HomeMy WebLinkAbout178-21 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 178-21
File Number: 2021-0435
AIT SERVICES, INC.:
A RESOLUTION TO AUTHORIZE THE PURCHASE OF A CARBON STEEL RIBBON
BLENDER FROM AIT SERVICES, INC. FOR $19, 625.00 PLUS ANY APPLICABLE TAX
AND FREIGHT CHARGES FOR THE THERMAL DRYING UNIT AT THE BIOSOLIDS
MANAGEMENT SITE, AND TO APPROVE A PROJECT CONTINGENCY IN THE
AMOUNT OF $3,925.00
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 authorizes the purchase
of a carbon steel ribbon blender from AIT Services, Inc. for $19,625.00 plus any applicable tax and
freight charges for the thermal drying unit at the Biosolids Management Site, and further approves a
project contingency in the amount of $3,925.00.
PASSED and APPROVED on 7/6/2021
Page 1 Printed on 7/7n1
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2021-0435
Agenda Date: 7/6/2021 Version: 1 Status: Passed
In Control: City Council Meetinq
Agenda Number: A.3
AIT SERVICES, INC.:
File Type: Resolution
A RESOLUTION TO AUTHORIZE THE PURCHASE OF A CARBON STEEL RIBBON BLENDER
FROM AIT SERVICES, INC. FOR $19, 625.00 PLUS ANY APPLICABLE TAX AND FREIGHT
CHARGES FOR THE THERMAL DRYING UNIT AT THE BIOSOLIDS MANAGEMENT SITE, AND
TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $3,925.00
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 authorizes the purchase of a
carbon steel ribbon blender from AIT Services, Inc. for $19,625.00 plus any applicable tax and freight charges
for the thermal drying unit at the Biosolids Management Site, and further approves a project contingency in the
amount of $3,925.00.
City of Fayetteville, Arkansas Page 1 Printed on 7/7/2021
Tim Nyander
Submitted By
City of Fayetteville Staff Review Form
2021-0435
Legistar File ID
7/6/2021
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
6/9/2021 WASTEWATER TREATMENT (730)
Submitted Date Division / Department
Action Recommendation:
Staff recommends the approval of the purchase of a carbon steel ribbon blender for the thermal drying unit located
at the Biosolids Management Site from AIT Services, Inc. in the amount of $19,625.00 plus applicable taxes and
freight charges, and to approve a project contingency in the amount of $3,925.00.
5400.730.5800-5414.00
Account Number
02069.1
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Budget Impact:
Water and Sewer
Fund
Plant Pumps and Equipment - WWTP
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$
1,317,743.00
$
426,301.51
L$ 891,441.49
$
29,912.50
V20180321
Purchase Order Number: Previous Ordinance or Resolution # Ord. 6147
Change Order Number:
Original Contract Number:
Approval Date:
Comments: Freight is estimated at $4,000 and taxes are estimated at $2,362.50. With the contingency of $3,925.00,
the estimated total project cost is $29,912.50.
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JULY 6, 2021
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
FROM: Tim Nyander, Utilities Director
DATE: June 9, 2021
CITY COUNCIL MEMO
SUBJECT: AIT Services, Inc. — Purchase of a Carbon Steel Ribbon Blender for the
Thermal Dryer at the Biosolids Management Site
RECOMMENDATION:
Staff recommends the approval of the purchase of a carbon steel ribbon blender for the thermal
drying unit located at the Biosolids Management Site from AIT Services, Inc. in the amount of
$19,625.00 plus applicable taxes and freight charges, and to approve a project contingency in
the amount of $3,925.00.
BACKGROUND:
In 2020, Jacobs was approved to replace the existing 10-year old surge bin at the Biosolids
Management Site as a scheduled 2021 CIP. After further evaluation, it was determined that an
in-house refurbishment will be more economical and the scope of the project was modified.
Jacobs will purchase the material needed and provide the labor to refurbish the surge bin. The
City will provide the ribbon blender needed to complete the rebuild.
DISCUSSION:
The City received a quote from AIT Services, Inc for a new carbon steel ribbon blender at
$19,625.00 plus applicable taxes and freight charges. Freight is estimated at $4,000.00.
Additionally, due to the volatile nature of materials prices in the current market, it is requested to
add a 20% contingency of $3,925.00 for a total cost of $29,912.50 (including freight and taxes).
Ordinance 6147, signed on February 5, 2019, waives competitive bidding through December
31, 2021 for thermal dryer parts and repair services through AIT Services, Inc.
BUDGET/STAFF IMPACT:
Funds are available in the Plant Pumps & Equipment - WWTP account within the Water &
Sewer Fund.
Attachments:
Quote from AIT Services
Ordinance 6147
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
AIT SERVICES, INC.
Date: May 3, 2021
To: Jerry Genz
Jacobs/Fayetteville
From: Dan Bolton
AIT Services, Inc.
Re: Ribbon Blender Price
Jerry,
The price below is for a replacement shafted ribbon blender for your existing dryer dry product surge
bin. This price does not include the vessel, bearings, or any other component.
Price: $19,625.00
Lead Time: Estimated 8 —10 Weeks ARO and Down Payment
Not Included: Any State or Local Taxes, Installation or Freight
Terms: 50% Down with PO — 50% Net 30 Upon Completion
Freight: Estimated maximum freight cost - $4,000.
Note: The ribbon blender design is taken from the original files of Fayetteville generated when the
dryer was manufactured by Fenton Environmental Technologies, Inc. The drawings of the
ribbon blender from these files now owned by AIT were submitted to the original manufacturer
and supplier of the complete surge bin mixer for pricing. While AIT believes the ribbon blender
proposed should be a direct replacement for the existing component, no guarantee or warranty
of such can be provided unless exact measurements if the existing component can be compared
to the drawings on file.
If you have any questions, please let us know.
Thanks,
Dan Bolton
P.O. Box 2333 1100 CR 134 Phone: 325-646-9754
Brownwood, TX 76804 Brownwood, TX 76801 Fax: 325-649-9658
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 217119
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 City Q,FK T ►i,
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