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Home My WebLink AboutPR 19030: PURCHASE OF TWO VALVES MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: Brian McDougal, City Manager FROM: Jimmie Johnson, Ph.D., Director of Utility Operations DATE: June 17, 2015 RE: Proposed Resolution No. 19030 RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 19030 authorizing the purchase of two (2) 24 inch EZ2 valve installations, (insert-a-valves) from McCain Waterworks Marketing of San Antonio, Texas, in the amount of $88,000. ($44,000 for each valve), not to exceed $100,000.00, for the Utility Operations Department Water Distribution Division. BACKGROUND The Utility Operations Department Water Distribution Division needs to isolate a section of 24" lead joint pipe in front of the abandoned Water Plant in the 1400 Block of 19th Street. The water valves that are currently in place are over 70 years old and will not close. The installation of these insert-a-valves will also give us the ability to isolate the water line that runs through the center of the pump room inside the abandoned Water Plant. This will also aid in the demolishing of the old Water Plant. Jerry Walley Construction is the contractor that will expose the 24 inch water line and block off the main lines going to the pump room inside the old water plant. Arceneaux Wilson & Cole is the engineer onsite for this project. Their current distributor for our area (sole source) is McCain Waterworks Marketing in San Antonio, Texas. This procurement is exempt from the bid process under Texas Local Government Code Section 252.022, General Exemptions (7A), a procurement of items that are available from only one source, including items that are available from one source because of patents, copyrights, secret processes, or natural monopolies. McCain Waterworks Marketing has provided a current quote below for the 24 inch EZ2 valve installation. (2) — 24 inch EZ2 Valve Installation(s) $44,000.00 each The above price is based on: (2) two men, (1) one (8) eight hour day of Labor for each valve installed Freight for one (1) valve not to exceed $750.00, (contractor to unload) Second valve to be delivered by AVT personnel to Port Arthur, TX BUDGET/FISCAL EFFECT This material will be charged to the Utility Operations budget 410-1251-532.54-00 (Administration-Professional Services) SUMMARY I recommend that the City Council approve Proposed Resolution No. 19030. P. R. No. 19030 06/17/15jt RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR THE PURCHASE OF TWO (2) 24 INCH EZ2 VALVE INSTALLATIONS FOR THE UTILITY OPERATIONS DEPARTMENT WITH MCCAIN WATER WORKS MARKETING OF SAN ANTONIO, TEXAS, IN THE TOTAL NOT TO EXCEED AMOUNT OF $100,000.00 FUNDS ARE AVAILABLE IN ACCOUNT NO. 410-1251-532.54-00. WHEREAS, the Utility Operations Department is in need of two (2) 24 inch EZ2 Valve Installations to isolate a 24 inch water line in the 1400 Block of 19th Street; and, WHEREAS, McCain Waterworks Marketing in San Antonio, Texas, is the sole source vendor for this type of insert-a valve; and, WHEREAS, this procurement is exempt from the bid process under Texas Local Government Code Section 252.022, General Exemptions (7A), a procurement of items that are available from only one source, including items that are available from one source because of patents, copyrights, secret processes, or natural monopolies; and, WHEREAS, the sole source for this bid has been evaluated by Utility Operations and Arceneaux Wilson& Cole (contract attached as Exhibit A),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, a contract between the CITY OF PORT ARTHUR and MCCAIN WATERWORKS MARKETING, for the unit prices shown in the contract (attached as Exhibit "A"), in a not to exceed amount of$88.000.00. not to exceed $100.000.00: and, P. R. No. 19030 06/17/15jt Page 2 of 3 THAT, this contract is for a one time purchase for two (2) 24 inch EZ2 Valve Installations, City can terminate this contract but must comply with the termination agreement as stated in Exhibit"A"; and, THAT, funding for this material is provided for in the Utility Operations 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 , 2015 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 AS TO FORM: �V�-- wo Sherri Bellard Valecia (Oeno City Secretary City Attorney P. R. No. 19030 06/17/15jt Page 3 of 3 APPROVED FOR ADMINISTRATION: Brian McDougal Jimmie Johnson, Ph.D. City Manager Director of Utility Operations 19 bL Cliff Williams Acting Purchasing Manager APPROVED AS TO AVAILABILITY OF FUNDS: 01142-telzc,e4.4 Deborah Echols Director of Finance Account No. 410-1251-532.54-00 *Pending approval of Budget Amendment (P.O. 6473) P. R. No. 19030 06/17/15jt Exhibit "A" (Contract) 11 115 McCain Waterworks Marketing 18975 Marbach Lane,Suite 1202,San Antonio,TX 78266 McCain Waterworks Marketing T—210-651-3380 F—210-651-3383 June 17, 2015 Mr.John A. Tomplait Assistant Direct of Utility Operations City of Port Arthur P 0 Box 1089 Port Arthur, TX 77641 Phone: 409-983-8552 Email: john.tomplait@portarthurtx.gov RE: City of Port Arthur - 2 -24 Inch EZ2 Valve Installation(s) Contract Number: EZ 061715-1 I.) GENERAL: Subject to the terms and conditions below, we are pleased to submit this contract to furnish supervision, labor, equipment, and materials (as needed) to perform the following pressure installations: Work is to be performed by: AVT SERVICE TECHNOLOGIES, LLC. 800 Busse Road, Elk Grove Village, IL 60007/ 1-877-489-4909/www.avtfittings.com (2) -24 Inch EZ2 Valve Installation(s) $44,000.00 each On Pipe Less PSI Water/Sewer The above price is based on: (2)two men, (1)one (8)eight hour day of Labor for each valve installed Freight for one (1)valve not to exceed $750.00, (contractor to unload)Second valve to be delivered by AVT personnel to Port Arthur,TX Please Note: Any and all additional insurance costs over and above AVT's normal insurance limitations—as well as any cost(s) for additional specialized training requirements—will be billed on a cost plus 15% basis by McCain Waterworks. PLEASE INITIAL (page 1 of 5) Contract Number:EZ 061715-1 11 15 McCain Waterworks Marketing 18975 Marbach Lane, Suite 1202,San Antonio,TX 78266 McCain Waterworks Marketing T—210-651-3380 F—210-651-3383 II.) MATERIALS : We will provide the following materials delivered to your job site: A.) AVT EZ Valve with ANSI / AWWA C-509-09, September 1, 2009 material specifications. UL Certified and NSF 61 Compliant ***NOTE: Please circle clockwise or counter-clockwise for the direction your valve turns to open.*** CLOCKWISE OR COUNTER CLOCKWISE YOU WILL BE RESPONSIBLE FOR THE ID& OD OF THE PIPE. OD RANGE: EZ Valve standard range will fit the following pipe OD's: Nominal Pipe Size Min. OD Max. OD 24" 25.80" 26.30" AVT can adjust the EZ Valve sleeve to fit larger pipe OD's, however, a $1,000.00 machining charge will apply to each sleeve adjusted. Wall Thickness of Pipe: III.)TERMINATION: If you terminate this agreement after McCain Waterworks has commenced its work you shall be responsible for the following: A.) You shall pay McCain Waterworks the contract price of the valve once production has commenced (see section II above); B.) You shall reimburse McCain Waterworks for all reasonable out-of-pocket mobilization expenses incurred by it (including travel and transportation costs for McCain Waterworks personnel to the job site and an hourly rate of$105.00 per person for personnel and equipment mobilized by McCain Waterworks) if McCain Waterworks has mobilized its personnel or agents in connection with the project. IV.) EQUIPMENT BY US: We will provide the following equipment and machinery delivered to your job site. A.) All drilling equipment necessary to perform the pressure installation. PLEASE INITIAL(page 2 of 5) Contract Number:EZ 061715-1 n V in McCain Waterworks Marketing 18975 Marbach Lane,Suite 1202,San Antonio,TX 78266 McCain Waterworks Marketing T—210-651-3380 F—210-651-3383 V.) LABOR AND SUPERVISION BY US: A.) All technicians required to operate our equipment and machinery. VI.) MATERIALS, LABOR,AND EQUIPMENT BY OTHERS: You, or others at your direction, will provide the following: A.) A crane or backhoe -size and capacity (5000 LBS) B.) Assistance, as necessary, in transporting and/or rigging our equipment. It will be your responsibility to provide scaffolding/temporary work platform (If necessary) and safe work site. C.) One (1) dedicated laborer to assist our technicians. D.) Perform all excavation, cleaning of all pipe surfaces, backfill, and site restoration, providing necessary barricades, sheeting, and temporary shoring and bracing as required by OSHA guidelines for safety. Clean Pipe 48' PIPE 24' Clear Areas 1 'roe--48' 48•-- 24' E.) Maintain a "workable environment" (including, but not limited to: a dry, workable trench for underground installations; blankets or external heat source for our equipment during cold weather; protection from inclement weather; security for our equipment (when left in place or on site overnight). If you can expect any unusual site conditions that may affect our performance or if environmental conditions change during the job, contact our offices immediately for advice on your specific responsibilities. PLEASE INITIAL(page 3 of 5) Contract Number:EZ 061715-1 rel 11 McCain Waterworks Marketing 18975 Marbach Lane,Suite 1202, San Antonio,TX 78266 McCain Waterworks Marketing T—210-651-3380 F—210-651-3383 F.) Arrange and pay for all permits, licenses, and inspection fees. G.) Provide a suitable roadway from public thoroughfare to a point where the pressure installation is to be made. If conditions are such that our trucks require assistance in and out, you, or someone on your behalf, will provide that assistance. H.) All environmental protection required. I.) Make necessary trade union agreements. Our technicians are unaffiliated. J.) We are not responsible for damage to utilities after satisfactory completion of the above work. K.) All necessary design and labor for concrete blocking, bracing, and thrust restraint. L.) NOTE: EZ Valve is designed for a satisfactory seal under a rated pressure differential applied alternately to each side of the wedge (AWWA section verification leakage test). M.)We will require a 2" minimum tap to be performed and a coupon (piece of pipe retrieved) and a wall thickness given to us prior to our arrival on site. VII.) Duration And Delivery: Our price is based upon expeditious completion of the work once we are to report to the job site. We reserve the right to assess reasonable charges to cover our equipment and standby expenses after the number of hours/days listed in section I, due to delays beyond our control. A.) Valves are estimated at (8) eight weeks for delivery, after receipt of coupon, based on current workload and projects. B.) We would require (3)three to (4) four weeks' notice for scheduling, unless, customer requirements need expedited delivery/ scheduling. VIII.) Delays: A.) In the event we are delayed on the job site or the job needs to be rescheduled, for reasons beyond our control: 1.) We will assess a charge of$1,500.00 per day to cover equipment and standby expenses. 2.) A mileage fuel charge of$1.25 per mile, round trip. 3.) Daily per diem of$175.00 per employee. 4.) Hourly rate of$105.00 per hour, per employee. B.) In the event of a delay in completing a job due to inclement weather (Rain, Lightening, Extreme Cold, etc.) we will access a per diem charge of$175.00 per day per employee. C.) Anytime over eight (8) hours will be billed at $160.00 per hour, per man. **Note: Weekends and Holidays are counted as workdays, unless different scheduling arrangements are made prior to commencing work.** PLEASE INITIAL(page 4 of 5) Contract Number:EZ 061715-1 11 rl McCain Waterworks Marketing 18975 Marbach Lane,Suite 1202, San Antonio,TX 78266 McCain Waterworks Marketing T—210-651-3380 F—210-651-3383 IX.) TERMS: Net thirty (30) days— No retainage— 15% (1.25%) interest, per annum, will be assessed on invoices over thirty (30) days. In addition we will require a Certificate of Bonding Insurance or a Letter of Credit before work commences X.) ACCEPTANCE: If our contract is acceptable, please sign below as indicated and return one (1) signed copy to our office. Our personnel will perform no work unless a signed copy of the contract is in our possession. The above prices are based upon acceptance within thirty (30) days. Any delays or damage to AVT's equipment, due to contractor negligence, inclement weather, Acts of God, etc. are the responsibility of the client. Respectfully Submitted, Jim McCain McCain Waterworks Marketing Cc: AVT THIS CONTRACT MUST BE SIGNED AND RETURNED BEFORE ANY WORK WILL BE SCHEDULED OR PERFORMED (SEE SECTION X). McCain Waterworks Marketing-Jim McCain (Company) (Name)(Title) (Date) (page 5 of 5) Contract Number:EZ 052019-1 Job Site Location: Contact Person&PH#: Tentative Date&Time: