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HomeMy WebLinkAboutPR 17043: SWECOND YEAR OF CONTRACTS FOR PURCHASE OF WATER TREATMENT CHEMICALS MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: Stephen Fitzgibbons, City Manager 9 tY er 9 FROM: Kelly Eldridge, Director of Utility Operations 4644, DATE: May 7, 2012 RE: Proposed Resolution No. 17043 COMMENTS RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 17043 authorizing the second year of contracts for the purchase of Water Treatment Chemcals with Altivia Corp., DXI Industries, and Simply Aquatics in the unit prices shown below. BACKGROUND These chemicals are used to treat drinking water and disinfect wastewater. Unit prices are firm for one year for all chemicals except NaOH and fluoride, which can fluctuate with market justification from the manufacturer. Fifty (50) bid packets were sent out, and the bids below were received on March 9, 2011. The current price for each of these products is listed below. Only the cost for NaOH has changed since initial award. Vendor Chemical Unit Price Altivia Corp. 50% NaOH $556. /ton 25% NaOH $618. /ton DXI Industries, Inc. Chlorine -tons $471. /ton Chlorine -150# $1,120. /ton Fluoride $611. /ton Simply Aquatics Phosphates $728. /ton BUDGET /FISCAL EFFECT These prices reflected a decrease from the 2009/2010 award prices. These chemicals are purchased on an as- needed basis and are charged to the Water Purification and Wastewater Treatment Division Operation and Maintenance Budget Account Nos. 410- 1252- 532.29 -02 and 410 - 1256- 532.29 -00. These vendors have agreed to hold these unit prices. STAFFING /EMPLOYEE EFFECT Trained and TCEQ certified employees administer all water treatment chemicals. SUMMARY I recommend that the City Council approve Proposed Resolution No. 17043. P. R. No. 17043 05/04/12 RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND YEAR OF CONTRACTS FOR THE PURCHASE OF WATER TREATMENT CHEMICALS FOR THE UTILITY OPERATIONS DEPARTMENT WITH ALTIVIA CORPORATION, DXI INDUSTRIES, AND SIMPLY AQUATICS, FOR THE SAME UNIT PRICES CURRENTLY PAID. FUNDS ARE AVAILABLE IN ACCOUNT NO. 410 -1252- 532.29 -02 & 410 - 1256 - 532.29 -00. WHEREAS, the Utility Operations Department routinely utilizes various Water Treatment Chemicals to treat drinking water and wastewater at our various treatment facilities throughout the City; and, WHEREAS, on March 9, 2011, the Purchasing Division has solicited bids for such Water Treatment Chemicals, as delineated in our Purchasing Policy, and fifteen (15) vendors submitted bids; and, WHEREAS, those bids were evaluated by Utility Operations and Purchasing and awarded to the low bidders for each chemical by City Council on May 3, 2011 by Resolution No. 11 -155; and, WHEREAS, the contracts for the purchase of these chemicals are renewable upon concurrence of both parties; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute, on behalf of the City of Port Arthur, one year contracts (with the option to renew for one additional year) between the CITY OF PORT ARTHUR and Altivia Corporation, DXI Industries, and Simply Aquatics, for the unit prices as shown in the individual contracts attached as Exhibits "A ", "B ", and "C ", and, THAT, the City can terminate any of these contracts at its convenience with ten days written notice; and, P. R. No. 17043 05/04/12 Page 2 of 11 THAT, funding for these chemicals is provided for in the Utility Operations O &M budget; and, THAT a copy of the caption of this resolution be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED THIS day of , 2012 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor ; Councilmembers: NOES: . Deloris Prince, Mayor ATTEST: APPROVED FOR ADMINISTRATION: Sherri Bellard, City Secretary John Comeaux, P.E. Acting, City Manager APPROVED AS TO FORM: 1 IE /id A Valecia Tize w City : tto _ Shawna Tubbs, CITE, Manager / // APPROVED AS TO AVAILABILITY OF �` r4j . FUNDS: Ross Blackketter, Director of Public Works /1 // , / - , / i -g Deborah Echols, Director of Finance Kelly Eldri ge, Director of Utilities Account No. 410- 1252 - 532.29 -02 410 -1256- 532.29 -00 P. R. No. 17043 05/04/12 Page 3 of 11 Exhibit "A" P. R. No. 17043 05/04/12 Page 4of11 PURCHASING CONTRACT AGREEMENT THIS AGREEMENT is made this the of , 2012, by and between an individual, firm partnership or corporation, ALTIVIA CORPORATION, of Houston, Texas, hereinafter called "Vendor ", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called the "Owner" or "City ". WITNESSETH: That for and in consideration of the payments, terms, conditions and agreements set forth herein, Owner and Vendor agree as follows: 1. The term of this Contract shall be for one (1) year from the date that it is signed by the City unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Vendor will provide 50% NaOH & 25% NaOH, as delineated and submitted in their bid on March 9, 2011. 3. During the term of this Contract, the Vendor will furnish all of the materials and supplies, as stated in the advertised bid specifications, described as: Water Treatment Chemicals 4. The Vendor agrees to deliver all materials on an as- needed basis during the term of this contract, in a not -to- exceed maximum amount of $80,620.00 (145 tons $556.00/ton) for 50% NaOH and $40,788.00 (66 tons Cad $618.00/ton) for 25% NaOH. 5. The term "Contract Documents" means and includes the following: (A) Agreement (13) Specifications (C) Notice to Proceed 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the date first above written. P. R. No. 17043 05/04/12 Page 5of11 SIGNED AND AGREED to on the day of , 2012. WITNESS: CONTRACTOR: Altivia Corporation SIGNED AND AGREED to on the day of , 2012. WITNESS: CITY OF PORT ARTHUR: City Secretary City Manager P. R. No. 17043 05/04/12 Page 6of11 Exhibit "B" P. R. No. 17043 05/04/12 Page 7 of 11 PURCHASING CONTRACT AGREEMENT THIS AGREEMENT is made this the of , 2012, by and between an individual, firm partnership or corporation, DXI INDUSTRIES, of Houston, Texas, hereinafter called "Vendor ", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called the "Owner" or "City ". WITNESSETH: That for and in consideration of the payments, terms, conditions and agreements set forth herein, Owner and Vendor agree as follows: 1. The term of this Contract shall be for one (1) year from the date that it is signed by the City unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Vendor will provide Liquid Chlorine (ton cylinders), Liquid Chlorine (150 Ib. Cylinders), & Hydrofluosilicic Acid (Fluoride), as delineated and submitted in their bid on March 9, 2011. 3. During the term of this Contract, the Vendor will furnish all of the materials and supplies, as stated in the advertised bid specifications, described as: Water Treatment Chemicals 4. The Vendor agrees to deliver all materials on an as- needed basis during the term of this contract, in a not -to- exceed maximum amount of $153,075.00 (325 tons A $471.00 /ton) for Liquid Chlorine in ton cylinders, $20,160.00 (18 tons 0. Chlorine in 150 Ib. cylinders, and $58,045.00 (95 tons A $1,120 /ton) for Liquid y < $611.00/ton) for Hydrofluosilicic Acid as shown in the Bid schedule. 5. The term "Contract Documents" means and includes the following: (D)Agreement (E)Specifications (F)Notice to Proceed 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. P. R. No. 17043 05/04/12 Page 8 of 11 IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the date first above written. SIGNED AND AGREED to on the day of , 2012. WITNESS: CONTRACTOR: DXI Industries SIGNED AND AGREED to on the day of , 2012. WITNESS: CITY OF PORT ARTHUR: City Secretary City Manager P. R. No. 17043 05/04/12 Page 9 of 11 Exhibit "C" P. R. No. 17043 05/04/12 Page 10 of 11 PURCHASING CONTRACT AGREEMENT THIS AGREEMENT is made this the of , 2012, by and between an individual, firm partnership or corporation, SIMPLY AQUATICS, of Kirbyville, Texas, hereinafter called "Vendor ", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called the "Owner" or "City ". WITNESSETH: That for and in consideration of the payments, terms, conditions and agreements set forth herein, Owner and Vendor agree as follows: 1. The term of this Contract shall be for one (1) year from the date that it is signed by the City unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Vendor will provide Phosphates, as delineated and submitted in their bid on March 9, 2011. 3. During the term of this Contract, the Vendor will furnish all of the materials and supplies, as stated in the advertised bid specifications, described as: Water Treatment Chemicals 4. The Vendor agrees to deliver all materials on an as- needed basis during the term of this contract, in a not -to- exceed maximum amount of $49,140.00 (67.5 tons (a7 $728.00/ton) for Phosphates as shown in the Bid schedule. 5. The term "Contract Documents" means and includes the following: (G)Agreement (H)Specifications (I)Notice to Proceed 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the date first above written. P. R. No. 17043 05/04/12 Page 11 of 11 SIGNED AND AGREED to on the day of , 2012. WITNESS: CONTRACTOR: Simply Aquatics SIGNED AND AGREED to on the day of , 2012. WITNESS: CITY OF PORT ARTHUR: City Secretary City Manager