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Home My WebLink AboutORDINANCE 6023Q� rarr�r. 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Ordinance: 6023 File Number: 2017-0705 AUTOMATIC ENGINEERING: AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND TO ACCEPT A REPAIR QUOTE OF $208,198.00, PLUS ANY APPLICABLE TAX WITH AUTOMATIC ENGINEERING TO REPAIR SEVEN AERATOR GEARBOXES FOR THE NOLAND WASTEWATER FACILITY WHEREAS, formal sealed bidding is not necessary for the repair of "hidden or unknown damages"; and WHEREAS, Automatic Engineering has taken apart and examined seven aerator gearboxes and determined that repair of these gearboxes would cost $208,198.00. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines that because of Arkansas Procurement Law R6:19-11-203, subsection 14 (EE): repair of "hidden or unknown damages" does not require formal competitive bidding and therefore, waives competitive bidding and accepts Automatic Engineering repair quote of $208,198.00 (plus any taxes) and authorizes the payment of that amount. PASSED and APPROVED on 1/2/2018 A ""--A Attest: Sondra E. Smith, City Clerk Treasurewti11 1 1 tttr�� T f� [ on �{ 4� M� V •pf�Sf`ha/r " :p, S a p � Page 1 Printed on 113118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2017-0705 Agenda Date: 1/2/2018 Version: 1 Status: Passed In Control: City Council Meeting Agenda Number: D. 2 AUTOMATIC ENGINEERING: File Type: Ordinance AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND TO ACCEPT A REPAIR QUOTE OF $208,198.00, PLUS ANY APPLICABLE TAX WITH AUTOMATIC ENGINEERING TO REPAIR SEVEN AERATOR GEARBOXES FOR THE NOLAND WASTEWATER FACILITY WHEREAS, formal sealed bidding is not necessary for the repair of "hidden or unknown damages"; and WHEREAS, Automatic Engineering has taken apart and examined seven aerator gearboxes and determined that repair of these gearboxes would cost $208,198.00. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I. That the City Council of the City of Fayetteville, Arkansas hereby determines that because of Arkansas Procurement Law R6:19-11-203, subsection 14 (EE): repair of "hidden or unknown damages" does not require formal competitive bidding and therefore, waives competitive bidding and accepts Automatic Engineering repair quote of $208,198.00 (plus any taxes) and authorizes the payment of that amount. City of Fayetteville, Arkansas Page 1 Printed on 11312018 Tim Nyander Submitted By City of Fayetteville Staff Review Form 2017-0705 Legistar File ID 1/2/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/15/2017 Utilities Director / Utilities Department Submitted Date Division / Department Action Recommendation: Staff recommends a resolution approving the repair of seven aerator gearboxes for the Noland WRRF from Automatic Engineering in the amount of $208,198.00. 5400.730.5800-5414.00 Account Number 02069.1 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Previous Ordinance or Resolution # Original Contract Number: Comments: Budget Impact: Water/Sewer Fund Plant Pumps and Equipment - W.W.T.P. Project Title Current Budget $ 531,386.00 Funds Obligated $ 224,138.32 Current Balance I $ 307,247.68 Item Cost $ 208,198.00 Budget Adjustment $ Remaining Budget $ 99,049.68 Approval Date: V20140710 CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 2, 2018 TO: Mayor and City Council THRU: Don Marr, Chief of Staff Water, Sewer, and Solid Waste Committee Tim Nyander, Utilities Director FROM: Greg Weeks, Wastewater Treatment Mayo Miller, Wastewater Treatment DATE: December 15, 2017 CITY COUNCIL MEMO SUBJECT: Approval of the repair of seven (7) aerator gearboxes for the Noland WRRF from Automatic Engineering in the amount of $208,198.00 RECOMMENDATION: Staff recommends approval of the repair of seven (7) aerator gearboxes for the Noland WRRF from Automatic Engineering in the amount of $208,198.00. BACKGROUND: The Noland WRRF uses a biological nutrient removal system to treat the City's wastewater. Each of the two basins uses a series of six mixers and eight large mechanical aerators to provide the mixing and necessary oxygen for the microorganisms to treat the wastewater. The existing mixers and aerators are more than 25 years old. In the past few years, seven units have been rebuilt but many are still in need of repair. Even though they have exceeded their life expectancy, rebuilding the gearboxes is significantly more cost effective than replacing them with new units and generally provides a similar life expectancy. DISCUSSION: Seven (7) units were recently sent to Automatic Engineering, manufacturer certified service facility, for disassembly and inspection. The units have been disassembled and inspected. The repair quote is $208,198.00. Because it was necessary to have the certified repair facility disassemble the units to determine the extent of hidden and unknown damage to equipment already purchased, a bid waiver and/ or formal sealed bidding is not necessary according to Arkansas Procurement Law R6:19-11-203, Subsection 14 (EE) "hidden or unknown damages." City Administration recommends approving the repair with Automatic Engineering in the amount of $208,198.00, which includes tax, to repair the seven units. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: Funds are available in the Wastewater Treatment Plant CIP — Plant Pumps and Equipment. Attachments: Repair Quote v� AUTOMATIC ENGINEERING A COGENT COMPANY DATE: 11/30/2017 TO: City of Fayetteville, AR PROPOSAL M KL113017-01 PROJECT: Noland WWTP Lightnin Gearbox Repairs Automatic Engineering proposes to furnish equipment, materials and/or services as described below. Quantity Item Each Ext. Price 1 83Q5, s/n 8625435503 Labor $2,100, Parts $21,736 $23,886 $23,886 1 83Q5, s/n 8625435505 Labor $2,100, Parts $17,272 $19,372 $19,372 1 83Q5, s/n 8625435507 Labor $2,,100, Parts $18,284 $20,384 $20,384 1 LAT -130, s/n 8625435602 Labor $9,800, Parts $18,908 $28,708 $28,708 1 LAT -160, s/n 8625435702 Labor $10,106, Parts $17,162 $27,268 $27,268 1 LAT -160, s/n 8625435706 Labor $11,550, Parts $17,833 $29,383 $29,383 1 LAT -160, s/n 8625435707 Labor $12,425, Parts $28,276 $40,701 $40,701 1 Subtotal $189,702 1 Sales Tax @ 9.75% $18,496 Freight is Prepay and Add TOTAL $208,198 THIS PROPOSAL IS SUBJECT TO OUR STANDARD ATTACHED CONDITIONS OF SALE TERMS: Net 30 Days SHIPMENT: 6-9 weeks ARO and APPROVAL F.O.B. Factory QUOTED BY. Keith Lovett (918) 986-4184 Direct Office Phone (918) 585-5703 Fax (918) 585-5707 WARRANTY: This proposal includes a 100% warranty of 2 years from delivery on parts and labor provided as protection against defects in factory parts and workmanship by Automatic Engineering, A Cogent Company. 412 N. Redbud Ave. Broken Arrow, OK 74012 STANDARD TERMS AND CONDITIONS Price is FOB factory unless otherwise noted. Price does not include any freight charges unless otherwise noted. Price does not include any applicable duties or sales tax, use tax, excise tax, value-added or other similar taxes that may apply to this equipment and/or project unless otherwise noted. Unless specifically stated, price does not include manual or automatic controls, starters, protective or signal devices, wiring, anchor bolts, gauges, vibration isolation devices, installation, startup or testing. If the price is included in a proposal, the price is firm for receipt of an order within 30 days of the date shown on the proposal. Any additional terms and conditions included in the proposal are specifically included in these terms and conditions. Payment terms are net 30 days with approved credit. Payment of "commercial transaction" invoices by credit card will be charged a fee based upon Cogent's average discount rate for credit card transactions for the prior calendar year. This fee will change annually and is currently 2.55%. All equipment either rented from or through Company is subject to all of the terms and conditions listed on the back of the rental contract. Pricing does not include any overtime running of power equipment. Customer shall be responsible for determining the good operating condition of all materials and equipment prior to accepting the materials and equipment. NO WARRANTY OR GUARANTEE, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY AS TO MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE IS MADE UNLESS THE SAME IS SPECIFICALLY SET FORTH IN WRITING AND ACCEPTED IN WRITING BY COMPANY, BUT IN SUCH CASE THE WARRANTY OR GUARANTEE IS LIMITED AS ABOVE PROVIDED. Notwithstanding the foregoing, Company will pass through to the Customer any warranty provided by the manufacturer of any equipment supplied by Company. In connection with a proposal, if Customer has any further questions or comments regarding the proposal, please feel free to contact Company. If the proposal meets with Customer's approval, please sign, date and mail or fax a copy of the proposal back to Company's office, and the identified equipment will be ordered and/or scheduled for delivery. This agreement shall be governed by the laws of the state where the customer is located. Customer further agrees that venue and jurisdiction shall be appropriate in the county in which the customer is located. Any provisions hereof which may prove unenforceable under any law shall not affect the validity of any other provision hereof. Revised January 2015 NoRTHwESTARKANsAs Democrat azette AFFIDAVIT OF PUBLICATION I Cathy Wiles, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 6023 Was inserted in the Regular Edition on: January 11, 2018 Publication Charges: $ 78.00 &Ot�, Cathy Wil Subscribed and sworn to before me Thisq/� day of , 2018. 6®air° R 1 Q we i,P� Notary Public My Commission Expires: ,3/1ca/a5 **NOTE** Please do not pay from Affidavit. Invoice will be sent. S �u Ra4� RECEIVED FEB 1 2018 CITY OF F CITY CI_E 'Fi I6)NfiffiKer: 2017-0705 AUTOMATIC ENGINEERING: AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND TO ACCEPT A REPAIR QUOTE OF $208,198.00, PLUS ANY APPLICABLE TAX WITH AUTOMATIC ENGINEERING TO REPAIR SEVEN AERATOR GEARBOXES FOR THE NOLAND WASTEWATER FACILITY WHEREAS, formal sealed bidding is not necessary for the repair of "hidden or unknown damages'; and WHEREAS, Automatic Engineering has taken apart and examined seven aerator gearboxes and determined that repair of these gearboxes would cost $208,198.00. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines that because of Arkansas Procurement Law R6:19-11-203, subsection 14 (EE): repair of "hidden or unknown damages" does not require formal competitive bidding and therefore, waives competitive bidding and accepts Automatic Engineering repair quote of $208,198.00 (plus any taxes) and authorizes the payment of that amount. PASSED and APPROVED on 1/2/2018 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 74393687 Jan.11,2018