11-10 Resolution No. 11-10
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
WATER WELL SOLUTIONS ILLINOIS DIVISION, LLC
FOR DEEP WELL 1 MOTOR REPAIRS
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 BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS,that Sean R. Stegall, City Manager,be and is hereby authorized and directed to execute
an agreement on behalf of the City of Elgin with Water Well Solutions Illinois Division, LLC for
deep well 1 motor repairs, a copy of which is attached hereto and made a part hereof by reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: January 12, 2011
Adopted: January 12, 2011
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
CITY OF ELGIN
AGREEMENT FOR:
MOTOR REPAIRS FOR DEEP WELL 1
This Agreement is made and entered into this 3`d day of January, 2011 by and between the City of Elgin("the
CITY"), a municipal corporation organized and existing under the laws of the State of Illinois,and Water Well
Solutions Illinois Division, LLC, a Wisconsin limited liability company and having a principal place of
business at 44W158 Keslinger Rd, Unit B - Elburn, IL 60119("the CONTRACTOR").
ARTICLE I. DEFINITION. "THIS CONTRACT"as used herein shall mean this Agreement,the Invitation for
Bids (IFB) including all documents referenced therein and the Contractor's bid response (bid) 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 IFB and CONTRACTOR'S Bid. In the event there is a conflict
between this Contract and the bid documents, THIS CONTRACT shall supersede the IFB and Bid.
ARTICLE II. DURATION. The CONTRACTOR shall commence the performance of THIS CONTRACT upon
receipt of a purchase order from the City and shall end on March 11, 2011.
ARTICLE III. PERFORMANCE. The CITY shall pay to the CONTRACTOR the total sum of Twenty Eight
Thousand, Four Hundred Twenty Eight Dollars($28,428), and the CONTRACTOR shall provide such goods
and services as are provided by the proposal attached hereto and made a part hereof as Attachment"A".
The CONTRACTOR shall provide all such goods and services on or before March 11,2011. The CITY shall
pay the CONTRACTOR pursuant to the terms of THIS CONTRACT within thirty (30) days of written
acceptance of all goods and services provided by the CONTRACTOR pursuant to this AGREEMENT and
upon receipt by the CITY of a payment invoice from the CONTRACTOR.
ARTICLE IV. 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 V. DAMAGES. From any sums due to the CONTRACTOR for 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 services as a result of any failure, omission or
mistake of the CONTRACTOR in providing services as provided in THIS CONTRACT.
ARTICLE VI. GOVERNING LAWS AND ORDINANCES. THIS CONTRACT shall be subject to and
governed by the laws of the State of Illinois. Venue for the resolution of any disputes for the enforcement of
any rights arising out of or in connection with THIS CONTRACT shall be in the Circuit Court of Kane County,
Illinois..
ARTICLE VII. 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 subcontractor 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. The
CONTRACTOR agrees that the provisions of Chapter 3.12 of the Elgin Municipal Code, 1976, is hereby
incorporated by reference, as if set out verbatim.
ARTICLE VIII. ASSIGNABILITY. The CONTRACTOR shall not assign, sell or transfer any interest in THIS
CONTRACT without prior written consent of the CITY.
ARTICLE IX. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and
executed with the same formalities of the original.
ARTICLE X. 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 Water Director, 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.
ARTICLE XI. 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 subcontractors 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
CONTRACT.
ARTICLE XII. 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 XIII. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties.
There are 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. COMPLIANCE WITH LAWS. Notwithstanding any other provision of THIS CONTRACT,it is
expressly agreed and understood that in connection with the performance of THIS CONTRACT,
CONTRACTOR shall comply with all applicable federal, state,city and other requirements of law, including,
but not limited to,any applicable requirements regarding prevailing wages,minimum wage,workplace safety
and legal status of employees. Without limiting the foregoing, CONTRACTOR hereby certifies,represents
and warrants to the CITY that all of CONTRACTOR's employees and/or agents who will be providing
products and/or services with respect to THIS CONTRACT shall be legal residents of the United States.
CONTRACTOR shall also, at its expense, secure all permits and licenses,pay all charges and fees,and give
all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or
services to be provided for in THIS CONTRACT. The CITY shall have the right to audit any records in the
possession or control of CONTRACTOR to determine CONTRACTOR's compliance with the provisions of
this section. In the event the CITY proceeds with such an audit, CONTRACTOR shall make available to the
CITY CONTRACTOR's relevant records at no cost to the CITY. CONTRACTOR shall pay any and all costs
associated with any such audit.
ARTICLE XV. SEVERABILITY. The terms of THIS CONTRACT shall be severable. In the event any of the
terms or the provisions of THIS CONTRACT are deemed to be void or otherwise unenforceable for any
reason, the reminder of THIS CONTRACT shall remain in full force and effect.
ARTICLE XVI. INDEPENDENT CONTRACTOR. THIS CONTRACT shall not be construed so as to create a
joint venture, partnership, employment or other agency relationship between the parties hereto, except as
may be specifically provided for herein.
ARTICLE XVII. NO INTEREST. CONTRACTOR hereby waives any and all claims to interest on money
claimed to be due pursuant to this Agreement, and any and all such rights to interest to which it may
otherwise be entitled pursuant to law, including, but not limited to, pursuant to the Local Government Prompt
Payment Act, as amended(50 ILCS 505/1, et seq.), or the Illinois Interest Act,as amended(815 ILCS 205/1,
et seq.).
ARTICLE XVIII. LIMITATION PERIOD. CONTRACTOR shall not be entitled to, and hereby waives,any and
all rights that it might have to file suit or bring any cause of action or claim for damages against the CITY
and/or its affiliates, officers, employees, agents, attorneys, boards and commissions of whatsoever nature
and in whatsoever forum after two (2)years 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 CITY OF ELGIN
Name and Title $eva,.7r 7r-�e:ft , r Sean Stegall
City Manager
FEIN NO. Z0-o1I62QOZ
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Water Well Salutian5
August 27, 2010
Kyle Jacobsen
City of Elgin
150 Dexter Court
Elgin, IL 60120
SUBJECT: 200 HP BYRON JACKSON INSPECTION
Water Well Solutions Ref JOB No. RMA003072
Dear Kyle:
Inspection of the above mentioned motor revealed the
following.
H.P. : 200 RPM: 1800 VOLTS: 480 MODEL: H (mercury seal)
MFG : BYRON JACKSON FR: 14" MFG#: 14-692-4-2RB DATE CODE:
N/A
GENERAL CONDITION:
This is a stainless steel material construction motor. The
motor was received with all appropriate shipping covers. Shaft
projection was 7.875". The unit megged 0 megohms at 1000 VDC
prior to disassembly.
STATOR:
The winding megged 1,300 megohms @ 1000 VDC after
disassembly and drying. After flushing and baking the winding
megged 1,800 megohms at 1000 VDC. HI/POT test results were 3.5
micro-amps leakage at 2400 VDC. The resin is very dark, hard, and
brittle. There is some minor mercury contamination along one side
of the interior.
ROTOR:
The coupling journal is galled. The seal journal is pitted.
There was mercury staining on the lower end of the seal journal.
JOURNAL BEARINGS:
Upper Journal Bearing: clearance was .007"
Lower Journal Bearing: clearance was .004"
THRUST BEARING ASSEMBLIES:
The pivot shoes were clean with little or no wear.
Water Well Solutions Illinois Division,LLC*44W158 Keslinger Rd.,Unit B*Elburn,IL 60119
Toll Free:(888)769-9009*Fax:(920)474-4771 *Web:www.wwssg.com
Attachment A
y,
Water Well Solutions
OTHER:
The Mount Bracket alignment register is undersized.
The Throttle Bushing is not within tolerances.
The balance tube was 100% clogged.
SUMMARY:
The winding probably absorbed some water but the insulation
value after baking indicates a moderate amount of deterioration
in the insulation.
RECOMMENDATIONS:
Repair the unit per the following recommended workscope.
RECOMMENDED WORKSCOPE
A. DISASSEMBLE, INSPECT, REASSEMBLE, TEST & PAINT: $ 8,893.00
INCLUDES: 1) INITIAL INSPECTION, DISASSEMBLY, CLEANING,
TESTING AND MEASUREMENT OF ALL COMPONENT
PARTS.
2) REPAIR OF ALL COMPONENTS AS NEEDED.
INCLUDING, BUT NOT LIMITED TO:
STRAIGHTENING AND BALANCING OF ROTOR,
RECONDITIONING OF BEARINGS, PAINTING OF
INTERNAL COMPONENTS WITH SUITABLE OIL
RESISTANT COATING
3) REPAIR OF MERCURY SEAL COMPONENTS TO ELIMINATE
CORROSION (B.J. ONLY)
4) REASSEMBLY OF MOTOR USING ALL NEW GASKETS,
0-RINGS, EXPANSION DIAPHRAGMS, FILTERS, NUTS
LOCKWASHERS AND FLUIDS
5) NEW POWER TERMINALS, BALANCE TUBE (B.J) AND
FITTINGS
6) ALL TOLERANCES SHALL BE PER SPECIFICATIONS.
7) TEST RUN MOTOR PER SPECIFICATION.
8) COAT EXTERIOR OF MOTOR WITH A MINIMUM OF
TWO COATS OF EPDXY SUITABLE FOR POTABLE
WATER.
9) WARRANTY FOR ONE YEAR AGAINST DEFECTS IN
WORKMANSHIP AND MATERIALS (EXCLUDING
ORIGINAL WINDINGS) .
B. REWIND OF STATOR (RECOMMENDED) $ 9,194.00
INCLUDES: 1) BURN OUT OLD INSULATION PER EASA RECOMEND-
ATIONS
2) REMOVAL OF OLD INSULATION AND WINDINGS
3) CLEANING OF STATOR.
4) LAMINATION REPAIR WITHIN LIMITS OF SPEC.
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Water Well Solutions Illinois Division,LLC*44W158 Keslinger Rd.,Unit B*Elburn,IL 60119
Toll Free:(888)769-9009*Fax:(920)474-4771 *Web:www.wwssg.cont
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Water Well Solutions
5) CORE TESTING.
6) CHECK AND REPAIR STATOR ENDS PER SPEC.
7) REINSULATE AND REWIND USING CLASS F OR
BETTER MATERIALS.
7) FINAL ELECTRICAL TESTING OF STATOR BEFORE
MOTOR ASSEMBLY.
8) WARRANTY FOR ONE YEAR AGAINST DEFECTS IN
WORKMANSHIP AND MATERIALS.
ADDITIONAL REQUIRED MATERIALS AND LABOR:
(1) Mount bracket repair (register) $ 1072.00
(1) Throttle Bushing repair $ 775.00
(2) Coupling Lockscrew & washer (316ss) 8 $80.00 ea $ 160.00
(2) Balance Ring @ $ 500.00 ea $ 1,000.00
(1) Shaft Cover Bolt $ 86.00
(1) Stub Shaft $ 2,913.00
(1) Alignment Jig $ 210.00
(1) 14", 460V Flat Cable Assembly $ 2,875.00
(1) Out going Collect freight $ 1,250.00
TOTAL for repairs: $ 28,428.00
ESTIMATED DELIVERY: 6-7 WEEKS ARO.
Thank you for this opportunity to be of service. If you
have any questions or desire additional information, please do
not hesitate to contact this office.
,J.I ML
Water Well Solutions Illinois Division,LLC*44W158 Keslinger Rd.,Unit 13*Elburn,IL 60119
Toll Free:(888)769-9009*Fax:(920)474-4771 *Web:www,wwssg.com
few 11C)R u M f���BER O CITY COUNCIL E LG I N
THE CITY IN THE SUBURBS
MEETING DATE: December 1, 2010
INITIATIVE I: Motor Repairs for Deep Well 1
COMMUNITY GOAL
• Financially Stable City Government: To preserve and enhance the city's sound
and resilient financial condition through long-term planning for infrastructure
needs
OBJECTIVE
• Award a contract to repair the deep well 1 motor
PURPOSE
• Maintain the community's infrastructure and deep wells in good operational
condition through long-term planning
RECOMMENDATION
• Authorize staff to execute a contract with Water Well Solutions of Elburn,
Illinois for repairs to the motor for deep well 1 in the amount of$28,428
BACKGROUND
Ninety-four percent of the city's water comes from the Fox River. The remaining 6 percent
comes from deep wells. Elgin has 11 deep wells. These wells can produce substantially more
water than they have historically been called upon to provide. Five of the wells serve the Airlite
Water Treatment Plant. The other deep wells serve the Slade Avenue Water Treatment Plant.
Airlite will be taken out of service for rehabilitation beginning in 2011. Of the remaining six
deep wells, only two are fully operational. The city has historically maintained all of its deep
wells in good operational condition so that they are ready for use in the event water quality or
operational issues affecting water pumped from the Fox River dictate their need.
•
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT BUDGETED AMOUNT
AVAILABLE
Water 401-4002- N/A $192,800 $28,472
Operating 771.40-02
LEGAL IMPACT
Approval of this item is considered an exception of the procurement ordinance. Approval will
require 2/3 affirmative vote.
ALTERNATIVE COURSES OF ACTION
1. The council could elect to reject the department's recommendation to accept the quote
of Water Well Solutions, Elburn, IL and accept the quote from Layne-Western, a division
of Layne Christensen Company, Aurora, IL.
2. The council could reject both of the written quotes and go through the formal request
for proposal/bid process to obtain the pricing for the deep well motor repairs.
(111.4
NEXT STEPS
1. Contract documents are executed
2. Work on motor repairs commences
Prepared by: Kyla Jacobsen, Water Director
Reviewed by: Colleen Lavery, Chief Financial Officer
Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer
Final Review by: Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved by:
Sea R. Stegall, City M ager
3
Layne-Western a division of Layne Christensen Company
1 West Illinois Avenue • Aurora,Illinois 60506-2892 • Phone:(630)897-6941 • Fax:(630)897-6976
October 21, 2010
TO: City of Elgin, IL
Pricing Schedule for Well No. 9 and Well No. 2 Repairs
Well No. 1
Television survey of well, lump sum $1,750.00
Furnish, install, and test new submersible $86,937.00
pumping equipment
Water Systems Engineering lab analysis $950.00
TOTAL PROPOSAL AMOUNT $89,637.00
Well No. 2
Mobilize from Well No. 1, pull pump to surface $10,710.00
and inspect at site
Disassemble and inspect bowl assembly $700.00
Television survey of well, lump sum $1,750.00
Ship motor to Byron Jackson—freight cost 650.00
r.)TAL PROPOSAL AMOUNT $13,810.00
Total of proposal amounts for Wells 1 and 2 = $103,447.00
Well No. 1 —Rehabilitation Options
BoreBlast I mobilization and set up charge $8,500.00
Hourly rate for BoreBlast treatment $385.00
(typical amount of hours is 16-24 hours)
Hourly rate for well bailing $358.00
Repairs of chain link fence Cost plus 15%
Submersible Motor Pricing
Factory rebuild of one (1) 200HP Byron $30,000 to 35,000.00
Jackson Type H submersible motor, less
re ing -c
One (1) 200HP factory exchange, rebuilt $45,000 to 50,000.00
Byron Jackson Type H submersible motor
Note: Freight will be added at cost for whatever shipping charges are incurred for the motors.
submitted on Thursday, October 21, 2010, Layne-Western Company.
(jqn)
Water Well Solutions
OTHER:
The Mount Bracket alignment register is undersized.
The Throttle Bushing is not within tolerances.
The balance tube was 100% clogged.
SUMMARY:
The winding probably absorbed some water but the insulation
value after baking indicates a moderate amount of deterioration
in the insulation.
RECOMMENDATIONS:
Repair the unit per the following recommended workscope.
RECOMMENDED WORKSCOPE
A. DISASSEMBLE, INSPECT, REASSEMBLE, TEST & PAINT: $ 8,893.00
INCLUDES: 1) INITIAL INSPECTION, DISASSEMBLY, CLEANING,
TESTING AND MEASUREMENT OF ALL COMPONENT
PARTS.
2) REPAIR OF ALL COMPONENTS AS NEEDED.
INCLUDING, BUT NOT LIMITED TO:
STRAIGHTENING AND BALANCING OF ROTOR,
RECONDITIONING OF BEARINGS, PAINTING OF
INTERNAL COMPONENTS WITH SUITABLE OIL
RESISTANT COATING
3) REPAIR OF MERCURY SEAL COMPONENTS TO ELIMINATE
CORROSION (B.J. ONLY)
4) REASSEMBLY OF MOTOR USING ALL NEW GASKETS,
0-RINGS, EXPANSION DIAPHRAGMS, FILTERS, NUTS
LOCKWASHERS AND FLUIDS
5) NEW POWER TERMINALS, BALANCE TUBE (B.J) AND
FITTINGS
6) ALL TOLERANCES SHALL BE PER SPECIFICATIONS.
7) TEST RUN MOTOR PER SPECIFICATION.
8) COAT EXTERIOR OF MOTOR WITH A MINIMUM OF
TWO COATS OF EPDXY SUITABLE FOR POTABLE
WATER.
9) WARRANTY FOR ONE YEAR AGAINST DEFECTS IN
WORKMANSHIP AND MATERIALS (EXCLUDING
ORIGINAL WINDINGS) .
B. REWIND OF STATOR (RECOMMENDED) $ 9,194.00
INCLUDES: 1) BURN OUT OLD INSULATION PER EASA RECOMEND-
ATIONS
2) REMOVAL OF OLD INSULATION AND WINDINGS
3) CLEANING OF STATOR.
4) LAMINATION REPAIR WITHIN LIMITS OF SPEC.
Ott,)
•
rte :
Water Well Solutions Illinois Division,LLC*44W158 Keslinger Rd.,Unit B*Elburn,IL 601 19 „
Toll Free:(888)769-9009*Fax:(920)474-4771 *Web:www.wwssg.com
i
ELGIN
THE CITY IN THE SUBURBS°
DATE: January 27, 2011
TO: Kyla Jacobsen, Water System Superintendent
FROM: Jennifer Quinton, Deputy City Clerk
SUBJECT: Resolution No. 11-10, Adopted at the January 12, 2011, Council Meeting
Enclosed you will find the agreement listed below. Please distribute this agreement to the other
party and keep a copy for your records if you wish. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Agreement with Water Well Solutions Illinois Division, LLC for Deep Well 1 Motor
Repairs