The URL can be used to link to this page

Home My WebLink About04/01/2003, C5 - SOLE-SOURCE PURCHASE OF DISTRIBUTION ARMS FOR TRICKLING FILTER 3 AT THE WATER RECLAMATION FACILITY council .o j acEnaa Report • � C I TY OF SAN LU I S O B I S P O FROM: John Moss,Utilities Directo Prepared By: Dan Gilmore,Utilities En ' r SUBJECT: SOLE-SOURCE PURCHASE OF DISTRIBUTION ARMS FOR TRICKLING FILTER 3 AT THE WATER RECLAMATION FACILITY CAO RECOMMENDATION: Authorize the sole-source purchase of replacement distribution arms for Trickling Filter 3 at the Water Reclamation Facility from Dorr-Oliver EIMCO, in the amount of $78,824; and approve installation inspection costs not to exceed $10,000, for a total cost not to exceed$88,824 to come from Sewer Fund working capital.. DISCUSSION: Trickling Filter 3 (TF3) was originally constructed in the early 1960's. The mechanism distributes primary effluent over a circular bed of rocks, where microorganisms feed on the dissolved organic compounds in the wastewater. As part of the secondary stage of wastewater treatment, the equipment operates in a fairly harsh environment. Over time, the distribution arms have experienced substantial corrosion, resulting in uneven distribution of the wastewater effluent. This results in the biological filter operating at a reduced efficiency. This project involves the purchase of replacement distribution arms for Trickling Filter 3 at the Water Reclamation Facility (WRF). Staff solicited estimates from three companies known to perform this type of work. The cost estimates ranged from $62,800 to $185,000, not including tax, shipping, and installation. Although the quote from Dorr-Oliver was about 10% higher than the lowest estimate, staff is most comfortable purchasing the replacement arms from them, since they are the original manufacturer of the equipment. Staff feels that Dorr-Oliver is uniquely qualified, since the arms can be fabricated, installed; and balanced in accordance with the original design by the original manufacturer. Any other supplier would be required to generate fabrication drawings based on the existing arms, which in some locations are so deteriorated that accurate dimensions may be impossible to measure. As the original equipment manufacturer,DorT- Oliver EIMCO has the complete records and shop drawings of the existing distribution arms. Staff believes that purchasing the replacement distribution arms from Dorr-Oliver EIMCO is in the best interests of the City. Purchase and replacement of the distribution arms on TF3 was originally planned to be a part of the 2003-05 Financial Plan. However, this project must be constructed in the summer months, when Cal Poly attendance is reduced and wastewater flows to the WRF are at their seasonal low. Due to the amount of damage caused by corrosion and a sixteen-week lead time to fabricate the Council Agenda Report—Replacement of Distribution Arms on TF3 at the WRF Page 2 arms, staff is requesting approval of the CAO Recommendation in advance of Council approving the 2003-05 Financial Plan. In addition, this will allow coordination with another project in the same area of the WRF. Staff intends to move forward with the preparation of plans and specifications for a project entitled, "Trickling Filter 3 Pump, Piping & Valve Replacement". This project, which is identified in the 2000-01 Budget, will include requirements to install the distribution arms at the same time as the pump, piping, and valves. This close coordination between projects is expected to result in reduced impacts to WRF operations and the lowest overall cost for both projects. The funding for installation inspection and balancing will ensure that a Dorr-Oliver representative is on site to ensure proper installation by the contractor. FISCAL IMPACT: Initially planned to be a part of the 2003-05 Financial Plan, this project needs to move forward now, as explained above, and staff is requesting approval to take the $88,824 from Sewer Fund working capital. Staff believes that this amount is adequate to cover the cost of the distribution arms, installation inspection,balancing, and contingencies. ALTERNATIVES: Defer or delay the project. These alternatives are not recommended, due to the current condition of the equipment and the critical necessity of having processes that operate efficiently at the Water Reclamation Facility. ATTACHMENTS: Quote from Dorr-Oliver EIMCO G:%Cow ilASmda RtpansM Am C4R C�r� 03/20/2003 11:37 FAX 7053254487 D-0 E PARTS 10001 PM ATTACHMENT 1 0 0 R R - 0 L I V E R E I M C 0 Division Of GLBV Canada Inc. 174 West Street South Orillia. Ontario L3V 61-4 Canada ?hone.: 888-678-4726 Fax: 705-325-4487 rw,twwww,r+wwwwwr C U 5 7 0 M E R Q U O T E wwwwwwwwwwrrwww Page: 1 DUOTE TO SHIP 70 Miscellaneous Cash USD Miscellaneous Cash USD csry o< S',gWL4;.0 0.9;rPo 4^q - Attn: DAN GILMORE Fax: 805-781-7218 GLBV QUOTE # CUSTOMER !NO #. QUOTE DATE TERMS CURRZNCY SALESMAN ------------------•-- ---------- --------------- ------- -010433 SAN LUIS OBISPO.CA. 03/20/03 30 Days USO UREN. GORD O. ---------------------------•------------- -----------.-------------•----------------------------•--------------- LN# ITEM.# ORAWAG/ITEM DFSCRiPTION QTY 1-1/m UNIT PRICE NET AMOUNT ------------------ ----------------------------------------••-------------•-------------------------------------------- FOR 200'DIA.DISTRIBUTOR S/N 48744-4 AT THE CITY OF SAN LUIS OBISPO.CALIFORNIA. DELIVERY IS EST.APPROX.14/16 WEEKS ARO! IN THE EVENT OF AN ORDER.PLEASE ADVISE YOUR FEDERAL TAX IRS I.D.NUMBER TO ALLOW SHIPMENT TO THE U.5. ! DAN-BASED UPON AN ORDER RECEIVED ON OR BEFORE APRIL 2/03 THE PRICE IS 6000- AFTER APRIL 2/03 PRICE WILL GO UP 3%. 1 NPN1 LOT OF DISTRIBUTOR PARTS CONSISTING OF: 1.00 EA 69.995.00 69,995.00 4 DISTRIBUTOR ARMS MADE OF MILD STEEL GALVANIZED MATERIAL C/W 1456 ORTFICE PLATE5.364 SPREADERS.COVER PLATES.VENT PIPES.GASKETS AND 1680 CARRIAGE BOLTS C/W NUT AND WASHER. 2 000001FREIGHT FREIGHT CHARGES 1.00 EA 3.500.00 3.500.00 (ESTIMATED APPROXIMATELY). ------------- Sub Total 73.495.00 TOTAL 73'495.00 (IISO) r1 g g�� 'To 03/20/2003 11:37 FAX 7U53L54487 V-U E YAK15 WJUU2 VG o ATTACHMENT 1 D0RR - 0LIVER E I M C 0 Division Of GL&V Canada Inc. 174 nest Street South Orillia. Ontario L3V EL4 Canada Phone 888-878-4726 Fax: 705-325-4481 C U S T O M E R Q U 0 TPage 2 QUOTE TO SHIP TO Miscellaneous Cash USO Miscellaneous Cash USD Attn: DAN GILMORE Fax 805.781-7218 GLBV QUOTE # CUSTOMER INQ # QUOTE DATE TERMS CURRENCY SALESMAN ------------ --------------------- ---------- --------------- ........ E010433 SAN LUIS OBiSPO.CA. 02/20/03 30 Days USD UREN. GORD D. ---------------------------------- ----------------------•-----.-----------..-.-_----------- ---- LN# ITEM # DRAwING/ITEM DESCRIPTION QTY U/M UNIT ,RICE NET AMOUNT ------------------------------------------------------------------------------------------------------------------------ CUSTOMER ALERT: Please note our new company name and amend your records accordingly. as we are now "Dorn-Oliver Eimco Division Of GL&V Canada": please see above for detail�� Signed: SALES REPRE-SENTATPV_ T E R M 5 8 CONDITIONS A) This quotation subject to Darr-Oliver Eimco general terms end conditions. which can be provided upon request. B) GST and all other taxes extra if applicable. C) Pricing valid for acceptance 30 days from date of this quote. and will be subject to change thereafter. 0) Prices (FCA) Free Carrier at point of manufacture unless otherwise stated above. insurance is the responsibility of the Buyer. E) Payment terms are stated above. F) Duty, freight and brokerage costs are for the buyer's account unless stated otherwise herein. G) Minimum billing of $100.00 per order. H) Notwithstanding any liabilities or responsibilities assumed by SELLER hereunder. SELLER shall in no event be responsible to the BUYER or any third party in contract or in tort, or otherwise. for loss or damage sustained as a result of the operation of the equipment, loss of use, expenses involved in loss of capital claims or BUYER'S loss of profit or revenues, or any other indirect. incidental. special or consequential loss or damage. whether arising from defects. delay. or from any other cause whatsoever. I) Standard paint specs unless otherwise specified.