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Home My WebLink About82-19 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 82-19 File Number: 2019-0172 A.I.T. SERVICES, INC.: A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $47,745.00 PLUS APPLICABLE TAXES FROM A.I.T. SERVICES, INC., FOR THE REPLACEMENT OF THE FILL AUGER ASSEMBLY AND EXHAUST SCRUBBER -CONDENSER ASSEMBLY ON THE BIOSOLIDS MANAGEMENT SITE THERMAL DRYER SYSTEM, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the City Council previously approved Ordinance No. 6147 which waived the requirement of formal competitive bidding and authorized future purchases of parts and repair services for the Biosolids Management Site thermal dryer unit from A.I.T. Services, Inc. as the sole authorized service and parts provider for the unit. 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 accepts a quote in the amount of $47,745.00 plus applicable taxes from A.I.T. Services Inc. for the replacement of the Fill Auger Assembly and Exhaust Scrubber -Condenser Assembly on the Thermal Dryer System used at the Biosolids Management Site. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on 4/2/2019 Page 1 Printed on 413119 File Number: 2019-0172 Resolution 82-19 Attest: Sondra E. Smith, City Cle� T�Q!rf •�� ■■� CITY O ■■'7Ur� r'" '�` KG's NS to 3 Page 2 Printed on 413119 _ City of Fayetteville, Arkansas 113 West Mountain Street _ Fayetteville, AR 72701 ! (479) 575-8323 r ! Text File f' File Number: 2019-0172 Agenda Date: 4/2/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 9 A.I.T. SERVICES, INC.: A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $47,745.00 PLUS APPLICABLE TAXES FROM A.I.T. SERVICES, INC., FOR THE REPLACEMENT OF THE FILL AUGER ASSEMBLY AND EXHAUST SCRUBBER -CONDENSER ASSEMBLY ON THE BIOSOLIDS MANAGEMENT SITE THERMAL DRYER SYSTEM, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the City Council previously approved Ordinance No. 6147 which waived the requirement of fonnal competitive bidding and authorized future purchases of parts and repair services for the Biosolids Management Site thermal dryer unit from A.I.T. Services, Inc. as the sole authorized service and parts provider for the unit. 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 accepts a quote in the amount of $47,745.00 plus applicable taxes from A.I.T. Services Inc. for the replacement of the Fill Auger Assembly and Exhaust Scrubber -Condenser Assembly on the Thermal Dryer System used at the Biosolids Management Site. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. City of Fayetteville, Arkansas Page 1 Printed on 413/2019 Tim Nyander City of Fayetteville Staff Review Form 2019-0172 Legistar File ID 4/2/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 3/12/2019 WASTEWATER TREATMENT (730) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends replacement of the Fill Auger Assembly and the Exhaust Scrubber -Condenser Assembly for thermal drying biosolids, by A.I.T. Services Inc. at the Biosolids Management Site in the amount of $47,745.00 plus applicable taxes, and approval of a budget adjustment. 5400.730.5800-5414.00 Account Number 02069.1 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? Yes Budget Impact: Water and Sewer Fund Plant Pumps and Equipment - WWTP Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 626,301.00 $ 623,287.42 $ 52,400.14 $ 52,401.00 '. fi 3,014.44 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: Taxes are estimated at $4,655.14 for a total of $52,400.14. CITY OF FAYETTEVILLE ARKANSAS MEETING OF APRIL 2, 2019 TO: Mayor and City Council THRU: Don Marr, Chief of Staff Water & Sewer Committee Tim Nyander, Utilities Director FROM: Greg Weeks, Wastewater Treatment CITY COUNCIL MEMO DATE: March 12, 2019 SUBJECT: Approval of a resolution for replacing the Fill Auger Assembly and Exhaust Scrubber -Condenser Assembly on the Thermal Dryer System by A.I.T. Services Inc. at the Biosolids Management Site. RECOMMENDATION: Staff recommends replacement of the Fill Auger Assembly and the Exhaust Scrubber - Condenser Assembly for thermal drying biosolids, by A.I.T. Services Inc. at the Biosolids Management Site in the amount of $47,745.00 plus applicable taxes, and approval of a budget adjustment. BACKGROUND: The Biosolids Management Site utilizes a 24 -cubic yard Fenton CM 7212 Thermal Dryer system to convert wet biosolids to a Class -A fertilizer. Biosolids, a dewatered microbial biomass, are the byproduct of the city's wastewater biological nutrient removal process. The Noland and West Side treatment facilities produce an average of over 100,000 pounds of dewatered biosolids every day. The thermal dryer, in combination with the site's solar house dryers, reduces the daily biosolids volume down to approximately 15,000 lbs of Class -A, Exceptional Quality fertilizer. The biosolids drying process saves the city significant landfill costs annually, as well as allows for beneficial reuse of the biosolids material. DISCUSSION: The thermal dryer has been in operation for 6.5 years and several major system components are reaching their life expectancy. Recent inspections have identified significant corrosion damage of galvanized steel components of the Fill Auger and Exhaust Scrubber -Condenser Assemblies. These assemblies are fabricated on a per order basis resulting in very long lead times. If either assembly were to fail the thermal dryer down time could generate nearly $100,000 in landfill fees per month while waiting for parts fabrication and delivery. Replacement of the Fill Auger and Exhaust Scrubber -Condenser are recommended to extend the life of these critical system components for up to 5 more years. Mailing Address: 113 W. Mountain Street www,fayetteville-ar.gov Fayetteville, AR 72701 Earlier this year, the City Council approved an ordinance (No.6147) to waive the requirement of formal competitive bidding and authorized future parts purchases and repair services through AIT Services, Inc as they are the sole source authorized service and parts provider for Fenton Drying Systems. A.I.T. Services, Inc. recently submitted a quote for fabricating one complete Fill Auger Assembly and Exhaust Scrubber -Condenser. Staff recommends completion of the proposed assemblies' fabrication in the amount of $47,745.00, which includes a freight charge of $3,875.00. BUDGET/STAFF IMPACT: Funds will be moved from the Sanitary Sewer Rehabilitation project to the Wastewater Treatment, Plant Pumps and Equipment project to cover the replacements. Attachments: AIT Services Quote Ordinance 6147 Budget Adjustment A.I.T. SERVICES 1100 CR134 Brownwood, Texas 76801 Phone: (325) 646-9754 Fax: (325) 649-9658 Date: March 12, 2019 To: Jerry Genz Jacobs/City of Fayetteville, AR From: Chad Bolton AIT Services, Inc. Re: Dryer Fill Conveyor and SS Scrubber/Condenser Jerry, The following is the new pricing for complete (motor, gear reduction box, auger screw and housing) new wet biosolids feed screw and new SS scrubber/condenser, less delivery and installation. The following prices are for the components only, FOB AIT's facility in Brownwood, TX: Dryer Fill Screw Auger (Complete) - $20,750.00 Scrubber/Condenser - (Option #2-304Stainless Steel - $23,120.00 Note: The exterior water manifold and scrubbing media inside the vessel are not provided in this price. The existing components will be utilized. Total Price: $43,870.00 Payment Terms: 50% Down Payment of Total Price with P.O. 50% of Total Price Net 30 Day After Completion Additional: - No Local, State or Federal Taxes are Included. - This quote is good for 60 days. - Present estimated fabrication time for completion is 10-12 weeks, but depending upon AIT's backlog of work upon receipt of P.O. and down -payment, fabrication time is subject to change. FREIGHT COSTS: Should Jacobs/City of Fayetteville desire to have AIT handle shipment of the equipment, an additional $ 3,875.00 for shipping fees should be added to the above total price. Thanks for the opportunity to quote, Chad Bolton AIT Services, Inc. Cell: 325-642-3578 Email: cbolton@aittx.com 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6147 File Number: 2018-0741 AIT SERVICES, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF SPARE PARTS AND REPAIR SERVICES FOR THE THERMAL DRYING UNIT LOCATED AT THE BIOSOLIDS MANAGEMENT SITE FROM AIT SERVICES, INC. IN THE AMOUNT OF $117,917.67 PLUS APPLICABLE TAXES, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $20,000.00, AND TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING FOR FUTURE PURCHASES OF PARTS AND REPAIR SERVICES FOR THE THERMAL DRYING UNIT FROM AIT SERVICES, INC. THROUGH DECEMBER 31, 2021 WHEREAS, the thermal dryer located at the City's Biosolids Management Site has helped save the City approximately $1,000,000.00 in landfill costs and generated $48,500.00 in revenue through fertilizer sales to the public in 2018; and WHEREAS, a recent inspection identified stress damage to split bearings, critical parts that support each end of the rotating drum, and the replacement or repair of the bearings and other worn or failing components should extend the life of the dryer up to five more years; and WHEREAS, AIT Services, Inc. is the sole provider of replacement parts for the thermal dryer. 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 an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of spare parts for the thermal drying unit located at the Biosolids Management Site from AIT Services, Inc. in the amount of $117,917.67 plus applicable taxes, and further approves a project contingency in the amount of $20,000.00. Page 1 Printed on 2/7/19 Ordinance Number., 6147 File Number 2018-0741 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby determines that, because AIT Services, Inc. is the sole provider of replacement parts for the dryer unit, an exceptional situation exists in which competitive bidding is deemed not feasible or practical for future purchases and therefore waives the requirements of formal competitive bidding through December 31, 2021. PASSED and APPROVED on 2/5/2019 Attest: Lisa. Branson, Deputy Cit} P0} 11IM111rr►�` • G s. w ws. G� ��•, 11. rte. v'% f� ;r ON Page 2 Printed on 2/7/19 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 WASTEWATER TREATMENT (730) 2019 Requestor: Cheryl Partain BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: A Budget Adjustment is needed in the Plant Pumps and Equipment - WWTP for the replacement of the Fill Auger Assembly and Exhaust Scrubber -Condenser Assembly for the Noland Wastewater Treatment plant Biosolids Management Site. Budgeted funds from the Sanitary Sewer Rehabilitation project need to be moved to cover the purchase of these items. COUNCIL DATE: 4/2/2019 LEGISTAR FILE ID#: 2019-0172 3/14/2019 4:40 PM Budget Director TYPE: JOURNAL #: Date I GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED: TOTAL - _ v.20190115 Increase / (Decrease) Proiect.Sub# Account Number 5400.730.5800-5414.00 5400.720.5700-5815.00 Expense Revenue 52,401 - 'roject Sub.Detl AT Account Name 02069 1 EX Plant Equipment Maintenance- Plant Eqt 02017 1 EX Sewer Improvements - Sewer Improveme H:\Budget Adjustments\2019_Budget\City Council\04-02-2019\2019-0172 BA Noland WW Equipment Replacement 1 of 1