HomeMy WebLinkAbout127-19 RESOLUTIONF fAYEr
F�
SRKrNS PS:
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 127-19
File Number: 2019-0264
AIT SERVICES, INC.:
A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $58,250.00 PLUS APPLICABLE
TAXES FROM AIT SERVICES, INC. FOR THE INSTALLATION OF CRITICAL REPLACEMENT
PARTS FOR THE THERMAL DRYER AT THE BIOSOLIDS MANAGEMENT SITE, TO APPROVE
A PROJECT CONTINGENCY IN THE AMOUNT OF
$10,000.00, 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 AIT 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 $58,250.00 plus applicable taxes from AIT Services Inc. for the installation of critical
replacement parts for the thermal dryer at the Biosolids Management Site, and further approves a project
contingency in the amount of $10,000.00.
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 6/4/2019
Page 1 Printed on 615119
rZt4,0&tA,oA /2,7-/q
File Number.' 2019-0264
Attest:
.I I
Sondra E. Smith, City Clerk Treas;��ERK O
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AYE�EVI<<E;S701_
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Page 2 Printed on 615119
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2019-0264
Agenda Date: 6/4/2019 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 3
AIT SERVICES, INC.:
A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $58,250.00 PLUS APPLICABLE
TAXES FROM AIT SERVICES, INC. FOR THE INSTALLATION OF CRITICAL REPLACEMENT
PARTS FOR THE THERMAL DRYER AT THE BIOSOLIDS MANAGEMENT SITE, TO APPROVE A
PROJECT CONTINGENCY IN THE AMOUNT OF $10,000.00, 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 AIT 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
$58,250.00 plus applicable taxes from AIT Services Inc. for the installation of critical replacement parts for the
thermal dryer at the Biosolids Management Site, and further approves a project contingency in the amount of
$10,000.00.
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 61512019
Tim Nyander
Submitted By
City of Fayetteville Staff Review Form
2019-0264
Legistar File ID
6/4/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/23/2019 WASTEWATER TREATMENT (730)
Submitted Date Division / Department
Action Recommendation:
Staff recommends the approval of the installation of critical replacement parts for the thermal dryer at the
Biosolids Management Site by AIT Services Inc. in the amount of $58,250.00 plus applicable taxes, approval of a
labor contingency in the amount of $10,000.00, and approval of a budget adjustment.
5400.730.5800-5414.00
Account Number
02069.1
Project Number
Budget Impact:
Water and Sewer
Fund
Plant Pumps and Equipment - WWTP
Project Title
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? Yes Budget Adjustment
Remaining Budget
$ 906,843.00
$ 901,558.87
1_$ 5,284.13
$ 73,929.38
$ 73,930.00
$ 5,284.75
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Approval Date:
Comments: Taxes are estimated in the amount of $5,679.38. Including the contingency, this item has a potential
total cost of $73,929.38.
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JUNE 4, 2019
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Water & Sewer Committee
Tim Nyander, Utilities Director
FROM: Greg Weeks, Wastewater Treatment
DATE: April 23, 2019
CITY COUNCIL MEMO
SUBJECT: Installation of Critical Replacement Parts on the Thermal Dryer System at
the Biosolids Management Site by AIT Services, Inc.
RECOMMENDATION:
Staff recommends the approval of the installation of critical replacement parts for the thermal
dryer at the Biosolids Management Site by AIT Services Inc. in the amount of $58,250.00 plus
applicable taxes, approval of a labor contingency in the amount of $10,000.00, and approval of
a budget adjustment.
BACKGROUND:
The Biosolids Management Site (BMS) utilizes a 24 -cubic yard Fenton CM 7212 Thermal Dryer
system to convert wet biosolids to a Class -A fertilizer. Biosolids 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 nearly full-time
biosolids dryer operation 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 critical parts are reaching
their life expectancy. Recent inspections identified need of replacement for dryer parts such as
rotor -drive sprockets, rotor swivels, rotor bearings and end -gland packing. Earlier this year,
Council approved an ordinance (No.6147) for purchase of the critical replacement parts. These
parts are very specific to the Fenton Dryer system where AIT technicians provide parts -specific
technical training and service experience. Ordinance No. 6147 also waived the requirement of
formal competitive bidding and authorizes future parts purchases, installation and repair
services through AIT Services, Inc as they are the sole source authorized service and parts
provider for Fenton Drying Systems.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
AIT Services recently submitted a quote of $58,250.00 for installation -rebuild of eight critical
replacement parts for the Fenton Dryer. Staff recommends approval of parts installation
services by AIT in the amount of $58,250.00 plus applicable taxes. Staff also recommends the
approval of a contingency in the amount of$10,000.00, allowing for additional AIT labor and
lodging resulting from site-specific unforeseen circumstances or delays caused by the owner -
operator.
BUDGET/STAFF IMPACT:
A budget adjustment from capital project No. 14018 Sanitary Sewer Rehabilitation — Ramsey
and Overcrest will be necessary to fund this purchase of spare parts. The budgeted funds
being transferred is cost savings left over after completing the sewer rehabilitation project.
Attachments:
AIT Services Quote
Ordinance 6147
Budget Adjustment
AIT SERVICES, Inc.
Date: April 15, 2019
To: Tim Luther
Jacobs
Fayetteville WWT.P
From: Dan Bolton
AIT Services, Inc.
Re: Parts Installation. Quote
Tim:
The following is the price for the labor and other costs associated with:
- Replacing both rotor drive sprockets
- Replacing one complete rotor swivel with.a new. unit
- Rebuilding onexotor swivel
Replace both rotor bearing rollers with new components
- Replacing packing in both end glands on the rotor shaft.
Assisting Jacobs: personnel with verbal instructions to install the water column: gauge and fill
limiting arm.
AIT will provide:
- 4 to 5 qualified personnel to perform the. work.
- All required equipment (welder, torch,.hand tools, etc.).
- All lifting equipment(forklift(s), rigging, etc.) required..
Price: $ 58,250.00 (based on 4 to 5 men @ 5 days onsite and.2 days travel time)
Terms: 50% ($ 29,125.00) Down Payment Due With Purchase Order
50% ($ 29,125:00) Due Net 30 Days after Work Completion
NO LOCAL, STATE OR FEDERAL SALES TAXES ARE INCLUDED IN THIS QUOTE.
NOTE:
- All work defined above can be accomplished within the timeframe quoted or less, unless there are
unforeseen circumstances related, to site-specific delays such as limited access to perform the
work, weather, etc., or unanticipated issues with the drying system that may be identified during
the work process which, at the customer's request needs to be corrected at that time. Any
additional days which may be required by AIT personnel over the time specified above will be
billed at $1.250.00 per man per day for every day the personnel show up at the site, plus $300.00
per man per day for lodging, meals and miscellaneous living expenses.
1100 County Road 134, Brownwood, Texas
325-646-9754
- The above price is good for 120 days.
If you have any questions, please do.not hesitate to contact me.
Thanks,
Dan Bolton
325-642-3544
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 l: 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 217119
Ordinance Number. 6147
File Number 2016-0741
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:
LID")
�itiiElPt/�
Lisa Branson; Deputy City 196
Yiw1~
Page 2 Printed on 217119
City of Fayetteville, Arkansas 113 West Mountain Street
'3 Fayetteville, AR 72701
(479) 575-8323
Text File
`f File Number: 2018-0741
Agenda Date: 2/5/2019 Version: 1 Status: Passed
In Control: City Council Meeting
Agenda Number: D. 2
AIT SERVICES, INC.:
File Type: Ordinance
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 beatings 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 deerned 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 arnount of $117,917.67 plus
applicable taxes, and further approves a project contingency in the arnount of $20,000.00.
Sectipii 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.
City of Fayetteville, Arkansas Page 1 Printed on 2/7/2019
Fife Number 2018-0741
City of Fayetteville, Arkansas Page 2 Printed on 2!7/2019
City of Fayetteville Staff Review Form
2018-0741
..........._ ......
Legistar File ID
2/5/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Greg Weeks 1/4/2019 WASTEWATER TREATMENT (730)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends the approval of the purchase of spare parts and repair services for the thermal drying unit
located at the Biosolids Management Site (BMS) 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 authorize future purchases
of parts and repair services through December 31, 2019.
5400.730.5800-5414.00
Account Number
02069.1
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Budget Impact:
Water/Sewer
Fund
Plant Pumps and Equipment - WWTP
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$
844,807.00
$
698,366.79
146,440.21
$
137,917.67
'
522.54
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number: _ Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF FEBRUARY 5, 2019
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Tim Nyander, Utilities Director
Water and Sewer Committee
CITY COUNCIL MEMO
FROM: Greg Weeks, Jacobs Area Manager
DATE: January 4, 2019
SUBJECT: Thermal Dryer Parts and Repairs at the Biosolids Management Site
RECOMMENDATION:
Staff recommends the approval of the purchase of spare parts and repair services for the
thermal drying unit located at the Biosolids Management Site (BMS) 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 authorize future purchases of parts and repair services through
December 31, 2019.
BACKGROUND:
Biosolids are the solid by-product from the water recovery process. Prior to 2012, all biosolids
were landfill disposed. In 2012, the City implemented a sustainable, beneficial reuse drying
process that converts the biosolids to a thermally dehydrated, organic -based Class -A,
Exceptional Quality fertilizer, which is then sold for public use. The drying process is
accomplished through operation of a 24 -cubic yard Fenton CM 7214 Thermal Dryer system.
The biosolids drying process saves the City significant landfill costs annually, and through
November 2018 generated approximately $48,500 in fertilizer sales.
DISCUSSION:
The biosolids are dried within a rotating drum supported on either end by large split bearings.
Recent equipment inspections performed by AIT Services, Inc. identified stress damage to both
split bearings; more recently shaft movement has also been measured pointing towards
impending bearing failure. The manufacturer specified bearings are fabricated on a per order
basis resulting in lead times of up to 5 months. If a bearing fails without the availability of a
critical spare the thermal dryer down time could generate more than $500,000 of additional
landfill fees while waiting for parts fabrication and delivery. The recent equipment inspection
also identified several dryer components that are recommended to be replaced due to wear.
These parts are needed to extend the life of the dryer for up to 5 more years. AIT Services, Inc
is the sole authorized service and parts provider for Fenton Drying Systems.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
AIT Services, Inc. quoted $114,917.67 for the thermal dryer parts and repairs, and freight has
been estimated in the amount of $3,000.00 for a total of $117,617.67. City staff recommends
the approval of a contingency in the amount of $20,000.00 for potential parts and labor costs
that could arise during the repair process.
BUDGET/STAFF IMPACT:
Funds are available in the Wastewater Treatment Plant CIP — Plant Pumps and Equipment
project.
Attachments:
Quotes from AIT Services, Inc.
AIT Services, INC.
1100 CR 134
Brownwood, TX 76801.
325-646-9754
} d,
TO
SHIP TO INSTRUCTIONS
City of Fayetteville
Same as recipient Add additional instructions
2435 S Industrial Dr
Fayetteville, AR 71701
�1T
1.
Rotorsrocket
p
$9,669.52
$9,669.52
1
Motor drive sprocket
$8,508.09
$8,508.09
1
Complete swivel
$22,659.63
$22,659.63
2
Swivel rebuild kit including brass
$2,602.55
$5,205.10
compression rings and compression washers
1
Stainless Steel Venturi
$2,453.88
$2,453.88
Stainless Steel U trough with classifier box
1
and screen. approximately 12'3" long with
$9,927.44
$9,927.44
lids and one end
2
Rotor packing glands this includes two
$1,303,87
$2,607.74
aluminum packing rings and packing
i
Chamber product fill limiting arm plus
bearings
$385.00
$385.00
1
Thermocouple brush parts plus bearings and
extra brush
$735.00
$735.00
1
Water column gauge 0-10"
$81.25
$81.25
Si) IOTAi
$62,232.65
SAI,E:S TAX
(I
PLUS, ALL SHIPPING
TBD
TOTAL
$62,232.65
Thank you far your h SHICSS!
AIT Services, INC.
-
1100 CR 139":
Brownwood, TX 76801,:
325-646-9754
J
TO
SNIP TO INSTRUCTIONS
City of Fayetteville
Same as recipient Add additional instructions
2435 S Industrial Dr
Fayetteville, All 72701
y
1
Craft Fl oat Bearing: cartridge, bearing and
$26,34.2.51..
$26,34.2.51..
pedestal
-
1
Craft Locking Searing: cartridge, :bearing
$26,342,5.1.
$26,34"1.51
and pedestal
These are an alternate to the cooper
bearings all specs are the same
4 — 6 weeks ship date
r I
a
j
SUBTOTAI.
Al"FS TAX
t)
PLUS, ALI. SHIPPING
TBD
TOTAL
`52,685.02
`I'llan C yUU 101' }': Eli' i:7i::iEl1t`.SS!
i�
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 purchase of macerator pumps
critical spare parts kit at the Westside WWTP. Budgeted funds from the completed Sanitary Sewer Rehabilition-Ramsey
and Overcrest project will be transferred to this project to cover the cost of this item. The budgeted funds being
transferred are cost saving after completing the Sanitary Sewer Rehabilition-Ramsey and Overcrest project.
COUNCIL DATE:
LEGISTAR FILE ID#:
6/4/2019
2019-0264
LCk }( utc, wnk
5/1/2019 3:37 PM
Budget Director Date
TYPE:
JOURNAL #:
I GLDATE:
RESOLUTION/ORDINANCE CHKD/POSTED:
TOTAL - _ v.20190430
Increase / (Decrease) Proiect.Sub#
Account Number Expense Revenue Project Sub.Detl AT Account Name
5400.730.5800-5414.00 73,930 - 02069 1 EX Plant Equipment Maintenance - Plant Eqt
5400.720.5700-5815.00 (73,930) - 14018 1 EX Sewer Improvements - Sewer Improveme
HABudget Adjustments\2019_Budget\City Council\06-04-2019\2019-0264 BA AIT Services, Inc 1 of 1