FOR EPA MANDATED MODIFICATION TO THE NOLAND
WASTEWATER TREATMENT PLANT BACKUP POWER GENERATOR
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
#13-28 and authorizes a contract with Clifford Power Systems in the amount of $36,705.17 for
EPA mandated modification to the Noland Wastewater Treatment Plant backup power generator.
PASSED and APPROVED this 21st day of May, 2013.
APPROVED:
ATTEST:
By:
LISA BRANSON, Deputy Ci% Clerk
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City of Fayetteville Staff Review Form
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City Council Agenda Items
and
Contracts, Leases or Agreements
21-May-13
City Council Meeting Date
Agenda Items Only
David Jurgens Water and Sewer Utilities
Submitted By Division Department
36,705 $ 216,941 WWTP Plants Pumps and Equipment
Cost of this request Category / Project Budget Program Category / Project Name
5400.5800.5414.00 $ - Wastewater Treatment
Account Number Funds Used to Date Program / Project Category Name
02069.1 $ 216,941 Water/Sewer
Project Number
Budgeted Item �X
Remaining Balance
Budget Adjustment Attached
Fund Name
3 Previous Ordinance or Resolution #
Date
2 Original Contract Date:
Original Contract Number:
"fr S <a- S-S-2o13
Finance and Internal Services Director Date
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Date
Ate
0-5-03-13A11= 7 RCV
Received in City
Clerk's Office `
Received in
Mayor's Office
Revised January 15, 2009
To:
Thru:
From:
Date:
•
ay17eVle
ARKANSAS
Fayetteville City Council
Mayor Lioneld Jordan
Don Marr, Chief of Staff
David Jurgens, Utilities Direcl
Fayetteville Water and Sewer
May 3 2013
CITY COUNCIL AGENDA MEMO
MEETING DATE OF 21 MAY, 2013
THE CITY OF FAYETTEVILLE, ARKANSAS
Subject: Approval of Bid 13-28 for the modification to the emissions system of Noland's WWTP generator
RECOMMENDATION
City Administration recommends approval of Bid 13-28 with Clifford Power Systems for the modification of
Noland's WWTP existing backup power generator for $36,705.17. Funds are available within the Wastewater
Treatment Plant CIP — Plants Pumps and Equipment.
BACKGROUND
Noland's WWTP generator is a 2937 horsepower engine that was installed in 2005. This unit's main purpose —
as is required by our NPDES discharge permit — is to serve as an emergency backup to operate the WWTP in
the event of a power failure to prevent overflows and permit violations. It also functions as a load shedding unit
during times of peak electrical demand. The WWTP is contracted with Ozarks Electric Cooperative to receive
power at a discounted rate during normal power demands; however, if the WWTP operates using Ozarks
Electric Cooperative power during peak loads, the rate increases significantly. Under this agreement, using the
generator for load shedding has saved an average of over $130,000 per year.
DISCUSSION
On January 14, 2013, the Environmental Protection Agency (EPA) amended the National Emission Standards
for Hazardous Air Pollutants for Reciprocating Internal Combustion Engines (RICE). These standards were
created to reduce air pollution from stationary engines, including generators. The amendments include changes
to various part of RICE rules. Under the new requirements, we are required to modify the emissions system for
the Noland generator. The main purpose of the upgrade is to install a catalyst system — somewhat similar to a
catalytic converter on a vehicle — that will reduce the amount of carbon monoxide released in the atmosphere.
Without this modification, the Noland WWTP generator is prohibited from operating for load shedding
purposes and would only be usable for emergency backup power.
The City received two bids on April 30, 2013. Clifford Power Systems submitted the lowest bid that meets
specifications.
Bidder
Bid
Clifford Power Systems
$ 36,705.17
Thompson Machinery
$ 48,518.00
BUDGET IMPACT
Funds are available in the Wastewater Treatment Plant CIP — Plants Pumps and Equipment.
Noland Generator Modification CC Memo 01 May2013
RESOLUTION NO.
A RESOLUTION AWARDING BID #13-28 AND AUTHORIZING A
CONTRACT WITH CLIFFORD POWER SYSTEMS IN THE AMOUNT OF
$36,705.17 FOR EPA MANDATED MODIFICATION TO THE NOLAND
WASTEWATER TREATMENT PLANT BACKUP POWER GENERATOR
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
#13-28 and authorizes a contract with Clifford Power Systems in the amount of $36,705.17 for
EPA mandated modification to the Noland Wastewater Treatment Plant backup power generator.
PASSED and APPROVED this 21St day of May, 2013.
APPROVED:
10
LIONELD JORDAN, Mayor
ATTEST:
SONDRA E. SMITH, City Clerk/Treasurer
Taye ey; le
BID: 13-28
DATE: 04/30/13
3:00 PM
CITY OF FAYETTEVILLE
Bid 13-28, Modifications to Existing Generator
Cliffortl Power Systems;_
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Modifications to Existing Generator
$36,705.17
$48,518.00
"NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
CERTIFIED
U;",Qj
P. VICE, PURC
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8220
RKA
TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID: Bid 13-28, Modifications to Existing Generator
DEADLINE: Tuesday, April 30, 2013 before 3:00 PM, Local Time - Room 306
DELIVERY LOCATION: Room 306 -113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, CPPO, aforen(a).d.fayetteville.arms
DATE OF ISSUE AND ADVERTISEMENT: Thursday, April 11, 2013
INVITATION TO BID
Bid 13-28, Modifications to Existing Generator
No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled 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
Name of Firm:
Contact Person:
Sorn-e'r (
Title: 6W �fi u
E-Mail: SlAJa k_ (D DCIf `tfnrA � flW-er 0'017hone: 11 bo-7-153YC)
Business Address: LI L I` S� od
City: State: (kc Zip: '7gl.3t
Signature: Date:
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 1 of 11
City of Fayetteville
Bid 13-28, Modifications to Existing Generator
Bid Form
DATE REQUIRED AS A COMPLETE UNIT: Products shall be received and installed within 30 calendar days
from date of Notice to Proceed.
Total Lump Sum Bid:(Q
*Price shall include sales taxes, materials, labor, shipping, warranty, etc.
EXECUTION OF BID -
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. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein is accurate and true.
5. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment in addition to all federal, state, and local laws.
6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Response 'shall 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 no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may r - s"ult in cancellation of a purchase and/or contract as a result of your response.
1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain):
Unsigned bids will be rejected. Items marked * are mandatory for consideration.
7
*NAME OF FIRM: ��I TUYG� �U/ /� S 1 iV�2�_
*BUSINESS ADDRESS: �31 fl
be issued to this name
*CITY: *STATE: O/C *ZIP:
*PHONE:
*E-MAIL:
011e `&d-7— '53YO FAX: 194- P3 6 — 00
*BY: (PRINTED NAME) -S orn
*AUTHORIZED SIGNATURE:
*TITLE:
Acknowledge Addendums:
Addendum Nos.
Dated: `l 3 g Y / Acknowledged by: �' V
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 2 of 11
City of Fayetteville
Bid 13-28, Modifications to Existing Generator
Bid Form
1. SUBMISSION OF BID & BID EVALUATION:
a. Bids shall 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 enclosed in sealed envelopes or packages 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 number shall be on the outside of the packaging as well as on any packages enclosed 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 must have experience in providing products and/or services of the same or similar nature.
f. Bidder is advised that exceptions to any of the terms contained in this bid must 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 is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be
received before the 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.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All
questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the
Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification
to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be
responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the
contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
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.
4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following:
a. 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 13-28, Modifications to Existing Generator
Page 3 of 11
e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information,
or data without changing the terms of the bid.
5. COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the City, or any work performed in connection
therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any 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 no interest and shall acquire no interest, either direct or
indirect, 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 promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts
of interest for any prospective business association, interest, or other circumstance which may influence
or appear to influence the bidder's judgment or quality of services being provided. Such written
notification shall identify the prospective business association, interest or circumstance, the nature of
which the bidder may undertake and request an opinion to the City as to whether the association, interest
or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the
bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within
thirty days of receipt of notification.
7. WITHDRAWL OF PROPOSAL:
A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized
representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the
Purchasing Division.
8. LATE PROPOSAL OR MODIFICATIONS:
1. Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing
received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders
should call the Purchasing Division at (479) 575-8220 to insure 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 Arkansas apply to any purchase made under this bid. Bidders shall comply with
all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent
contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business
Enterprises (DBE), & OSHA as applicable to this contract.
b. 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.
10. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies, departments,
municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein,
should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas
agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community
colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms
and conditions of the contract.
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 4 of 11
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 connection with any person, firm or corporation making a proposal
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 JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
b. Freedom of Information Act: City contracts 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 (Contractor) 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 jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law
applying to the case.
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss,
damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof
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 request for bid apply to this contract except as specifically stated in the
subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to
submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/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 encourage its bidders to use 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 award of this bid. Further, the successful bidder is responsible for immediately notifying the
Purchasing Division of any company name change, which would cause invoicing to change from the name used at the
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 untimely payments. Payments can be 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 nonrefundable 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 bidder based on unit prices provided on invoicing. Progress payments will be made after
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 5 of 11
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 cancel 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 the 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.
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 occurrence and contract shall terminate of the last day of the current fiscal period without
penalty or expense to the City
19. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the City. If a bidder 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 corporate acquisition and/or merger, the Contractor shall provide written notice to the
City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said
action, 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 impose no obligation on the City to utilize the vendor for all work of this type, which may develop
during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently
contract with other companies 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 committee members, City of Fayetteville employees, or elected officials regarding request for
proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the
bidder/proposer/protestor or any member of the bidder's/proposer'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 request for proposal, request for qualification, bid or contract, or has 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 is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall
prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification
and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but
not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an 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.
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 6 of 11
22. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City
as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional
requirements as may become necessary.
23. ADD_OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the
City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the
City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms,
conditions, and specifications.
24. INTEGRITY OF BID DOCUMENTS:
Bidders shall use the original bid form(s) provided by the Purchasing 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 such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's
response and presented in the form of an addendum to the original bid documents.
25. OTHER GENERAL CONDITIONS:
a) Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any
manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way
affect the Work and shall in all respects comply with said laws, ordinances, and regulations. 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 tau shall be included in the bid price. Applicable Arkansas sales tax laws will
apply to this bid. The City of Fayetteville is not exempt from sales tax.
c) Each bidder should state the anticipated number of days from the date of receipt of an order for delivery of
services to the City of Fayetteville.
d) 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.
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 pay for any costs incurred by bidder in preparation. It shall be clearly understood that any 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. The City of Fayetteville shall not be liable for reimbursement to the Proposer for 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 complete descriptive literature for each. All requests for additional information must be received
within five working days following the request.
h) NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8220) or e-mail ( aforenOci.fayetteville.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.
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 7 of 11
i) Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea
Foren, City of Fayetteville, Purchasing Agent via e-mail (aforenQci.fayetteviile.ar.usl or telephone
(479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request
for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms
via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed
until after a contract is in place.
j) Any information provided herein is intended to assist the bidder in the preparation of proposals 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 limit 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 Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any
claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any
similar basis.
1) The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become 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 due under this Contract, the Instrument of assignment shall contain a clause substantially
to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the
successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or
materials supplied for the performance of the services called for in this contract.
m) The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal
ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the
contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The
successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal,
State, and municipal governments or authorities in any manner affecting 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 any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these
Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation,
order or decree, s/he shall herewith report the same in writing to City of Fayetteville.
26. ATTACHMENTS TO BID DOCUMENTS:
a. Attachment A: Engine Emission Data
b. Attachment B: Package Performance Data
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 8 of 11
City of Fayetteville
Bid 13-28, Modifications to Existing Generator
Technical Specifications: Catalytic Converter
1. INTRODUCTION:
1.1 This specification concerns the provision, installation, commissioning, and acceptance testing of
a catalytic converter to be installed on an existing diesel engine driven generator.
2. DEFINITIONS: Wherever used in this bid, the following terms shall be understood to have the following
definitions:
2.1 "City of Fayetteville" shall mean the City of Fayetteville, Arkansas, or its authorized agent.
2.2 "Supplier" and "Bidder" shall mean the individual, partnership, or corporation, whose bid to
supply the items and work specified herein has been accepted by the City of Fayetteville.
"Supplier" shall also encompass any employee, partner, consultant, or subcontractor, to the
winning bidder.
2.3 "Work" shall mean the furnishing of all necessary equipment, labor, ancillary items, and services
required herein.
3. ADDITIONAL INFORMATION:
3.1 Attachment A: Engine Emissions Data
3.2 Attachment B: Package Performance Data
4. LOCATION:
4.1 All work and services required under this specification shall occur at and be specifically
designed for the existing generator owned by the City of Fayetteville, Arkansas, and installed at
the Noland Wastewater Treatment Plant. The physical address of the plant is 1400 N Fox
Hunter Rd., Fayetteville, Arkansas 72701.
5. OWNERSHIP AND DELIVERY OF SUPPLIED MATERIALS:
5.1 Materials and equipment supplied under this specification shall remain the property of the
Bidder until acceptance by the City of Fayetteville. City of Fayetteville will make an area
available for staging and storage of delivered equipment. The area is within the treatment
plant's perimeter fence, however, the Bidder shall remain solely responsible for the safety and
security of any materials or equipment staged or stored within or on the designated area. The
City of Fayetteville will allow reasonable access to the storage area for deliveries between the
hours of 9:OOAM and 3:30PM local time. The City of Fayetteville will not provide any assistance
with or equipment to facilitate the physical offloading of any delivered materials or equipment
nor will the City of Fayetteville formally accept any delivery. Delivery shall be the responsibility
of the Bidder.
6. SCOPE OF WORK:
6.1 This specification concerns the evaluation of existing operating conditions, provision,
installation, commissioning, and acceptance testing of a catalytic converter and its attendant
electronic monitoring system. It also includes the supplying of all ancillary piping, spool pieces,
gaskets, flange bolts, stands, and brackets to effect installation to the existing generator.
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 9 of 11
Factory authorized commissioning is also required under this specification. Physical installation
of the catalytic converter and all ancillary appurtenances will be the responsibility of the Bidder.
7. EXISTING GENERATOR:
Engine:
Caterpillar 3516B DITA
Engine S/N:
1 HZ03111
Manufacture Date:
2004
Horsepower:
2937
RPM:
1800
Exhaust Temperature (100% load):
9400 F
Exhaust Flow Rate (100 % load):
17,200 CFM
Fuel:
Diesel / Natural Gas adder
Run Hours:
1481
8. EQUIPMENT SPECIFICATION
8.1 The catalytic converter system required herein shall reduce the carbon monoxide emission of
the existing generator engine to the extent required by 40 CFR Part 63, Subpart ZZZZ in effect
as of April 01, 2013. The converter system shall meet the requirements of 40 CFR Part 63,
Subpart ZZZZ during operation of the generator under all fuel combination proportions from
100% Diesel - 0% natural gas to 10% Diesel — 90% natural gas, inclusive at full load. CO
emissions shall be reduced by 70% or more.
9. EXISTING CONDITIONS VERIFICATION:
9.1 The Bidder shall establish baseline parameters by measuring the actual emissions and exhaust
backpressure for the various fuel combinations listed above. The City will assist by running the
generator at various fuel combinations subject to the demand load of the system at the time of
testing. The City makes no guarantee that the generator can be ran at full load conditions.
10. SUBMITTALS:
10.1 The supplier shall provide the following submittal information before commencing with any
manufacturing or installation of equipment.
a. A complete listing of emissions data and exhaust backpressure gathered from the existing
conditions verification.
b. A certification of the warranty and statement of extended warranty if the manufacturer's
standard warranty is of less duration than that required herein.
c. A detailed list of items and services to be supplied.
d. A statement specifying the maximum backpressure by virtue of the installation of the catalytic
converter.
e. A statement from the engine manufacturer that the maximum backpressure is acceptable and
will not damage the engine or reduce it's developed shaft horsepower.
f. Drawings indicating the intended location and method of installation of the catalytic converter
and all ancillary items. Any structural framework is not part of this bid.
g. A suggested acceptance test plan for City of Fayetteville approval meeting 40 CFR Part 63,
Subpart ZZZZ.
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 10 of 11
11. WARRANTY:
11.1 Catalytic converter performance shall be warranted for a period of two (2) years from the date
of startup. Bidder shall promptly, without cost to the City of Fayetteville, correct any defects
and/or problems with the equipment to ensure compliance with 40 CFR Part 63, Subpart ZZZZ.
11.2 Warranty shall include all parts, labor, shipping, mailing charges, and transportation of parts to
and from the location of the warranty service center.
11.3 Successful vendor shall be responsible for warranty administration of all items bid.
City of Fayetteville, AR
Bid 13-28, Modifications to Existing Generator
Page 11 of 11
Quote Number: Customer Pricing: StB6d- d lfi"W
DATE:
Parts Pricing:
Do you want to provide Option B pricing (TBD at Next PM)? CPS Branch: On Behalf of:
jg %'A
Equipment Location: Bill To: Payment Terms.-.
Name:
Company:
Fa A, he
Fa a
Address:
7777
Prepared by:
City, State ZIP:
Fffl�016,� ��AW3�,117270rl
d-VbtU6,,.,
Phone Number:
Phone:
479,57.5-.8220-.::
eMak,
Email:
Generator:
Manufacturer - Model Number Serial Number:
Spec Numbpr:
llo-rs:0
KW:
Engine-,
Manufacturer- Mode%Alumbpr., Serial Nuriv)pr., [7-7.'..'.;!,',..'q,,
Engine Liter:
Fuel Type
Automatic Transfer Switch:
Manufacturer: F-*-*- Model Numbed Serial Number,
Other JD:FT7- .�
Am P s:
Estimated number of miles that can be driven in an hour to got to the job site:
;harges (excl Travel & Add[ Serv's):
I Labor Charges (excluding Traveo:
Total Combined Travel Charges:
hese values
Pricing vmlenOl aDOV0.
ffieseceijvalues set Proving'el
!Gr al- calculate.", iabor fields.
d Parts Charges (including Freight):
J Parts Charges (excluding Freight):
Total Combined Freight Charges:
Total Combined Fees:
Total (excluding Travel)
Requisition o.:
Date:
C,I ytOf Fayette Purchase Order (PO) Request.
5/21/2013
(Not a Purchase order)
umber:
Expected Delivery ery Date:
All purchases under $2500 shall be used on a R hard unless medreal or 1099 servfce relater! . (C,5f with questions)
All,PO Re, nest shall be scanned tv the Purrchasrng, e-marl., Purchasing ci;fayettevllle.arus
Vendor #:
Vendor Name:
Mail
Clifford Power Systems
Yes:_ No:_
Address:
Fob Point:
Taxable
Quotes Attached
9310 E 46th St N
Noland WWTF, Fayetteville AR
Y No:_
Yes: No:
City:
State:
Zip Code: Ship to code:
D Head Approval:
Tulsa
1OK
74138
Requester:
Requester's Employee #:
Ext sion:
OMI
ext 6782
Item
Descri tion
Quanti
Unit of Issue
Unit Cost
Extended Cost
Account Numbers
k79-443-3,292
PSub ro•ect #
Inventory #
Fixed Asset #
1
Noland WWTP Generator
Modification
1
JOB
33,597.41
$33,697.41
5400.5800.5414.00
02069.1
2
$0.00
3
$0.00
4
$0.00
5
$0.00
6
$0.00
7
$0.00
8
$0.00
9
$0.00
10
$0.00
„
Shipping/Handling
Lot
$0.00
Specialinstructions:
Subtotal: $33,597.41
Tax: $3,107.76
Total: $36,705.17
Approvals:
Mayor: Department Director: Purchasing Manager:
Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
Revised 1/2/2008