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Home My WebLink About171-19 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 171-19 File Number: 2019-0406 AUTOMATIC ENGINEERING: A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $16,537.39 PLUS APPLICABLE TAXES AND FREIGHT CHARGES FROM AUTOMATIC ENGINEERING FOR THE REPLACEMENT OF A MIXER USED AT THE PAUL R. NOLAND WASTEWATER TREATMENT FACILITY, AND TO APPROVE A BUDGET ADJUSTMENT 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 accepts a quote in the amount of $16,537.39 (plus any applicable taxes and freight charges) from Automatic Engineering for the replacement of a mixer used at the Paul R. Noland Wastewater Treatment Facility. 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 7/16/2019 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 j (479) 575-8323 f Text File File Number: 2019-0406 Agenda Date: 7/16/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 10 AUTOMATIC ENGINEERING: A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $16,537.39 PLUS APPLICABLE TAXES AND FREIGHT CHARGES FROM AUTOMATIC ENGINEERING FOR THE REPLACEMENT OF A MIXER USED AT THE PAUL R. NOLAND WASTEWATER TREATMENT FACILITY, AND TO APPROVE A BUDGET ADJUSTMENT 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 accepts a quote in the amount of $16,537.39 (plus any applicable taxes and freight charges) from Automatic Engineering for the replacement of a mixer used at the Paul R. Noland Wastewater Treatment Facility. 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 Paye 1 Printed on 711712019 City of Fayetteville Staff Review Form 2019-0406 Legistar File ID 7/16/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Tim Nyander 6/27/2019 WASTEWATER TREATMENT (730) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends replacement of one (1) Lightnin brand gearbox -and -motor anoxic mixer for use at the the Paul R. Noland Wastewater Treatment Facility from Automatic Engineering in the amount of $16,837.39 plus applicable taxes, and approval of a budget adjustment. Budget Impact: 5400.730.5800-5414.00 Water and Sewer Account Number Fund 02069.1 Plant Pumps and Equipment - WWTP Project Number 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 Project Title $ 1,042,237.43 $ 1,042,236.57 $.....__...__._ 0.86 $ 18,479.04 $ 18,480.00 $ 1.82 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Approval Date: Comments: Taxes are estimated at $1,641.65 for a total of $18,479.04. CITY OF FAYETTEVILLE ARKANSAS MEETING OF JULY 16, 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: June 27, 2019 CITY COUNCIL MEMO SUBJECT: Gearbox and Motor Rebuilds for the Anoxic Mixer at the Noland Wastewater Treatment Facility RECOMMENDATION: Staff recommends replacement of one (1) Lightnin brand gearbox -and -motor anoxic mixer, used for the biological nutrient removal process, by Automatic Engineering for the Paul R. Noland Wastewater Treatment Facility in the amount of $16,837.39 plus applicable taxes, and approval of a budget adjustment. BACKGROUND: The Noland Treatment Facility utilizes a series of 6 mixers per the East and West basin -trains for mixing together process influent with returned activated sludge. This process takes place in the first stage of the biological nutrient removal reactors. In recent years, these 30+yr old mixers have required extensive rebuild corrective maintenance or in some cases replacement with refurbished units. DISCUSSION: Recently, one (1) anoxic mixer that unexpectedly stopped operating was shipped to Automatic Engineering for a damage inspection and repair proposal. Automatic Engineering has been used in recent years to perform similar damage inspections and repairs for the Noland facility's anoxic -mixer and aerator gearboxes. The inspection report found extensive wear damage to the internal gearbox, resulting in repair costs greater than a refurbished replacement unit. Automatic Engineering has proposed replacing the broken gearbox -and -motor unit with a refurbished unit in the amount of $16,537.39. Staff recommends purchase of the refurbished Lightnin-brand gearbox -and -motor anoxic mixer as proposed by Automatic Engineering. Freight is estimated to be $300.00, for a total purchase amount of $16,837.39 plus applicable taxes. Because it was necessary to have the 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 Ark. Code Ann. §19-11-203(14)(DD). Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: Budgeted funds will be moved from the Sanitary Sewer Rehabilitation account to the Plant Pumps and Equipment account to cover the installation costs of the fill auger and scrubber - condenser assemblies. Funds being moved are budgeted funds for sewer rehabilitation/replacement and maintenance. Attachments: Quote from Automatic Engineering Budget Adjustment Customer: City of Fayetteville, AR Contact : Brian Daniels Date: O+Lf 611�� Phone: 479-575-8386 Fax: 479-684-4730 Project: Quote #: 7016772 Opp #: OP -482361 Dear Brian, We are pleased to offer the following estimate for your review. Automatic - Municipal Tulsa 412 N. Redbud Ave. Broken Arrow, OK 74012 AUTOMATICENGINEERING Phone: 918-585-5703 A COGENT COMPANY Fax: 918-585-5707 Line No Quantity Description of Unit Net Each Net Ext. 1.00 LIGHTNIN 83Q5 GEARBOX AND MOTOR Serial Number- 8625435509 ■ Lightning gearbox exchange with refurbished unit. 1.00 ■ GEARBOX EXCHANGE Total Delivery: ................... 1 - 2 week(s) after receipt of P.O. FOB Point: .................. Shipping Point Terms of Payment: ...... Upon Receipt Quote Validity: ............ 30 Days Thank you for the opportunity to provide you with this estimate. Please let us know how you would like to proceed. Quoted By: Bryant Peterson bpeterson@cogentcompanies.com 816-460-1635 Salesrep: Tim Hunt thunt@aei-inc.com 1� $16,537.39 STANDARD TERMS AND CONDITIONS Price is FOB shipping point and does not include any freight charges. 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 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. Unless otherwise expressly agreed to in writing by Seller, all shipments are FOB Seller shipping point at which point title also transfers. Payment is due upon. receipt of the invoice. An interest charge of 1-1/2% per month will be added to past due balances. Retainage of any invoiced amount is unacceptable unless specifically agreed to by Company at the time of order, and shall in no case exceed a period of 120 days. If payments are not timely received by Company, and this account is turned over to an attorney for collections, Customer agrees to pay all reasonable costs and attorney fees incurred in collection of the past due amounts. 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. In no event shall Company's obligations and liabilities under this Agreement include any direct, indirect, punitive, special, incidental or consequential damages or losses that Customer may suffer or incur in connection with this sale, service or rental, including, but not limited to, loss of revenue or profits, damages or losses as a result of Customer's inability to operate, perform its obligations to third persons or injuries to goodwill; nor shall Company's liability extend to damages or losses Customer may suffer or incur as a result of such claims, suits or other proceedings made or instituted against Customer by third parties. Customer remises, releases and discharges Company from any and all liability or damages which might be caused by failure to deliver any equipment within the agreed time by Company. 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 WARRANTYAS 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. Customer covenants and agrees to defend, indemnify and hold Company harmless from any claims, damages or liability arising out of the use, maintenance or delivery of the equipment or materials purchased or rented hereunder. Customer shall further defend, indemnify and hold Company harmless from any and all damages to third persons or to property caused by Customer's use or possession of the equipment or materials, to the fullest extent allowable by law. 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 Company's branch office is located from which the equipment is rented or purchased. Customer further agrees that venue and jurisdiction shall be appropriate in the county in which Company's branch office is located from which the equipment was rented or purchased. Any provisions hereof which may prove unenforceable under any law shall not affect the validity of any other provision hereof. SERVICE ESTIMATE Customer: City of Fayetteville, AR Contact : Brian Daniels Date: 06/28/2019 Phone: 479-575-8386 Fax: 479-684-4730 Project: Quote #: 7016772 Opp #: OP -482361 Dear Brian, We are pleased to offer the following estimate for your review. Automatic - Municipal Tulsa 412 N. Redbud Ave. AUTOMATIC Broken Arrow, OK 74012 ENGINEERING Phone: 918-585-5703 A COGENT COMPANY Fax: 918-585-5707 Line No Quantity Description of Unit Net Each Net Ext. 1 1.00 LIGHTNIN 83Q5 GEARBOX AND MOTOR Serial Number - 8625435509 ■ Lightning gearbox exchange with refurbished unit. 1.00 ■ GEARBOX EXCHANGE Total Freight estimate $300 Delivery: ................... 1 - 2 week(s) after receipt of P.O. FOB Point: .................. Shipping Point Terms of Payment: ...... Upon Receipt Quote Validity: ............ 30 Days Thank you for the opportunity to provide you with this estimate. Please let us know how you would like to proceed. Quoted By: Salesrep: Bryant Peterson Tim Hunt bpeterson@cogentcompanies.com thunt@aei-inc.com 816-460-1635 r 6/28/19 $16,537.39 STANDARD TERMS AND CONDITIONS Price is FOB destination and does not include any freight charges. 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 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. Unless otherwise expressly agreed to in writing by Seller, all shipments are FOB destination at which point title also transfers. Payment is due upon receipt of the invoice. Retainage of any invoiced amount is unacceptable unless specifically agreed to by Company at the time of order, and shall in no case exceed a period of 120 days. If payments are not timely received by Company, and this account is turned over to an attorney for collections, Customer agrees to pay all reasonable costs and attorney fees incurred in collection of the past due amounts. 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. Warranty on workmanship is 12 months from delivery. 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 of Arkansas. 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 2019 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division WASTEWATER TREATMENT (730) Adjustment Number 2019 /Org2 Requestor: Cheryl Partain BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: A Budget Adjustment is needed in the Plant Pumps and Equipment - WWTP project for the replacement of the gearbox and motor anoxic mixer used for the biological nutrient removal process at the Noland WWTP. Budgeted funds from the Sanitary Sewer Rehabilitation project will be transferred to this project to cover the cost of this item. The budgeted funds being transferred are for sewer rehabilitation/replacement and maintenance. COUNCIL DATE: LEGISTAR FILE ID#: 7/16/2019 2019-0406 612712019 2:29 PM Budget Director Date TYPE: JOURNAL #: H:\Budget Adjustments\2019_Budget\City Council\07-16-2019\2019-0406 BA Automatic Engineering 1 of 1 GLDATE: RESOLUTION/ORDINANCE I CHKD/POSTED: TOTAL - - v.20190516 Increase / (Decrease) Proiect.Sub# Account Number Expense Revenue Project Sub.Detl AT Account Name 5400.730.5800-5414.00 18,480 - 02069 1 EX Plant Equipment Maintenance 5400.720.5700-5815.00 (18,480) - 02017 1 EX Sewer Improvements H:\Budget Adjustments\2019_Budget\City Council\07-16-2019\2019-0406 BA Automatic Engineering 1 of 1