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HomeMy WebLinkAbout05-106 Resolution No. 05-106 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH LAYNE-WESTERN BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED that Olufemi Folarin, City Manager, and Dolonna Mecum, City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Layne Western,for purchase of a rebuilt deep well motor for Well 4A,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: April 13, 2005 Adopted: April 13, 2005 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN AGREEMENT FOR Purchase of a Rebuilt Deep Well Motor for 4A Well This Agreement is made and entered into this 13 day of 741021 1 L_ ,2005 by and between the City of Elgin("the CITY"), a municipal corporation organized and existing under the laws of the State of Illinois, and Layne-Western incorporated in the state of Illinois and having a principal place of business at 721 West Illinois Avenue,Aurora,Illinois 60506-2892("the CONTRACTOR"). ARTICLE I. DEFINITION. "THIS CONTRACT"as used herein shall mean this Agreement,including all documents referenced therein and the CONTRACTOR's Proposal thereto incorporated by reference herein and made a part hereof. The CONTRACTOR agrees to provide the goods and/or services all in accordance with the RFP and CONTRACTOR"S Proposal. In the event there is a conflict between this Agreement and the Proposal documents, the terms of this Agreement shall control and supersede such Proposal documents. ARTICLE II. DURATION. The CONTRACTOR shall commence the performance of THIS CONTRACT upon receipt of a fully executed Contract from the City. The work shall be substantially complete within 30 calendar days from the date of this agreement. ARTICLE III. TERMINATION. The following shall constitute events of default under THIS CONTRACT: a) any material misrepresentation made by the CONTRACTOR to the CITY,b) any failure by the CONTRACTOR to perform any of its obligations under THIS CONTRACT including,but not limited to,the following: (I) failure to commence performance of THIS CONTRACT at the time specified in THIS CONTRACT due to a reason or circumstance within the CONTRACTOR's reasonable control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR's reasonable control,(iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the CITY,(iv) failure to promptly re-perform within reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory, (v) failure to comply with a material term of THIS CONTRACT,including,but not limited to the Affirmative Action requirements,and(vi) any other acts specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The CITY may terminate THIS CONTRACT for its convenience upon fourteen(14)days prior written notice. ARTICLE IV. DAMAGES. From any sums due to the CONTRACTOR for goods or services,the CITY may keep for its own the whole or any part of the amount for expenses, losses and damages as directed by the Purchasing Director, incurred by the CITY as a consequence of procuring goods or services as a result of any failure,omission or mistake of the CONTRACTOR in providing goods or services as provided in THIS CONTRACT. ARTICLE V. GOVERNING LAWS AND ORDINANCES. This CONTRACT is made subject to all the laws of the State of Illinois and the ordinances of the CITY and if any such clause herein does not conform to such laws or ordinances,such clause shall be void(the remainder of the contract shall not be affected)and the laws or ordinances shall be operative in lieu thereof. ARTICLE VI. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or applicant for employment because of race,color,religion,sex,ancestry,national origin,place of birth,age or physical handicap which would not interfere with the efficient performance of the job in question. The CONTRACTOR will take affirmative action to comply with the provisions of Elgin Municipal Code Section 3.12.100 and will require any SUB CONTRACTOR to submit to the CITY a written commitment to comply with those provisions. The CONTRACTOR will distribute copies of this commitment to all persons who participate in recruitment,screening,referral and selection of job applicants and prospective subcontractors. ARTICLE VII. ASSIGNABILITY. The CONTRACTOR shall not assign, sell or transfer any interest in THIS CONTRACT without prior written consent of the CITY. ARTICLE VIII. AMENDMENTS. There shall be no modification of the CONTRACT,except in writing and executed with the same formalities of the original. ARTICLE IX. NOTICES.Any notice given under this CONTRACT shall be in writing and shall be deemed to have been given when hand delivered or deposited in the U.S.mail,certified or registered,return receipt requested,addressed, if to CONTRACTOR,at the address set forth above to the attention of the project manager or undersigned representative, and if to the City,to the attention of the City Manager, 150 Dexter Court,Elgin,IL 60120 or to such other address and/or authorized representatives as either party shall designate in writing to the other in the manner herein provided. The provisions of this paragraph shall survive any completion,expiration and/or termination of this Agreement. ARTICLE X. INDEMNIFICATION. To the fullest extent permitted by law, CONTRACTOR agrees to and shall indemnify,defend and hold harmless the City,its officers,employees,boards and commissions from and against any and all claims,suits,judgments,costs,attorney's fees,damages or any and all other relief or liability arising out of or resulting from or through or alleged to arise out of any acts or negligent acts or omissions of CONTRACTOR or CONTRACTOR's officers,employees,agents or sub-Contractors in the performance of this agreement,including but not limited to,all goods delivered or services or work performed hereunder. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City's choosing. The provisions of this Article shall survive any termination and/or expiration of this Agreement. ARTICLE XI. PUBLICITY. The CONTRACTOR may not use,in any form or medium,the name of the City of Elgin for public advertising unless prior written permission is granted by the CITY. ARTICLE XII. APPROPRIATIONS.The fiscal year of the CITY is the 12 month period ending December 31. The obligations of the CITY under any contract for any fiscal year are subject to and contingent upon the appropriation of funds sufficient to discharge the obligations which accrue in that fiscal year and authorization to spend such funds for the purposes of the contract. If,for any fiscal year during the term of the CONTRACT,sufficient funds for the discharge of the CITY'S obligations under the contract are not appropriated and authorized,then the CONTRACT shall terminate as of the last day of the preceding fiscal year,or when such appropriated and authorized funds are exhausted,whichever is later,without liability to the CITY for damages,penalties or other charges on account of such termination. ARTICLE XIII. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties. There shall be no promises, terms, conditions or obligations other than those contained therein; and this agreement shall supersede all previous communications,representations,or agreements,either verbal or written,between the parties. ARTICLE XIV. PAYMENT TO CONTRACTOR 1. The CITY shall pay the CONTRACTOR: A. $47,695.05 (Forty Seven Thousands Six Hundred Ninety Five Dollars and 05 Cents) for the completion of the work at 4A Well at Airlite Water Treatment Plant in accordance with the terms and provisions of this Contract,and as specified in the Proposal attached hereto and made a part hereof as Attachment"A".(Layne Western letter dated January 7,2005). The CITY will not be obligated to compensate the CONTRACTOR for costs incurred in providing Services in excess of the billing limit specified above,nor shall the CONTRACTOR be obligated to continue performance under the Agreement or otherwise incur costs in excess of that amount,unless and until the CITY notifies the CONTRACTOR in writing that the billing limit has been increased,and has specified in such notice the revised billing limit for the services in question. When and to the extent that the billing limit has been increased, any costs incurred by CONTRACTOR in excess of the billing limit prior to their increase shall be allowable to the same extent as if such costs had been incurred after the increase in the billing limit was approved. 2. The CITY shall make periodic payments to the CONTRACTOR based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments for each task shall not be made until the task is • comple'ted and accepted by the CITY. 3. Schedule of the Project: The Services provided in this agreement shall be completed within 30 calendar days from the date of this agreement. The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to commit the CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its behalf. IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written. CONTRACTOR „ITY OF ELGIN Name and Title Tfifa .4 //MAY Olufemi '.larin .455/s7-9NT DAsr7X./7"/$1/PrVrf City Mana=er FEIN NO. ¢8'4920 ?/Z • Layne-Western a envision of Layne Christensen Company 721 West Illinois Avenue •Aurora,Illinois 60506-2892 • Phone:(630)897-6941 •Fax:(630)897-6976 January 7, 2005 Mr. Kurt Eshelman, Water Plant Manager City of Elgin 150 Dexter Court ATTACHMENT"A" Elgin, IL 60120-5555 RE: Well No. 4A Dear Kurt: This will be a condition report on the pump components for Well 4A. First, I would like to apologize for the slow progress of the job. Rarely have I had a project that got off to such a poor start and then became worse. We first discovered that the pipe joints could not be unthreaded. I don't think that a single joint was disconnected in the normal way, although unthreading was attempted on most pieces. Ultimately, all were torch cut. We believe that the joints were grossly over tightened during the previous service work. It is also possible that the scaly buildup on the pipe may have contributed to the problem. We then completed the pulling of the pump, relocation of the equipment, and demobilization of the rig without taking well measurements. Neither of our mechanized measuring lines were available when needed, and the normal opportunity was missed. I neglected to inform the crew about removal of the vault valves. Normally this wouldn't be a serious problem since a smaller crew could do the job. But, the cable reel was left on top of the vault, blocking entry, and we wound up needing to send a man to the site very early one morning to reserve access to the well and vault for our crane. When the valve joints were loosened there was heavy drainage and the crew was concerned about draining some plant system and had to return on a second day. Finally, the valves were removed. I think this is an example of how a few missed details can multiply into an expensive problem. Sort of a "kingdom for a nail" situation. Inspection of the 10" pipe and bowl assembly was started promptly and the return of the Byron Jackson motor was done right away. Inspection sandblasting of the pipe was inconclusive and was suspended. The pipe has a hard scaly buildup and the presence of a short cut-off section above each coupling only complicates the problem. We were really inspecting two torch cut ends. The normal repair for this condition would be to cut off the coupling, rethread both pipe ends, and mount a new coupling (or surge valve). However, many of the pipe have exterior pitting which might result in insufficient pipe surface to permit turning a complete smooth thread. The bowl assembly was very tight and some bearings were seized to the shaft and others were badly worn or missing. The bowl castings appear to be sound but there is a hard pebbly mineral buildup in the interior passageways. �y/lC 010705 • • Mr. Kurt Eshelman, Water Plant Manager City of Elgin RE: Well No. 4A January 7, 2005 Page Two It was necessary to cut the shaft in many places to be able to disassemble the bowl. The assembly appears to be repairable although some special bearings will be needed. The Byron Jackson 350HP motor was returned promptly to the Flowserve Taneytown, Maryland factory for teardown and inspection. Although there was no visible burnout, the stator has a grounded condition. There is also damage to the seal baffle and the upper rotor shaft in the area of the seal. The exterior of the upper case, stator, and lower case is pitted. The upper and lower thrust shoes are scrap. With this degree of damage, repairs are not feasible and the outer surface pitting would usually disqualify any repair by Byron Jackson standards. A rebuilt motor is suggested. The submersible cable was highpot tested on December 2 and appears to be in reusable condition. On November 17, the well was measured to a depth of 1265'. The static water level was 435'. The well is drilled to a depth of 1345'. However, the bottom of the sandstone formation is at 1300'. In 1989 after shooting and heavy pumping, we bailed to a depth of 1315'. I don't think the well was bailed during the 1990/91 work. The scaly material coating the bowl interior resembles fine pea gravel. I don't know if there was sand pumping leading up to the pump failure. We would recommend attempting bailing to at least 1300' (35') or 1315' (50') to create a reserve area. The electrical leads from the starter to the well were tested on 12-5-04. The test instrument scans leakage continuously on a constant rise from 0 to 6000 and continues scanning for five minutes at the constant upper voltage. The first lead tested indicated a ground fault trip on voltage rise. The instrument tripped after 82.65 seconds at 3210 volts with a leakage value of 1.7 microamps. This is a minute value and the instrument may be oversensitive. For the remaining leads, we lowered the voltage limit to 3500 volts and completed the testing. Leakage was very low on all leads and the cable should be reusable. We suggested that the splices in the intermediate vault be checked. Otherwise, megging before startup should give sound readings. This would conclude the condition report. The estimated repairs would be as follows: The column pipe inspection needs to be redone. Probably, this would be a good time for you to visit. Our problem with extensive sandblasting to reveal condition is twofold. First, the buildup on the pipe is very hard. Second, there is no specification payment category for pipe blasting only, unless the pipe is ultimately painted. The cost for this repair can only be determined after further inspection. We believe the pipe amount to be about 958'. [acne 010705 Mr. Kurt Eshelman, Water Plant Manager City of Elgin RE: Well No. 4A January 7, 2005 Page Three Bowl assembly repairs are estimated at 44 machine shop hours. New wear rings will require about 85 lbs. of bronze stock. Special case bearings will need to be machined requiring about 65 lbs. bronze. A new shaft 1 15/16" x 161 7/8" long will be machined. About 135 lbs. of stainless shaft stock will be required. Material costs would be $2,040.00 so the repair total would be $6,440.00. A Byron Jackson 350HP rebuilt Type H submersible motor would cost $55,240.00 including freight charges. The allowance for the motor returned would be $8,228.00. The freight charge for sending the 4A motor back was $683.04 because it was included in a large shipment. The net cost of the rebuilt unit would then be $47,695.04. We have this motor in stock. The motor returned ran 15 %2 years. It was an original 17" BJ style motor. It had a different electrical plug than the proposed motor. The flat cable assembly will need to be changed. The cost for a new flat cable would be $2,500.00. We have this item in stock. Bailing, if desired, could probably be completed in 36 hours after rigging, based upon the progress in 1989. It really depends on the nature of the fill material. We would not expect to return to the site with a drilling rig. Our large service rigs have bailing capability for sand with some chunks. If the material is large rocks and chunks, progress would be slow. The cost for rigging up and bailing for 36 hours would be $9,552.00, per the price schedule. We believe the total setting depth, with the pitless adapter, would be 964'. The cost for a stainless airline would be $1,446.00. Returning original pipe to the site would cost$1,900.00. Setting the pump and reinstalling the vault valves would cost $12,250.00. The unknown factor is the disposition of the column pipe. It is now stacked rather than racked for inspection. I can arrange to move it back to our main rack for your visit. We could also do a trial run on several of the better pieces to determine the machining feasibility and hours. Couplings and check valves were a bid quantity. Thank you for your patience. Please consider the above and contact me. Sincerely Yours, Layne-Western a division of Layne Christensen Company C.F. Behrens Sales Engineer CB/kar 010705 4agne LAYNE-WESTERN LETTER OF TRANSMITTAL a division of Layne Christensen Company 721 W. Illinois Avenue•Aurora, IL 60506-2892 Telephone 630/897-6941 • FAX 630/897-6976 Date 3/21/05 Job No. TO CITY OF ELGIN Attention PETER BITYOU RE WELL 4A WE ARE SENDING YOU © Attached 0 Under separate cover via the following items: n Shop Drawings n Prints n Plans I Samples n Specifications = Copy of letter = Change Order COPIES DATE NO. DESCRIPTION 4 Motor Purchase Agreement THESE ARE TRANSMITTED AS CHECKED BELOW: © For approval 0 Approved as submitted 0 Resubmit copies for approval © For your use LJ Approved as noted ❑ Submit copies for distribution 0 As requested a Returned for corrections 0 Return corrected prints © For review and comment FOR BIDS DUE 19 0 PRINTS RETURNED AFTER LOAN TO US REMARKS Peter: I am assuming that the City will date the Agreement. COPY TO: SIGNED: Thomas P. Healy, P.E., Assistant Distr. t Manager 103002.DOC t �.OF EC C, . \\....\ ¢`� `" Agenda Item No. , § City of Elgin �IU,` E G?irE0 8° ► ,E, 10-1 i EFfl� 01 February 4, 2005 i -- . G K�:� ' . t TO Mayor and Members of the City Council (� �� , ':. F. FROM: Olufemi Folarin, Acting City Manager FINANCIALLY STABLE V VERNMENT EFFICIENT SERVICES, AND OUALIT Y INFRASTRUCTURE Larry E. Deibert, Director of the Water epartment SUBJECT: 4A Well Update - Deep Well Motor Purchase PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information regarding repairs to 4A well, and to request authorization to purchase a rebuilt deep well motor. RECOMMENDATION It is recommended that the City Council approve the purchase of a Byron Jackson 350 HP motor from Layne-Western in the amount of$47,695.04. rib* BACKGROUND 4A well is located next to Provena St. Joseph Hospital and was removed from service in July, 2004. In August, 2004, the Council awarded a contract to Layne-Western for repairs to the 4A well. Layne-Western's repair crew reported that the 10-inch column pipe could not be unthreaded in the normal way. The column pipe is joined together in random lengths approximately 20-feet long using a threaded coupling. Unthreading the pipe joints was unsuccessful and required separation by means of cutting the pipe in two at each joint. Water department staff and Layne- Western believes that the column pipes were grossly over-tightened into the couplings during the previous service work performed by Municipal Well and Pump, formerly known as Milaeger Well and Pump, Inc. in 1990. The Byron Jackson 350 HP submersible motor has been inspected by factory technicians and found to be damaged beyond repair. Although there was no visible burnout, the stator has a grounded condition. There is also damage to the seal baffle and the upper rotor shaft in the area of the seal. The City owns and maintains a total of 11 deep wells and each well is now equipped with a Byron Jackson submersible motor. The Byron Jackson submersible motors have demonstrated a superior performance record in comparison with General Electric Motors, which the City has rift* been used in the past for some of its wells. Given the proven performance of the Byron Jackson submersible motors and the exclusive use of these motors in the City's 11 deep wells, the water department has determined the 4A well should similarly be equipped with a Byron Jackson submersible motor. e".*‘ 4A Well—Deep Well Motor Purchase February 4, 2005 Page 2 Layne-Western, the authorized distributor for Byron Jackson motors, has provided pricing of $55,240.00 for a rebuilt motor, including freight charges. An allowance for the returned motor of$8,228.00, plus freight charges for the original shipment of the motor to the factory, results in a net cost of the rebuilt motor to be $47,695.04. The City would not be afforded a similar return allowance if the City was to purchase a submersible motor from a manufacturer other Byron Jackson. Additionally, the new Byron Jackson motor can be installed by Layne-Western under the City's existing repair contract. The Water Department has directed Layne-Western to replace the ±950 feet of column pipe, in addition to having them set up equipment and remove sand that has accumulated in the bottom of 4A well. The costs for labor and materials are detailed in unit pricing in the contract with Layne- Western. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None FINANCIAL IMPACT There are sufficient funds budgeted ($47,696) and available ($47,696) in the Water Fund, account number 401-4002-771.91-46, Capital Replacements — Other Equipment, Project number 409652, for the purchase of a 350 HP Byron-Jackson motor from Layne-Western totaling $47,695.04. 1(. ..L-LI1GAL IMPACT The proposed contract is an exception to the procurement ordinance and requires a two-thirds vote by Council for approval. ALTERNATIVES 1. Reject Layne-Western's proposal and examine alternatives to installing a Byron Jackson submersible motor. 2. Do not repair the 4A well motor at this time. Respectfully submitted for Council consideration. LED:KME;mg ellw < OFF C C, / V � � Si City of Elgin Agenda Item No. . nG, February 4, 2005 L TO: Mayor and Members of the City Council N FROM: Olufemi Folarin, Acting City Manager sA.rr COMMUNITY Michael Falese, Fire Chief SUBJECT: Purchase of a Motorola XLT5000 Digital Consolette Radio, Ten MC 1000 Deskset Radios, and CAT 5 Wiring for Fire Station 6. PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an exception to the procurement ordinance with Motorola for the purchase of a Motorola XLT5000 Digital Consolette radio, 10 MC 1000 deskset radios and CAT 5 wiring for Fire Station 6. elliPlk RECOMMENDATION It is recommended that the purchase of a Motorola XLT5000 Digital Consolette radio, 10 MC 1000 deskset radios, and CAT 5 wiring be authorized from Motorola in the amount of $15,778.20. BACKGROUND During 2004, the City Council authorized the construction of Fire Station 6. Each fire station is equipped with a similar base station radio and remote handsets for communication with fire dispatch and other Elgin Fire Department radios. This purchase will authorize the City Manager to place an order for a Motorola XLT5000 Digital Consolette radio, 10 MC 1000 deskset radios and CAT 5 wiring for Fire Station 6. Motorola is the sole provider of this equipment. It is imperative that all of the terminals and radio equipment are kept identical for the maintenance and updates of these units. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None r • • 4 • Exception to procurement ordinance-Motorola eg- February 4, 2005 Page 2 9/6"___EINANCIAL IMPACT The total purchase price of a Motorola XLT5000 Digital Consolette radio, 10 MC 1000 deskset radios, and CAT 5 wiring will be $15,778.20. The total budget for this project is $3.77 million with approximately $3.57 million spent and encumbered to date. There are sufficient funds budgeted and available ($17,508) in account number 380-0000-795.92-36 (2000 G.O. Bond Projects),project number 289505 (Fire Station 6), to make this purchase. LEGAL IMPACT The proposed contract is an exception to the procurement ordinance and requires a two thirds vote by Council for approval. ALTERNATIVES 1. Purchase the base station and handset radios from Motorola. 2. Solicit bids for similar products and have a mix of equipment for this use. Respectfully submitted for Council consideration. MWF/wmb attachment r ... ��,���� RIB Extended • Qty Model # Description List Price Price XTL5000 Digital Consolette - W7 1 L20URS9PW1 N 10-35W 762-870MHZ XTL 5000 CONSOLETTE $2,580.00 $2,064.00 G806 ENH: SOFTWARE ASTRO DIGITAL CAI 1 OPERATION $515.00 $412.00 1 G51 ENH: SMARTZONE OPERATION $1,500.00 $1,200.00 G361 ENH: ASTRO PROJECT 25 TRUNKING 1 SOFTWARE $300.00 $240.00 1 G114 ENH: DIGITAL ID DISPLAY $75.00 $60.00 1 G80 ADD: W7 HW SETUP CONSOLETTE $589.00 $471.20 1 L146 ADD:TONE REMOTE CONTROL XTL5000 $475.00 $380.00 1 SVC209 PROGRAMMING AND OPTIMIZATION $75.00 $75.00 Handsets 10 L3213 MC1000 BASIC TONE DESKSET $ 499.00 $4,491.00 Installation INSTALLATION AND LABOR $ 6,385.00 $6,385.00 * This installation price includes the Yagi Antenna, CAT5 cable, installation of the desksets throughout the fire station, and running the CAT5 cable throughout the fire station. TOTAL FOR EQUIPMENT AND INSTALLATION $15,778.20