Fort Walton Beach Council agenda — 06-12-2007 regular agenda — reading text

e.. 0 Q) Q) as 0::: E 0) .;:: c:: 0) .;:: ~ E 0 a.. f') 0 0 a.. >> co ( f') D- E a.. a- C Q) a- E Q) 0 iN 0 0";" E s..... s ei E 0"0 J: m i  CITY COUNCIL MEETING June 12, 2007 Consent Agenda Consideration of a request to award Bid 07- 123, repair Well # 6 to the lowest responsive, responsible bidder, Donald Smith Company, for the bid amount of $ 29, 665 Utilities Director) Council Action 1 st 2nd Vote: Agenda Item Number: 9  CITY OF FORT WALTON BEACH MEMORANDUM DATE: June 1, 2007 TO: Joyce Shanahan, City Manager FROM: John Hofstad, Utilities Director SUBJECT: Request to Award Bid No. 07- 123, Repair Well # 6 SUMMARY Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and award Bid No. 07- 123, Repair Well # 6, to Procedures, request authorization to the low responsive, responsible bidder, Donald Smith Company, Headland, Alabama, for the bid amount of $ 29, 665. 00. If funds available the Utilities Enterprise Fund in Accounts approved, are 401- 5026- 533- 6997- Capital Improvements, Well Maintenance Program in the amount of $ 7, 671. 00, 401- 8026- 533- 6997- Special Projects, Well Maintenance in the amount of $ 21, 285. 00, and a budget be made from transfer will Program Account No. 401- 1310- 533- 4681- Plant and System Repair Contracted in the amount of $ 709. 00. Recommend the City Council approve the bid received from Donald Smith Company, Headland, Alabama, for the bid amount of $ 29, 665. 00. FIN A N C I A L D A T A 1. DEPARTMENT: Capital Improvement Projects 2. DIVISION: Well Maintenance Program 3. FUND: Utilities 4. ACCOUNT: 401- 5026- 533- 6997 and 401- 8026- 533- 6997 5. ACCT. DESCRIPTION: Appropriation 6. FY BUDGET: 2006/ 07 7. AMOUNT BUDGETED: N/ A 8. GRANT FUNDS: YES ~ AMOUNT 9. FUND TRANSFER: IYESI NO AMOUNT $ 709. 00 10. FROM ACCT: 401- 1310- 533- 4681 11. TO ACCT: 401- 5026- 533- 6997 12. REASON FUNDS AVAILABLE FOR TRANSFER: Contracted repairs less than anticipated during fiscal year 13. PRICE ANALYSIS: ATTACHED ADD' L MAT FDR ~ ON~ BID I T E M D A T A 14. DESCRIPTION OF BID ITEM: Repair Well # 6 ( Replace Pump) 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD' L MAT FDR rONEI 16. # BID INVITATIONS SENT: 17 17. # BIDS RECEIVED: 3 18. # RESPONSIVE BIDS: 3 19. RECOMMENDED VENDOR: Donald Smith Company, Headland, Alabama rfJ. Jt9 20. BID AWARD AMOUNT: $ 29, 665. 00 21. COMMENTS: See below 22. ESTIMATED QUANTITY TO BE PURCHASED ( BULK ITEMS): N/ A 23. ESTIMATED PURCHASE AMOUNT: N/ A 24. BID TABULATION ATTACHED: I YES I NO ADD' L MAT FDR 25. TERM OF CONTRACT: N/ A 26. BID VALID TO: 60 days 27. BID PRICE VALID FOR TERM OF CONTRACT: YES NO 28. WARRANTY PERIOD: 1 year 29. DELIVERY TIME: 30 days 30. STATE CONTRACT: YES ~ 31. CONTRACT #: N/ A 32. CO- OP PURCHASE: YES I Nq 33. AGENCY: N/ A 34. EXPECTED LIFE OF ITEM: 20 years 35. ITEM DEMO' D: YES ~ 36. REFERENCES CHECKED: YES NO ~ 37. CONTRACT: ATTACHED ADD' l MAT FDR ~ 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO ~ 39. CURRENT VENDOR: N/ A 40. CURRENT PRICE: N/ A SUBMITTED BY: I- 01 Date REVIEWED AND CONCUR: IY7. L'/~~ J-/- p'7 Michael Tatum Date Purchasing Director 6b/ o?- REVIEWED AND CONCUR: Date Finance Director REVIEWED AND CONCUR: J Cvl ~/ a? e hanahan Date City Manager COMMENTS: This is an unscheduled repair. However, the # 6 well pump was 10 years old and was scheduled for rehab in the 2008- 09 budget. After repeated raw water for total coliform bacteria, and efforts by staff to samples showed positive disinfect the well were unsuccessful, it was deemed necessary to pull the pump and perform a video inspection of the well to try and determine the source of the problem. Donald Smith had the pull low quote and was hired to and video the well. The video problem casing and the did not find a with the problem was determined to be caused by a buildup of the food grade oil used to lubricate the pump shaft. We believe that removing the oil as a food source for water- borne bacteria will eliminate the problem and are therefore are asking to replace the pump with an all new water lubed system.