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Home My WebLink AboutItem #09 Approval of High Service Pump #2 Replacement Forest Oaks Water Treatment Plant (WTP) ocoee florida AGENDA ITEM COVER SHEET Meeting Date: January 5, 2016 Item # Reviewed By: Contact Name: Charles K. Smith, P.E Department Director: Charles K. S Contact Number: 407-905-3159 City Manager: Robert Frank Subject: High Service Pump#2 Replacement Forest Oaks Water Treatment Plant (WTP) Background Summary: The City of Ocoee's water treatment plants utilize High Service Pumps (HSP) to pressurize water and pump it into the City's water distribution system. This system serves the residents' and businesses' drinking water and fire protection. On October 13th, 2015, during routine treatment plant checks, staff discovered that HSP #2 at the Forest Oaks WTP was not pumping water. After troubleshooting the pump's flow and pressure conditions, the pump was disassembled and staff found the rotating assembly completely worn out and inoperable. Forest Oaks HSP #2 was installed in 2005 along with other various pump and control equipment upgrades. Up until recently, It has worked continuously without signs of wear or reduced efficiency. Due to its age and condition, the pump needs to be replaced. Sanders Company is the "sole source" distributor for Fairbanks Morse pumps in the Southeast region of the US. The City has standardized Fairbanks Morse HSPs due to their reliability, and accessibility to parts and local repair service. Sanders has provided a Scope of Supply to replace HSP #2 in the amount of$15,941.00. Issue: Should the Mayor and Commission authorize the City Manager to approve purchase of a new Fairbanks Morse pump to replace Forest Oaks HSP #2 from Sanders & Company, Inc. in the amount of$15,941.00? Recommendations: Motion to authorize City Manager to approve purchase of a new Fairbanks Morse pump to replace Forest Oaks HSP #2 from Sanders & Company, Inc. in the amount of$15,941.00. Attachments: 1.) Quote for pump (supplied by Sanders Co.) 2.) Sole source letter from Manufacturer Financial Impact: Funds for the replacement of the Forest Oaks WTP HSP #2 in the amount $15,941.00 shall come from the Repair and Replacement Fund (410-533-00-6302). Type of Item: (please mark with an "x') Public Hearing For Clerk's Dept. Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion&Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. i0 N/A Reviewed by 0 N/A 2 Mayor Commissioners S.Scott Vandergrift John Grogan, District 1 Rosemary Wilsen, District 2 City Manager Rusty Johnson, District 3 Robert Frank Joel F. Keller, District 4 ocoee florida City of Ocoee • 150 North Lakeshore Drive • Ocoee, Florida 34761 Phone: (407) 905-3100• fax: (407) 905-3167 •www.ocoee.org CI SA N DE SANDE ' Th1 COMPANY,INC. 2816 Southeast Monroe Street Stuart, Florida 34997 772.220.2900 SCOPE OF SUPPLY Date: October 14, 2015 Project: HSP Serial# 1336996 replacement City of Ocoee: In accordance with the attached Terms and Conditions, Sanders Company is pleased to offer the following materials/services for the above referenced project. PRICE, DELIVERY AND TERMS OF OFFERING Prices submitted are for equipment/services specifically listed within this Scope of Supply which constitute our complete offering. Complete Pump Assembly Complete pump is designed to simply replace entire pump assembly. Options: 416SS wear ring, SS sleeve, Crain type 21 mesh seals, CL2 adder. It does NOT include base, motor, or coupling. Installation is included PRICE: $ 15,941.00 See Above PLUS TAX if applicable. FOB factory with freight allowed to jobsite, shipped via standard commercial carrier. DELIVERY: 18-20 weeks After complete and acceptable order is received in the Stuart offices of Sanders Company, Inc. TERMS OF PAYMENT Based on initial and continuing credit approval by Sanders Company, Inc., the following payment terms apply: Net 30 • NO HOLDBACK (RETAINAGE) provision is offered or allowed SCI form 575 Terms and Conditions, which is attached, is an integral part of this offering. Note payment via credit card on orders over $10,000 will incur a 3% adder. Thank you for the opportunity to offer this Scope of Supply. Please contact me with any questions and/or comments regarding this offering. Rom RGVIN6tte Sales Cell 321-229-7643 Stuart office 800-247-0880 Ron @Mrsewaae.com PAGE t OF 2 tab/ SANDERS COMPANY, INC. 2816 Southeast Monroe Street Stuart, Florida 34997 772.220.2900 TERMS AND CONDITIONS Sanders Company, Inc. 2816 SE Monroe St Stuart, Fl 34997 AN ORDER WILL CONSTITUTE A CONTRACT BETWEEN THE COMPANY AND THE BUYER WHEN ACCEPTED IN WRITING BY THE COMPANY AT ITS HOME OFFICE IN STUART FLORIDA. A CONTRACT RESULTING FROM THE ACCEPTANCE OF AN ORDER MAY BE CANCELED OR ALTERED BY THE BUYER ONLY IF AGREED TO IN WRITING BY THE COMPANY AT ITS HOME OFFICE SUBJECT TO PAYMENT OF REAONABLE CHARGES NECESSARY TO PROTECT THE COMPANY FROM LOSS. UNTIL ACCEPTED,AS PROVIDED HEREIN,AN ORDER SHALL CONSTITUTE AN OFFER TO PURCHASE. NEITHER THE ACCEPTANCE OF ANY DEPOSIT MADE WITH AN ORDER NOR THE CASHING OF ANY CHECK OR OTHER INSTRUMENT THEREFOR, NOR THE HOLDING OF SUCH DEPOSIT BY THECOMPANY SHALL BE DEEMED AN ACCEPTANCE OF AN ORDER, BUT IF THE ORDER IS NOT ACCEPTED, THE COMPANY WILL PROMPTLY REFUND SUCH DEPOSIT. THE COMPANY SHALL NOT BE LIABLE FOR ANY FAILURE TO MAKE DELIVERY OR OTHER DEFAULT BY REASON OF ANY OCCURRENCE OR CONTINGENCY BEYOND THE REASONABLE CONTROL OF THE COMPANY OR OF ANY OF ITS SOURCES OF SUPPLY. IN THE EVENT OF ANY SUCH OCCURRENCE OR CONTINGENCY THE COMPANY MAY EXTEND DELIVERY SCHEDULES OR MAY, AT ITS OPTION, CANCEL THE ORDER IN WHOLE OR IN PART WITHOUT LIABILITY OTHER THAN TO RETURN ANY DEPOSIT OR PRE-PAYMENT. SHOULD THE WHOLE ORDER BE CANCELED, THE BUYER WILL REIMBURSE THE COMPANY FOR ALL TAXES, EXPENSES AND SIMILAR CHARGES BASED UPON OR MEASURED BY THE PRODUCTION, STORAGE, SALE, TRANSPORTATION OR USE OF THE PRODUCTS DESCRIBED HEREIN.THE COMPANY SHALL NOT BE BOUND BY ANY TERMS, CONDITIONS, OR REPRESENTATIONS WHICH ARE NOT STATED HEREIN. THE COMPANY SHALL NOT BE OBLIGATED TO PERFORM HEREUNDER IF AT ANY TIME: BUYER'S CREDIT RATING BECOMES IMPAIRED. THE COMPANY SHALL RETAIN A SECURITY INTEREST IN THE PRODUCTS/SERVICES SUPPLIED HEREUNDER TO SECURE PERFORMACE OF BUYER'S OBLIGATIONS AND BUYER SHALL EXECUTE ALL FINANCING STATEMENTS AND OTHER INSTRUMENTS THAT THE COMPANY DEEMS NECESSARY TO PERFECT ITS SECURITY INTEREST. IF THE BUYER DEFAULTS IN ANY OF ITS OBLIGATIONS HEREUNDER OR IS UNABLE TO PAY ITS DEBTS AS THEY MATURE, THE COMPANY SHALL HAVE THE RIGHT TO REPOSSESS THE PRODUCTS WITH OR WITHOUT RESORT TO LEGAL PROCESS. ACCEPTANCE OF THIS SUBMISSION ACKNOWLEDGES THAT EQUIPMENT LISTED IS IN COMPLIANCE WITH THE PLANS AND SPECIFICATIONS OR IS ACCEPTED AS AN EQUAL TO THE PLANS AND SPECIFICATIONS. THE FOREGOING TERMS AND CONDITIONS WILL PREVAIL NOTWITHSTANDING ANY VARIANCE WITH THE TERMS AND CONDITIONS OF BUYER'S ORDER FOR THE PRODUCTS. PAGE 2 OF 2 ® Fairbanks Morse Pentair Pump Group Jim Miller, Regional Sales Manager 3925 North 1-10 Service Road Suite 109-Q Metairie, LA 70002 June 10, 2015 Phone 504/889-2125 Mobile 504/454-7869 Re: Sanders Company Inc. Sanders Company Inc. is the exclusive authorized Fairbanks Morse Pump Co. distributor for all counties east of the Apalachicola River. Their contract covers both new units and OEM repair parts for this region. Only companies such as Sanders Company Inc. that are under contract with Fairbanks Morse are authorized to sell our products, OEM parts, and services. Please contact Fairbanks Morse Pump Co. should you have any question. We thank you for your confidence in Fairbanks Morse Pump Co. products and look forward to serving your requirements in the future through Sanders Company Inc. Sincerely, Jaamea 4J1 James A. Miller Regional Sales Manager cc: Mr. David Sanders Sanders Company Stuart Florida.