HomeMy WebLinkAboutPR 22312: CHANGE ORDER FOR REPAIR OF SCREW PUMP A WITH RPM SERVICES, INC. /:nrry
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INTEROFFICE MEMORANDUM
Date: January 3, 2022
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, Water Utilities Director
RE: PR 22312—Ratification of change order for repair of Screw Pump A with RPM
Services, Inc.
Introduction:
The Main Wastewater Treatment Plant has three (3) screw pumps which are not operational,
and these screw pumps are a critical part of the wastewater flow through the plant. On October
26, 2021, City Council passed Resolution No. 21-433, authorizing the repair of Screw Pump
A. RPM Services, Inc. was called to repair Screw Pump A, while a pump was rented to bypass
the screw pumps, with a budgetary impact of $18,000 per month. The change order to be
approved is $10,596.00, while the total projected budgetary impact of this service, including
the change order, is $48,501.00 ($37,905.00 Initial Estimate, $10,596.00 Change Order), and is
budgeted for in Water Utilities Account No. 410-40-225-5318-00-00-000, Equipment
Maintenance.
Background:
The Main Wastewater Treatment Plant has three (3) screw pumps which are not operational,
and these screw pumps are a critical part of the wastewater flow through the plant. On October
26, 2021, City Council passed Resolution No. 21-433, authorizing the repair of Screw Pump
A. RPM Services, Inc. was called to repair Screw Pump A, while a pump was rented to bypass
the screw pumps.
Budget Impact:
The change order to be approved is $10,596.00, while the total projected budgetary impact of
this service, including the change order, is $48,501.00 ($37,905.00 Initial Estimate, $10,596.00
"Remember, we are here to serve the Citizens of Port Arthur"
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Texas
Change Order), and is budgeted for in Water Utilities Account No. 410-40-225-5318-00-00-
000, Equipment Maintenance.
Recommendation:
It is recommended that City Council approve Proposed Resolution No. 22312, authorizing the
change order increase of$10,596.00 for the repair of the Screw Pump A as described/outlined
above.
"Remember,we are here to serve the Citizens of Port Arthur"
PR No. 22312
1/3/22 bw
Page 1 of 3
RESOLUTION NO.
A RESOLUTION RATIFYING THE CITY MANAGER'S
DECISION TO APPROVE A CHANGE ORDER BY RPM
SERVICES, INC. OF ROSHARON, TEXAS, FOR THE
REPAIR OF SCREW PUMP A AT THE MAIN
WASTEWATER TREATMENT PLANT, INCREASING
THE AMOUNT BY $10,596.00 TO A NEW TOTAL OF
$48,501.00; FUNDING AVAILABLE IN WATER
UTILITIES ACCOUNT NO. 410-40-225-5318-00-00-000,
EQUIPMENT MAINTENANCE.
WHEREAS, the Main Wastewater Treatment Plant has three (3) screw pumps which are
not operational; and,
WHEREAS, these screw pumps are a critical part of the wastewater flow through the
plant; and,
WHEREAS, the occurrence created an urgent response for the processing of waste at the
Main Wastewater Treatment Plant; and,
WHEREAS, on October 26, 2021, City Council passed Resolution No. 21-433,
authorizing the repair of Screw Pump A by RPM Services, Inc. of Iowa Colony, Texas through
Buyboard Contract No. 589-19 for a projected budgetary impact of$37,905.00; and,
WHEREAS, a pump was rented to bypass the screw pumps with a total projected
budgetary impact of$18,000 per month; and,
WHEREAS, a Change Order of$10,596.00 was submitted by RPM Services, Inc. due to
additional damage found in the screw pump (Exhibit"A"); and,
WHEREAS, on December 15, 2021, the City Manager signed an emergency memo,
authorizing the additional repairs of Screw Pump A by RPM Services, Inc. through Buyboard
Contract No. 589-19 in the amount of$10,596.00 (Exhibit "B"); and,
PR No. 22312
1/3/22 bw
Page 2 of 3
WHEREAS, pursuant to Section 252.022(a)(2) this purchase is authorized because of a
public calamity that requires the immediate appropriation of money to relieve the necessity of the
municipality's residents or to preserve the property of the municipality; and,
WHEREAS, it is further authorized pursuant to Section 252.022(a)(3) of the local
government code because of the unforeseen damage to public machinery, equipment, or other
property.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT,the facts and opinions in the preamble are true and correct; and,
THAT,City Council hereby ratifies the City Manager's decision to approve a change order
of$10,596.00 for the repair of Screw Pump A (Exhibit "B") in the total amount of$48,501.00
($37,905.00 Initial Estimate, $10,596.00 Change Order), Account No. 410-40-225-5318-00-00-
000, Equipment Maintenance; and,
THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the
Meeting of the City Council.
READ, ADOPTED, AND APPROVED this day of , 2022
at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote:
AYES: Mayor
Councilmembers:
NOES:
PR No. 22312
1/3/22 bw
Page 3 of 3
Thurman "Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROV D AS TO FORM:
ec a iz o
ity Attorney
APPROVE OR ADMINISTRATION:
Ronald Burton Calvin Matthews
City Manager Water Utilities Director
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
Kandy Daniel Y Cliftliams, CPPB
Interim Director of Finance Purchasing Manager
Exhibit "A"
RPM SERVICES, INC.
27920 Hwy 288 Iowa Colony,Texas 77583
Office: (281) 595-3165 E-fax: (713) 513-5410
e PROPOSAL
DATE: 12/13/21 Buy Board#: 589-19 PROPOSAL:283-118 Screw A
CUSTOMER: City of Port Author
ATTENTION: Danny
LOCATION: WWTP
EMAIL: Danny.Thibodeaux@portarthurtx.gov
FROM: Mike Vaughn
SUBJECT: Change order on Screw (A)
Work Scope:
1. Top End
• SPLIT PILLOW BLOCK HSG REPAIR
o SPRAY METALIZE/WELD AND MACHINE
o Repair Shaft fits
o New Bearing Spacers
o Seal cap Modifications for new seal caps
• New Spherical Thrust Bearing
• New Spherical Roller Bearing
• New Oil Seals
2. Lower End of Screw (Steady Bearing)
• New Stub Shaft
o Fabricate new shaft with Flanges
o Fabricate new Bronze Bushing Sleeve for Shaft
• Fabricate New Bearing Housing
o Fabricate new Housing based off drawings that were made from previous
parts.
3. Reverse Engineer and create Drawings
Estimated Change order Cost: $10,596.00
This quote is for Parts, Material, Labor, & Delivery. This budgetary quotation is based upon the job scope
listed above. Project completion is subject to acquiring any long lead parts. Any additional repairs found
necessary that are not covered by this budgetary quotation will be submitted for your approval prior to the
work being completed.
We appreciate the opportunity to provide this budgetary quotation and look forward to assisting with your
maintenance needs in the future. If there are any questions, please call me at either of the numbers listed
below.
Thank you
Mike Vaughn
RPM Services Inc.
Tel: 281-595-3165 www.rpm-services.com Fax: 281-595-3046
Office: 281.595.3165
Cellular: 281.808.4998
E-fax: 713.513.5410
STANDARD TERMS&CONDITIONS
QUOTATIONS—All quotations subject to acceptance within thirty(30) days from date of issue and are subject to change without notice
thereafter. Any variance from the terms and conditions contained herein is subject to the approval and acceptance by an authorized
representative of the Seller and is not binding until so approved and accepted in writing.
DELIVERY—Seller shall be excused for any delay in delivery or partial delivery,hereunder,resulting from any cause beyond its reasonable
control, induding but not limited to fire, explosion, flood,epidemic, war,interruption or delay in transportation or labor troubles. In case
of delay caused by Buyer's failure to furnish necessary information as to specific details to be determined by said buyer,Seller may extend
date for shipment for a reasonable time, based on period of Buyer's delay and/or conditions at Seller's service center. In case shipment is
delayed by Buyer's failure to furnish shipping instructions or other details on request, Seller may at its option invoice material ready for
shipment,and payment therefore shall be made in accordance with the terms hereof.
TITLE OF EQUIPMENT—The title to the goods and/or services sold hereunder, and the right of repossession and removal thereof, shall
remain with the Seller until payment in full. Buyer agrees to properly care for all equipment and material delivered until the same is fully
paid for, and to hold the Seller harmless against any taxes assessed upon the equipment and material, or any part thereof, after
shipment.
EQUIPMENT SERVICES SOLD F.O.B. RPM FACILITY — All goods are sold F.O.B. Seller's Service Center. Delivery by Seller to Buyer is
completed when the equipment is properly packaged for shipment, including any special shipping instructions from Buyer and handed
over to and signed for by Carrier, the goods thereafter being at Buyer's risk. Buyer will make all claims against Carrier for damage
incurred during shipment.
INSURANCE — From time of shipment to full payment to Seller, Buyer shall insure for benefit of Seller and Buyer goods furnished
hereunder for fire, windstorm, and extended coverage. Buyer hereby waives all rights to recover from Seller for damage or loss for which
buyer is protected by insurance. Seller makes no warranty, either expressed or implied in connection with the services of its field service
personnel and shall have no liability either direct or indirect or for any loss, damage, injury, or expense resulting from or arising out of
their service,and in no event for consequential damage or injury or for any amount in excess of the amount the Buyer paid the Seller for
services rendered. The Sellers insurance coverage includes field services personnel while at the job site or traveling to and from the job
site. Seller's insurance certificates are available upon request.
EQUIPMENT MODIFICATIONS —The Seller in conjunction with the Buyer will determine the design specifications associated with all
equipment alterations and/or modifications to improve operational functionality. All modifications and/or repairs shall comply with
acceptable rotating equipment engineering practices and standards. Modifications that may be considered experimental will require
approval from the Buyer prior to proceeding.
WARRANTY— Seller warrants the equipment to be as specified herein. It is agreed that there are no other warranties, expressed or
implied. Defects,which develop under normal and proper use and maintenance within twelve(12)months from date of shipment,will be
corrected (defective parts/ service will be performed F.O.B. Service Center), provided Buyer has complied with the Warranty Validation
requirements shipped with the equipment item and given prompt notice to Seller of any such defects. Equipment is not guaranteed
against chemical attack, corrosion, or abrasion, but all normal precautions will be taken to assure that goods used are of the material
grade and analysis specified. No allowance will be made for repairs or replacements not authorized in writing by the Seller. Seller shall
be notified of, and reserves the right to be represented at, any tests and/or inspections that Buyer may perform in conducting a root
cause failure analysis. It is agreed that Seller shall in no event be held responsible or liable for any loss, damage, injury, or expense
resulting from or arising out of their service, and in no event for consequential damage or injury for any amount in excess of the cost of
repair or replacement of a specified part that may be found defective. All equipment components manufactured by others, but not
included as part of specified equipment,will be subject to the standard warranty as issued by its manufacturer.
TAXES—Any tax, Federal, State or Municipal, levied on the sale of the equipment described herein or on the use or possession thereof
after shipment by Seller,shall be borne and paid by Buyer; and if any such tax shall be due and payable and if Seller shall be chargeable
by law for collection of same, Buyer will pay same to Seller on demand whether or not this contract of sale shall have been fully
performed.
INVOICES—All invoices are due"Net 30"from the invoice date, unless otherwise negotiated. Invoices not paid when due will be subject
to 1% interest per month from the date the invoice is due to the date paid. In case a note is accepted, it shall not be deemed payment
but only evidence of indebtedness, and if any note, or renewal note, shall not be paid when due, the entire outstanding balance shall at
option of holder become immediately due and payable, all fees and costs incurred in connection with the collection of any sum due to be
paid by Buyer.
CANCELLATION—Buyer may not cancel any order except upon written notice to Seller and on payment of a reasonable and proper sum
to compensate Seller for expenses incurred in processing said order to the date of cancellation, including planning, technical services,
expenses and all work performed and other commitments incurred from date of acceptance to date of cancellation.
COMPLETE AGREEMENT—This document shall represent the final, complete and exdusive statement of agreement between the parties
and may not be modified, supplemented,explained,or waived,except in writing,signed by an authorized representative of the Seller. In
Tel: 281-595-3165 www.rpm-services.com Fax: 281-595-3046
the case of invalid provisions exist herein,the invalidity or unenforceability of any particular provision of the Terms and Conditions herein
shall not affect the other provisions hereof, and the Terms and Conditions herein shall be construed in all respects as if such invalid or
unenforceable provision were omitted. This document shall be interpreted and enforced in accordance with the laws of the State of
Texas,and Texas shall be the forum state for all disputes herein.
Tel: 281-595-3165 www.rpm-services.com Fax: 281-595-3046
Exhibit "B"
City of
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INTEROFFICE MEMORANDUM
WATER UTILITIES DEPARTMENT
ADMINISTRATION DIVISION `P
Date: December 15,2021
To: Ronald Burton,City Manager
From: Calvin Matthews, Director of Water Utilities 61/41—,---
RE: Updated Memo- Emergency Repairs of Screw Pumps at Main Wastewater Plant
Screw Pump A was authorized for repair for $37,905.00 by Council Resolution No. 21-433.
Screw Pump B was authorized for repair for$45,365.00 by a City Manager-approved emergency
memo. Once the screw pumps were dismantled for repair, it was discovered that the damage
extends beyond the items listed in the original quote, hence requiring a change order. After
consulting with the Purchasing Manager,he recommended the submittal of this revised emergency
memo for approval by the City Manager,authorizing the change orders.
It is urgent to complete this repair in the fastest time possible due to an approximate monthly cost
of$18,000 for renting the pumps and purchasing the fuel needed to operate the Plant without the
screw pumps.
A resolution will be sent to Council for the ratification of the emergency authorization. Funding is
available in 410-40-225-5318-00-00-000, Equipment Maintenance.
Below is the quoted communication received from RPM Services, the Buy Board vendor I ho is
repairing both screw pumps:
"Please find attached the screw repair change orders.
As we have discussed the bottom end of the screw was in worse shape than the top end. The
bottom end of the screw pump rides on a flanged stub shaft that has a bronzed sleeve(on the stub)
and then it fits inside of a steady bearing housing, that's bolted into the concrete under the
waterline. The OD of the sleeve on the bronzed sleeve we brought back was 5.14" and the ID of
the bearing housing was 7.43". That is well over 2" of what the fit should be and it's believed to
be the reason of the failure of the bearings on the upper shaft. All of the upper shafts, bearing
housings were different and this is believed to be from the weight and thrust angle of the shaft due
to the lower ends significant wear. Unfortunately, there is no off the shelf replacement parts for
these(due to age) so the parts have to all be reverse engineered. We have been able to identify all
of the bearings that we need and plan on rebuilding them both to identical specs."
I, Ronald Burton, approve the change orders for the emergency repair of Screw Pump A and B at
the Main Wastewater Plant.
Signed:
Ronald Burton
City Manager
PO BOX 1089 Purchase Order
city of " A) PORT ARTHUR,TX 77641-1089
Fiscal Year 2022 Page 1 of 1
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- THIS NUMBER MUST APPEAR ON ALL INVOICES,
PACKAGES,AND SHIPPING PAPERS.
Purchase Order Number 22200564-001
Bill To BIL Ship To WT
City of Port Arthur WASTEWATER TREATMENT Purchase Order Date 10/27/2021
PO Box 1089 6300 PROCTOR STREET EXT Department WATER ADMINISTRATION
Port Arthur, TX 77641 WASTEWATER TREATMENT
PORT ARTHUR, TX 77640
Vendor 9886
RPM SERVICES, INC
PO BOX 747
ROSHARON, TX 77583-0747
CHANGE ORDER
VENDOR PHONE NUMBER VENDOR EMAIL VENDOR NUMBER REQUISITION NUMBER BUYER NAME DELIVERY REFERENCE
866-595-3165 info@rpm-services.com 9886 12201051 Clifton Williams
NOTES
Overhaul Screw Pump Res 21-433
The Above Purchase Order Number Must Appear On All Correspondence-Packing Sheets And Bills Of Lading
UNIT PRICE EXTENDED PRICE
1 Overhaul Screw Pump 1.0000 EACH $37,905.0000 $37,905.00
Res 21-433
GL#:410-40-225-5318-00-00-000- $37,905.00
2 Additional repairs needed 1.0000 EACH $10,596.0000 $10,596.00
Proposal:283-118 Screw A
GL#:410-40-225-5318-00-00-000- $10,596.00
This instrument has been audited in the manner required by local government regulations and laws. Your jurisdiction's
specific legal text may be placed in this area.
• Total Ext.Price $48,501.00
Clifton Williams Authorized Signature Purchase Order Total $48,501.00
Purchasing Copy