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Home My WebLink AboutOrdinance 6328113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6328 File Number: 2020-0504 FLECK BEARING COMPANY: AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING AND ACCEPT A QUOTE OF $21,776.00, PLUS FREIGHT CHARGES AND TAXES, FROM FLECK BEARING COMPANY FOR THE PURCHASE OF REPLACEMENT BEARINGS FOR THE THERMAL DRYER AT THE BIOSOLIDS MANAGEMENT SITE WHEREAS, on May 17, 2020, the thermal dryer was damaged when the rotor shaft moved from its fixed position and an inspection after disassembly revealed damage to the bearings; and WHEREAS, an operational thermal dryer, in combination with the Biosolids Management Site's solar house dryers, reduces 100,000 pounds of daily biosolids volume to 15,000 pounds of Class -A, Exceptional Quality fertilizer and allows the City to achieve substantial savings on landfill costs each year and it is important for the dryer to be operational as quickly as possible; and WHEREAS, the City received quotes from three vendors, with Fleck Bearing Company being the lowest; and WHEREAS, formal competitive bidding is not necessary for the repair of "hidden or unknown damages." 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 Ark. Code Ann. § 19-11-203(14)(DD), repair of "hidden or unknown damages, the purchase of replacement bearings does not require formal competitive bidding and because of the urgency of the Page 1 Printed on 719120 Ordinance: 6328 File Number: 2020-0504 repair competitive bidding is not feasible or practical; and, therefore, waives competitive bidding, accepts the quote from Fleck Bearing Company in the amount of $21,776.00, plus freight charges and taxes, and authorizes the payment of that amount. PASSED and APPROVED on 7/7/2020 Attest: `��trrrrrrrr� R K (j•• GITY�;ZUL I ;`9�,G, Kara Paxton, City Clerk Treasurer �AYE�Ev/tt" ;D: 9 9 I�N; oo��, Page 2 Printed on 7/8)20 City of Fayetteville, Arkansas 113 West Mountain Street y- - Fayetteville, AR 72701 if, (479) 575-8323 1 Text File - File Number: 2020-0504 Agenda Date: 7/7/2020 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C 1 FLECK BEARING COMPANY: AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING AND ACCEPT A QUOTE OF $21,776.00 FROM FLECK BEARING COMPANY FOR THE PURCHASE OF REPLACEMENT BEARINGS FOR THE THERMAL DRYER AT THE BIOSOLIDS MANAGEMENT SITE WHEREAS, on May 17, 2020, the thermal dryer was damaged when the rotor shaft moved from its fixed position and an inspection after disassembly revealed damage to the bearings; and WHEREAS, an operational thermal dryer, in combination with the Biosolids Management Site's solar house dryers, reduces 100,000 pounds of daily biosolids volume to 15,000 pounds of Class -A, Exceptional Quality fertilizer and allows the City to achieve substantial savings on landfill costs each year and it is important for the dryer to be operational as quickly as possible; and WHEREAS, the City received quotes from three vendors, with Fleck Bearing Company being the lowest; and WHEREAS, formal competitive bidding is not necessary for the repair of "hidden or unknown damages." 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 Ark. Code Ann. § 19-11-203(14)(DD), repair of "hidden or unknown damages, the purchase of replacement bearings does not require formal competitive bidding and because of the urgency of the repair competitive bidding is not feasible or practical; and, therefore, waives competitive bidding, accepts the quote from Fleck Bearing Company in the amount of $21,776.00, and authorizes the payment of that amount. City of Fayetteville, Arkansas Pegs I Printed on 7AL12020 Tim Nyander Submitted By City of Fayetteville Staff Review Form 2020-0504 Legistar File ID 7/7/2020 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/16/2020 Submitted Date Action Recommendation: WASTEWATER TREATMENT (730) Division / Department Staff recommends approval of the purchase of two replacement bearings from Fleck Bearing Company, a division of Motion Industries, Inc. in the amount of $21,776.00 plus applicable taxes and freight charges for the thermal dryer at the Biosolids Management Site. Budget Impact: 5400.730.5800-5414.00 Water and Sewer Account Number Fund 02069.1 Plant Pumps and Equipment - WWTP Project Number Project Title Budgeted Item? Yes Current Budget $ 1,477,313.00 Funds Obligated $ 565,910.09 Current Balance $ 911,402,91 Does item have a cost? Yes Item Cost $ 23,899.16 Budget Adjustment Attached? No Budget Adjustment $ - Remaining Budget $ 887,503,75 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: Taxes are estimated at $2,123.16 for a total of $23,899.16. CITY OF FAYETTEVILLE ARKANSAS MEETING OF JULY 7, 2020 TO: Mayor and City Council THRU: Susan Norton, Chief of Staff FROM: Tim Nyander, Utilities Director DATE: June 16, 2020 CITY COUNCIL MEMO SUBJECT: Fleck Bearing Company - Replacement Bearings for the Thermal Dryer at the Biosolids Management Site RECOMMENDATION: Staff recommends approval of the purchase of two replacement bearings from Fleck Bearing Company, a division of Motion Industries, Inc. in the amount of $21,776.00 plus applicable taxes and freight charges for the thermal dryer at the Biosolids Management Site. BACKGROUND: The Biosolids Management Site utilizes a series of (6) six solar houses, and a thermal drying process for production of Class -A, biosolids fertilizer. The Noland and West Side treatment facilities produce an average of over 100,000 lbs. of belt -pressed biosolids every day. The solar houses and thermal dryer are tandem processes that reduce the daily biosolids volume down to approximately 15,000 lbs. of Class -A, Exceptional Quality fertilizer. The thermal dryer process nearly 75% of all biosolids annually. The biosolids drying process saves the city significant landfill costs annually, as well as allows for beneficial reuse of the biosolids material. DISCUSSION: On May 17th, the thermal dryer at the BMS was damaged when the rotor shaft moved from its fixed position. An ordinance was passed on June 4th to waive competitive bidding and accept a quote from In -Place Machining Company to repair the shaft that the bearings are on. This was after new bearings were installed about 4 to 5 weeks prior to this May breakdown. On May 30th, a representative from the bearing manufacturer visited the site to inspect the recently installed bearings. While the bearings were slightly damaged, they had been taken out of service before the damage done to them was near the extent of the first and second set of bearings. The bearing expert stated they can be used in the short term while new bearing parts can be ordered and received. The City has received quotes from three vendors, with Fleck Bearing Company being the lowest. Staff recommends the purchase of the required bearings in the amount of $21,776.00 plus freight and taxes from Fleck Bearing Company. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Because it was necessary to have the bearings and shafts disassembled 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). BUDGET/STAFF IMPACT: Funds are available in the Plant Pumps and Equipment account within the Water & Sewer Fund. �. FLECK 0��i bearing POMVERTRANSMIs IS ON Quote WWsion of Vodl m /adusnia FLECK BEARING Date: 06/05/20 3902 A KELLEY AVE SPRINGDALE, AR 72762 Note: Due to recent volatility of raw materials, price and delivery are subject PHONE: 4797512844 to change based on availability at time of order. FAX : 4797516713 To: CH21VI HILL OMI 1400 N FOX HUNTER RD FAYETTEVILLE, AR 72701 PO: QUOTE Quote Number: AR43 - 045403 Customer RFQ: QUOTE FOB: FOB ORG,FRT PP&ADD Quote Sent By: LANCE Payment Terms: . NET 30 Delivery: STOCK UNLESS NOTED DIRECT SHIP CARRIER: R&L CARRIERS Description Manufacturer Quantity I Unit Unit Price I Amount LINE ITEM: 001 S1B1200FLC5 1 EA $10.888.000 $10.888.00 MINO: 00295 Z 14000 ITEM NO: 99999999 CRAFT BRG CO DELIVERY DATE: 07/17/20 LINE ITEM: 002 S1B1200HDC5 BEARING HELD C5 CLEARANCE 1 EA $10,888.000 $10,888.00 MINO: 00295 X 10207 ITEM NO: 02547843 CRAFT BRG CO DELIVERY DATE: 07/17/20 SUB TOTAL: $21,776.00 SALES TAX: $1,687.64 TOTAL: USD $23,463.64 Want to view inventory and place orders on-line? Motion Ind ustries.com can meet your needs. Register On-line at www.MotionIndustries.com. BUYER UNDERSTANDS AND AGREES THAT GOODS PRESENTED TO BUYER PURSUANT TO THIS INVOICE ARE BEING TENDERED CONTINGENT UPON BUYER'S AGREEMENT TO ALL OF MOTION'S TERMS AND CONDITIONS RELATED TO SALES. MOTIONS TERMS AND CONDITIONS ARE AVAILABLE AT THE MOTION BRANCH OR AT WWW.MOTIONINDUSTRIES.COM. BUYER'S ACCEPTANCE OF THE DELIVERY OF THE GOODS SHALL CONFIRM BUYERS AGREEMENT TO ALL OF MOTION'S TERMS AND CONDITIONS. PAGE 1 of 1 OCN: AR43 - 045403 PO: QUOTE 06/05/20 Craft Bearing Co., Inc 5000 Chestnut Ave Newport News, VA 23605 PH: (757) 247-6000 FAX: (757) 247-6300 Quote To: City of Fayetteville Utilities Dept. Tim Nyander (479) 301-7273 Fayetteville, AR 72701 Quote Customer No.: CREDIT CARD Quote No.: 5952 Ship To: Fayetteville Utilities Attn: Jerry Genz 16464 E. Wyman Road Fayetteville, AR 72701 Date Sales Person Required PH: (479) 301-7273 Contact 06/05/20 Bob Kerwin 06/05/20 FAX: Tim Nyander Freight Terms: Origin Manufacturer's Rep: JT Chapman Company Quantity Required Item Number Description Unit Price Amount 1 51 B1200h-LUb 1 S1 B1200HDC5 12" Float B Assembly C5 Clearance C5 Clearance Allow 6 to 8 weeks from placement of order 1I19101:41I11 10956.00 10956.00 10956.00 Quote subtotal 21912.00 Quote total 21912.00 The above pricing is in U.S. currency and is good for 30 days, after which a new quote should be obtained. The above pricing is based on the quantities given. If the above quantities change new pricing should be obtained. All pricing is based on F.O.B. Newport News, Virginia, USA unless otherwise discussed. Thank you for the opportunity to quote on your requirements. Please don't hesistate to call if we can be of any further assistance. Thank You Proudly Made in the USA From: Jason Rector <jrectorPjciind.com> Sent: Tuesday, June 16, 2020 11:46 AM To: Genz, Jerry/FAY <Jerry.GenzPiacobs.com> Subject: [EXTERNAL] RE: Craft Bearing J e rry, JCI will be a no bid on these. Apologies, From: Genz, Jerry/FAY [mailto:Jerry.Genz(@iacobs.com] Sent: Tuesday, June 16, 2020 11:44 AM To: Jason Rector <irector(@iciind.com> Subject: Craft Bearing Hey Jason; Could you please provide a quote for the following bearings? We do not need the cartridge, pedestal, or pedestal cap. 1 each — S1B1200FLC5 and S1B1200HDC5 Thanks Jason Jerry Genz I Jacobs I Biosolids Coordinator I Biosolids Management Site 1 1.479.444.0717 1.479.387.4489 mobile 4erry_aenz(cD acobs.com I www.iacobs.com NOTICE - This communication may contain confidential and privileged information that is for the sole use of the intended recipient. Any viewing, copying or distribution of, or reliance on this message by unintended recipients is strictly prohibited. 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