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HomeMy WebLinkAbout1986-01-17 - City Commission Special Meeting MinutesMAIL REPLY TO, P.O. BOX 25010 TAMARAC, FLORIDA 33320 5811 NORTHWEST 88TH AVENUE 9 TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 January 16, 1986 NOTICE OF SPECIAL COUNCIL MEETING TAMARAC, FLORIDA Please be advised of a Special Council Meeting to be held on Friday, January 17, 1986 at 2:30 P.M. in the Council . Chambers of City Hall, 5811 NW 88th Avenue, Tamarac, Florida. The purpose of this special meeting is to consider and take action on: TAMARAC U I ITIES WEST - BID AWARD a) Four (4) Pumps - Temp. Reso. #3969 b) Two (2) Check Valves - Temp. Reso. #3970 MB:da Ll Marilyn Bertholf, CMC City Clerk AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS CITY OF TAMARAC, FLORIDA SPECIAL CITY COUNCIL MEETING January 17, 1986 Tape 1 CALL TO ORDER: Mayor Kravitz called the meeting to order at 2:30 P.M. on Friday, January 17, 1986 in the Council Chambers of City Hall. ROLL CALL: PRESENT: Mayor Philip B. Kravitz Vice Mayor Helen Massaro Councilman Arthur H. Gottesman Councilman Raymond J. Munitz ABSENT AND EXCUSED: ALSO PRESENT: Councilman Sydney M. Stein Larry Perretti, Acting City Manager Jon M. Henning, City Attorney Patricia Marcurio, Secretary Mayor Kravitz read the Notice of the Meeting into the record. 1. TUW - Bid Award - 4 Pumps -- Bid #86 4 - Tem. Reso. #3969 - Discussion and possible action. SYNOPSIS 9F ACTION: APPROVED as amended. RESOLUTION NO. R-86-19 PASSED. Mr. Henning read Temp. Reso.T#3969 by title. Bill Greenwood, Utilities Director/City Engineer, said the Utili- ties high service pumping capacity has reached its maximum cap- acity and there is a Catch 22 situation. He said two existing high service pumps, located in the water treatment plant, have developed holes and the efficiency has decreased. He said they cannot pull these pumps out of the clear well for repairs because there are no standbys to turn on, therefore, they cannot supply water to the City. Mr. Greenwood said he would request authorization to waive the formal bidding requirements, which were not followed in this particular case, because of the emergency procurement. Mr. Henning said there would typically be a bid proposal sent out to suppliers with a certain amount of time to respond followed by a bid opening. He said, however, because an emergency was de- clared by the Acting City Manager, Council is being requested to acknowledge the emergency and approve the waiver of the formal bid procedures. He said they are asking Council to approve the best bids on these items since it is questionable whether the bid can be accepted without Council approval. Mr. Henning said a MOTION is in order to waive the formal bidding procedures in light of the emergency situation for the equipment indicated at Tamarac Utilities West. V/M Massaro so MOVED, SECONDED by C/M Munitz. VOTE: ALL VOTED AYE Mr. Henning said Council has a memo dated 1/17/86 from the Utili- ties Director, which indicates that the specifications for the 4 pumps and 2 electrical check valves were given to various suppliers and the bid opening was conducted in this room at 2:00 P.M. today with an analysis by the Engineering Department. 1 1/17/86 /pm V/M Massaro asked Mr. Greenwood how many people were contacted to submit bids and Peter Procopio, Deputy Utilities Engineer, said Montgomery was the engineer for this and they prepared the speci- fications. He said they sent out specifications on the pumps to Peerless, Flowway, Byron & Jackson, Goulds Pumps, and Lane. He said specifications on the valves were sent to Goulds and Anderson, Clay and O.C.V. Mr. Procopio said today they received only three pump bids and only one valve bid. He said the pump bids are from C.T. Hearns, Inc., with a total bid of $33,143.00, with a 100-day delivery time. He said they had certain comments which were adverse to the specifications which called for liquidated damages of $500.00 per day for every day they are late delivering the pumps and they specified that they would pay no liquidated damages. He said they stated if mechanical seals were needed it would be an additional $563.00 only on Pumps #1 and #2, bringing their total adjusted bid to $34,269.00. Mr. Procopio said Flanagan -Metcalf bid $35,914.00 for the 4 pumps and stated a 12--week delivery or 84 days. He said the mechanical seals would be an additional $75.00 on the two pumps for a total price of $36,064.00. He said there were no other qualifications on this bid and there was no denial of the penalty. Mr. Procopio said Water Resources, Inc. bid $32,635.00 for the 4 pumps and a 98-day delivery and no qualifications with the mechanical seals included with the bid price. Mr. Procopio said there was only one bid on both valves by Water Resources, Inc. for a total bid of $11,928.00 with a 56-day delivery and, if awarded both the valves and the pumps, they would deduct $1,019.00 from the total price for a grand total cost of $43,544.00. Mr. Procopio said he is comfortable with Water Resources and they would provide Peerless pumps and clay valves. He said 98 days is a tremendous time period since they will need that time to install the piping and the pump bases. C/M Munitz asked how long it will take for preparation of this and Mr. Procopio said the engineer is now preparing the plans and specifications for doing this and he is hopeful to have this ready to take to bid for Council approval at the 2/12/86 Council meet- ing. V/M Massaro MOVED APPROVAL of Temp. Reso. #3,969 awarding the bid for the pumps to Water Resources for a total price of $32,635.00 and a delivery time of 98 days. SECONDED by C/M Gottesman. C/M Munitz said in Mr. Procopio's memo to Council, it was indi- cated that the account number to which this will be charged has a budgeted amount of $1,400,000.00 and he questioned the actual amount in that account now. Bill Greenwood, Utilities Director/City Engineer, said the only amount spent from that account has been for engineering and other related services in an approximate amount of $10,000.00. Mr. Henning suggested a break -down of amounts for the record as follows: 2 1/17/86 /pm 1 1 1. Horizontal pump 3000 gpm capacity at 162 feet of head, com- plete with electric motor in the amount of $10,363.00. 2. Horizontal pump 1500 gpm capacity at 162 feet of head, com- plete with electric motor in the amount of $5,970.00. 3. Vertical turbine pump 1500 gpm capacity at 162 feet head, complete with electric motor in the amount of $10,587.00. 4. Vertical turbine pump 500 gpm capacity at 162 feet head, complete with electric motor in the amount of $5,715.00. V/M Massaro amended her MOTION for APPROVAL of Temp. Reso. #3969 by inserting, "Water Resources" on Lines 8 and 12 and the amounts in Section 1, Paragraph 1. C/M Gottesman agreed to the amendment as the SECOND. VOTE: ALL VOTED AYE 2. TUW - Bid Award - 2 Check Valves - Bid #86Y4 - Temp. s$�13970 -- Discussion and possible action. SYNOPSISI : APPROVED RESOLUTION NO. R-86-20 PASSED. as amended. Mr. Henning read Temp. Reso. 13970 by title. Mr. Henning said Water Resources is the only bidder and staff finds that the bid is responsive and recommends approval. He asked for a break -down of the bid price as follows for the Reso- lution: 1. 16-inch check valve in the amount of $8,093.00 2. 12-inch check valve in the amount of $3,835.00 Mr. Henning suggested Paragraph #3 be added to the Resolution stating, "Less a discount of $1,019.00 for a total price of $10,909.00." V/M Massaro MOVED APPROVAL of Temp. Reso._#3970 as amended to award the bid to Water Resources for $11,928.00 with a discount of $1,019.00 for a total cost of $10,909.00. SECONDED by C/M Gottesman. C/M Munitz asked if there were any reason why there was only one bid for the check valves and Mr. Procopio said he surmises that the other bidders were not able to fulfill the emergency require- ment. Mr. Henning asked two gentlemen in the audience, who were other bidders, to put their names on the record and they were Bill Montigue of C.T. Erins, Inc. and Chet Ugan of Flanagan - Metcalf. Mr. Henning asked if there were any objections to the bids and Mr. Montigue said it is difficult to bid a job of this magnitude in such a short time. He said they deleted the factory test and mechanical seals and can ship in 45 days and 14 days. Mr. Montigue said Water Resources took exception to one of the guarantees in terms of performance and there was no mention of that. Mr. Henning said it has been acknowledged that this particular bid package was very lengthy . C/M Munitz asked if both these bids were covered by performance bonds and Mr. Henning said the bid indicates that the bid prices are good for 60 days and, if there is an inability to perform in that time, these gentlemen may be contacted. 1/17/86 /pm Mr. Procopio said there is a Non -Collusion Affidavit there but he did not see any qualifications in the bid submitted by Water Resources concerning performance guarantees. C/M Munitz asked Mr. Greenwood how much of an emergency situation exists and Mr. Greenwood said right now the only way they are keeping up with the peak demands is by running the Grant's pump station. He said the leaking of the existing pumps will be getting worse and if one does fail, there is serious trouble. He said anticipated delivery on this type of pump is generally 6 to 12 weeks and the delivery dates given are better than normal. C/M Munitz asked when this emergency was first realized and Mr. Greenwood said approximately a week and a half ago when divers were sent down into the clear well to visually inspect what was taking place with the high service pumps. He said they will rescrutinize the bids and if there is anything serious to the efficiency or performance they will flag it. Mr. Greenwood said Water Resources has a stipulation in their bid and Mr. Henning read Page 11190-2, Section 104B, Certification, "It is our interpretation of this paragraph that the word "con -- tractor" is synonomous with "supplier" and that we, Water Resources Corp., would be acting as distributor on behalf of Peerless Pump Co. as the pump manufacturer. However, we, Water Resources Corp., and Peerless Pump Co., can in no way issue a written certificate accepting joint responsibility with third party contractor who is, as of yet, unknown for the proper installation and operation of the equipment proposed or bid herein." Mr. Greenwood said the installation will be done by another separate contractor. Mr. Henning said typically, manufacturer would have a certain responsibility as to the manufacturing and the contractor would have certain responsibilities as to the installation. He said Montgomery Engineering has issued a para- graph in the bid specifications which says that the manufacturer and the contractor/installer would be jointly responsible for coordination of all equipment, controls, and services required for proper installation and the operation of the completely assembled installed pumps. Mr. Henning said they do not say they will not give the City a statement that these pumps will efficiently and thoroughly perform the required functions in accordance with the proper specifica- tions. He said they are only denying that they would certify that they would coordinate with an unnamed contractor. Mr. Greenwood said the main item of concern with the pumps is the pump efficiency as specified. He said the specifications also require the pump manufacturer to supply certified pump test curves which will certify to the efficiencies. C/M Gottesman asked Mr. Montigue if his company would guarantee both manufacture and intallation and Mr. Montigue said it is fairly common that a letter is issued certifying the installation is, in fact, correct and the pumps are installed and operating properly. V/M Massaro said the City must be careful to hire a responsible person for the installation. 4 1/17/86 /pm 1 1 1 1 Mr. Henning suggested the engineers note that once the contractor is selected, securing the type of certificate Montgomery suggested the City get should be pursued with water Resources. VOTE: Mayor Kravitz adjourned the meeting at 3:20 P.M. This public document was promulgated at a cost of $46.29 or $1.28 per copy to inform the general public and public officers and employees about recent opinions and considerations by the City Council of the City of Tamarac. 5 CITY OF TAAI APPROVED AT MEETING OF (�, City Clerk 1/17/86 /pm