09 Approve Res. awarding a bid for High Volume Trickling Filter MediaCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date: Originating Department: Presented By: Agenda Item No.:
April 15, 2008 Utilities Doug Harris, 9
Council Date: Interim Director of Utilities
April 28, 2008
RECOMMENDED MOTION:
Move to approve a resolution awarding a bid for High Volume Trickling Filter Media to Jaeger
Environmental of Selma, VA, in the amount of $72,864.00 and authorizing the City Manager to
negotiate and execute all necessary documents.
POLICY ISSUE(S~:
Bid Award
BACKGROUND:
Approximately 20,700 cubic feet of media in the Wastewater Treatment Plant Biotower
needs to be replaced, which constitutes the top two layers of media in this high volume
trickling filter.
The Biotower is designed to reduce approximately 35% of the Biochemical Oxygen
Demand, an indicator of the strength of the waste stream.
Replacement of this media was included in the 2007-2008 budget in the amount of
$90,000.00, account number 10-1002-86-99.
In addition to publishing a notice of RFP, bid packets were also directly mailed to three
vendors: Jaeger Environmental, Brentwood Industries, and Aquatic Eco-Systems.
Of the three we received bids from Jaeger Environmental in the amount of $72,864.00
and Brentwood Industries in the amount of $75, 658.50. Aquatic Eco-Systems did not
submit a bid.
Staff's recommendation is that the bid be awarded to Jaeger Environmental, as the lowest
and best responsible bidder.
BOARD~COMMISSION RECOMMENDATION:
EXHIBITS:
Resolution, Bid Tabulation Sheet, Bid Forms, Memorandum of Recommendation, Bid Specifications
ACTION: BUDGET INFO:
^ Financial Report ^ Minute Order Expense $72,864.00
^ Department Report ®Resolution Budgeted Amt. $90,000.00
^ Presentation ^ Ordinance Y7'D Actual $ 530.00
^ Public Hearing ^ Other Acct. Name Machinery Tools Equipment
Acct. Number 10-1002-86-99
FISCAL NOTES:
City of Paris , ~. Revised 2/04/08
~~
~1~..
REVIEWED AND APPROVED BY:
® Administration ®City Clerk ^ Community Development ^ EMS/IT ^ Finance ^ Fire
^ Municipal Court ®Legal ^ Library ^ Police ^ Eng./Public Works ®Utilities
City of Paris Revised 2/04/08
p~`3E
DRAFT
attorney\reswork\current\Award Bid -High Volume Trickling Filter Media 2008
February 21, 2008
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
AWARDING THE CONTRACT FOR THE PURCHASE OF HIGH VOLUME
TRICKLING FILTER MEDIA FROM JAEGER ENVIRONMENTAL, THE
LOWEST RESPONSIBLE BIDDER, IN THE AMOUNT OF $72,864.00, FOR
USE IN THE WASTE WATER TREATMENT PLANT BIOTOWER; MAKING
OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND
DECLARING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Paris did heretofore, on the 17th day of
September, 2007, in Ordinance No. 2007-029, authorize the advertisement for bids for the
purchase of High Volume Trickling Filter Media for use at the Waste Water Treatment
Plant; and,
WHEREAS, the lowest responsible bid received for such material was made by
Jaeger Environmental of Selma, Virginia in the amount of $72,864.00;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby
in all things approved.
Section 2. That the bid of Jaeger Environmental of Selma, Virginia for the
furnishing and delivery of High Volume Trickling Filter Media for use at the Waste Water
Treatment Plant Biotower, in the amount of $72,864.00, is hereby accepted and let
conditioned upon said vendor meeting all of the terms and specifications included in the
bid documents, attached hereto as Exhibit A.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 28th day of April, 2008.
Jesse James Freelen, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
.~ ~ ~~ .~ r
MEMORANDUM
City of Paris Utilities Department
Kevin Camith, City Manager
`~i10~~
Doug Harris, Interim Director of Utilities tj~ `
Subject: Bid Tabulations/WWT'P High Volume Trickling Filter Media
Date: April 10, 2008
Sealed bids were received on April 8, 2008 for the furnishing and delivery of high volume
trickling filter media for use at the Wastewater Treatment Plant in the Biotower.
Recommendation follows:
Bidder Bid price Total
Jaeger Environmental $3.52/f~ $72,864.00
This is a reflection of the low bid which meets the bid specifications.
Attached are the bid forms received from the vendors and a bid tabulation spreadsheet showing
all bidders, material description, price per cubic foot, quantity of material anticipated, and the
extended price.
c.c. Gene Anderson, Director of Finance
Kent McIIyar, City Attorney
Janice Ellis, City Clerk
RE~FIVED
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BID F012M
TO: MAYOR AND CITY COUNCIL
CITY OF PARIS
P. O. BOX 9037
PARIS, TEXAS 75461-903'
FROM: ~~~~~ !NO ~rtru~t (NAME OF BIDDER)
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RE: FURN[SHING AND DELIVERING HIGM VOLUME TRICKLING FILTER MEDIA
Pt.7RSl?ANT TO AND IN COMPLIANCE WITH YOUR BID SPi/CIF[CATIONS (EXCEPT AS NOTED
BELOW) FOR FURNISHING AND DELIVERING HIGH VOLUME TRICKLING FILTER MEDIA, WE B!D
THE FOLLOWING:
HIGIi VOLUME'TRICKLING FILTER MEDIA WILL HE FURNISHED AND DELIVERED FOR'flEti PRICE
OF:
S~ ~ ~ 7 _ PER CUBIC FOOT r n /: 7`~ P ~,4 v tr
'j ~ , ~ ~ /~ E72 G 4 e'!G Fo o T RO f2 Low ER. C A 7 E7'2,
_..... ,
DESCRIBE. ANY DEVIATION FROM'fHE BID SPECIFIC~fiIONS:
jYJiN/rJ/vrt+ dRDe?2, Q~tilNTilj~ /S .~.?oo L'u/„~'/C ~ooT,
BY: ~Oa~~~~+~._.._._ .............. __.._.~__ TiTLF: y./~c~+~n. w~nicr-....~ .~rrr-~-«+a~2,
TYPE OR PRIN'i" NAME: ~41~ le1Q/ G NT"E~
DATE: ~ ? DA:Y OF _ ~ _,, 2008.
INSTRUCTIONS "f0 BIDDER:
PLACE COMPLETED "BID FORM" IN A SEALED ENV[LOAF. CLEARLY MARK ON THE OUTSIDE OF
THE ENVELOPE "SEALED BID: I#Cf,H VOLUME TRICKLING FILTER MEDIA" AND RETURN TO:
THE OFFICE OF THE CITY MANAGER, CITY OF PARIS, P.U. BOX. 903?, PARIS, TEXAS 75461-9037 OR
I35 I" SE, PARIS, TEXAS 75461, NO LATER THAN 3:00 PM ON TUESDAY, APRIL 8, 2008 AT WHICH
T1MF THE BIDS W[LL BE PUBLICLY OPENED AND TABULATED FOR PRESENTATION TO THE CITY
COUNCIL AT THE MONDAY, APRIL 28, 2008 MEETING.
RECEivE~
APB t) ~ 20AE
CITY MANAGER
PARIS, TEXAS
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BID FARM
TO: MAYOR AND CITY COUNCIL
CITY OF PA~RI S
P, O. BOX 9037
PARIS, TEXAS 75461-4037
FROM: ~k~~ ~E~.wE aoNM~"~•~t,L.____,_(NAME pF BIDI3
~CU. $o1r 789 (ADDRESS)
Ert w4oR ~S ~+?l3'f2 (ADDRESS)
•~-v Christopher HBH,{i61'1
.J 3 Qg e r ~ a Engirsearng
ECIVtt`f)CItl1etlta~ Manafler
[~ksion of ,!eager Products. lnc.
Subsic%ery of PMG Gbbat, Hic.
~ ~ zt Richnwr+d street
SeNna, VA 24d7d
Phone: 544.982-8428
Fax: 54f1-862427
CeN: 54Q-SZ4.3281
Email: cherdenOjaegarcmn
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8CX?~~Q - 972¢ ~ ~ ~. _,_ (TELEPHONE NUMBER)
RE: FURNTBIT[NG AND T3~:LTVERING NIGH VOLUME TRICKLING FILTER ~iEDTA
PURSUANT TD AND IN COMPLIANCE WITH YOUR BID SPECIFICATIONS (EXCEPT AS NO'T'ED
BELOW) FOR FURNISHING AND DELIVERING HIGH VOLUME TRICKLING FILTER MEDIA, WE BID
THE FOLLOWING:
HIGH VOLUME TRIC[CLTNG FILTER MEDIA WILL BE FURNISHED AND DELIVERED FOR THE PRICE
pF:
$~ PER CUT3TC FOOT ~- latR~ ~ "Uoi~A~ts ~.NCs J~'~`t fT'"'~ Two Ct~rrrS
(~E-k C JQ et. trDGT~
I)FSCRIBE: ANY UlaVIATtpN FRp;-1 THF. BID 4I'ECIFICATI(7N5:
fr . _ ~__ -- ____-
BY:. ~ ` 'i'°~v._ ,~.1._„_ _ TITLE: ~fil~"1dAEltH~~ l ~.t•
TYPE OR PRINT NAME: L ~,rt~JS'T4eoNEr! _ /7A~f4EN
DATE:~~ DAY OF __,_,~_A2~~~.._, . , 2008.
INSTRUCTIONS TO BI~,)T)ER:
PLACE COMPLETED "BID FARM" 1N A SEALED ENVELOPE. CLEARLY MARK. ON THE OUTSIDE OF
THE ENVELOPE "SEALI~b t3TA: RICH VQLUME TRICKLING FILTER MEDIA" AND RETURN TO:
THE OFFICE pF THE CITY MANAGER, CITY OF PARIS, P;p. BOX 9037, PARIS, TEXAS 75461-4037 OR
I35 I" SE, PARIS, TEXAS 75461, NO LATER THAN 3:Ui1 PM QN TUESI3AY, APRIL 8, 21}0$ AT WHICH
TIME THE BIDS WILL BE PUBLICLY OPENED AND TABULATED FOR PRESENTATION TO THE CITY
COUNCIL AT THE MC?NDAY, APRIL 2$, 2008 METING.
fi~~~ Y G
.APR ~ ~ 700
crrsr uANac
PARIS, TEXAS
0041
CITY OF PARIS
UTILITIES DEPARTMENT
BID SPECIFICATIONS
FOR FURNISHING HIGH VOLUME TRICKLING FILTER MEDIA
REQUIREMENTS
IT IS ESTIMATED THAT 20,700FT3 OF MEDIA WILL BE REQUIRED FOR THE TOP TWO
(2) LAYERS OF THE EIGHTY (80) FOOT DIAMETER WASTEWATER TREATMENT PLANT HIGH
VOLUME TRICKLING FILTER.
ESTIMATES ARE GIVEN AS SHOWN ABOVE. QUANTITIES MAY BE INCREASED OR
DECREASED TO MEET THE REQUIREMENT OF THE OPERATIONS OF THE PLANT. A
MINIMUM IS NOT GUARANTEED.
A PURCHASE ORDER WILL BE AWARDED TO THE SUCCESSFUL BIDDER AS A
RESULT OF THIS INVITATION TO BID.
THE BIDDER MAY CANCEL THE CONTRACT AT THE CONCLUSION OF THE PERIOD
SHOWN BY GIVING 60 DAYS PRIOR NOTICE IN WRITING.
SPECIFICATIONS
THE MEDIA DELIVERED SHALL CONFORM TO ANSI/ASTMD1784-78:12454C
STANDARDS.
ANALYSIS OF PRODUCT DELIVERED SHALL BE FURNISHED BY BIDDER WHEN
REQUESTED TO DO SO BY THE CITY OF PARIS.
A STATEMENT AS TO THE ORIGIN OF THE SUPPLIED PRODUCT SHALL BE
FURNISHED BY BIDDER WHEN REQUESTED TO DO SO BY THE CITY OF PARIS.
MEDIA MUST BE SPECIFIC IN DESIGN FOR USE IN A MUNICIPAL/INDUSTRIAL
WASTEWATER HIGH VOLUME TRICKLING FILTER WITH VERTICAL FLOW CONTAINING
HIGH B.O.D. LOADING.
MEDIA MODULES IN THE TOP LAYER SHALL HAVE A MINIMUM LOAD BEARING
CAPACITY OF 1,000 POUNDS PER SQUARE FOOT.
MEDIA MODULES IN THE SECOND LAYER SHALL HAVE A MINIMUM LOAD
BEARING CAPACITY OF 400 POUNDS PER SQUARE FOOT.
MEDIA SHALL BE MODULAR IN DESIGN AND CONSTRUCTED FROM RIGID PVC
MATERIAL, CAPABLE OF WITHSTANDING A MINIMUM LOAD OF 35 POUNDS PER SQUARE
FOOT PER FOOT OF MEDIA DEPTH WITH A MAXIMUM ALLOWABLE DEFLECTION OF 2%.
MEDIA SHALL BE RESISTANT TO DEGRADATION FROM ULTRAVIOLET RADIATION,
CONTACT WITH WASTEWATER MICROORGANISMS, INORGANIC ACIDS AND/OR ALKALIS,
ORGANIC SOLVENTS, OR COMPOUNDS TYPICALLY FOUND IN WASTEWATER.
MEDIA MODULES SHALL HAVE A MINIMUM SPECIFIC SURFACE AREA OF 30
SQUARE FEET PER CUBIC FOOT WITH VOLUME VOID RATIOS OF AT LEAST 95% FOR THE
UNIFORM DISTRIBUTION OF WASTEWATER AND A[R.
~~i~
DELIVERIES
DELIVERIES WILL BE MADE TO THE WASTEWATER TREATMENT PLANT.
DELIVERIES ARE TO BE MADE IN ONE-DELIVERY. THE CITY OF PARIS WILL MAKE
EVERY EFFORT TO ACCEPT DELIVERIES IN TRUCK LOAD LOTS. LOTS MAY BE SPLIT IN A
TWO DAY PERIOD AS NECESSARY.
DELIVERY TRUCK MUST BE CAPABLE OF WAITING FOR OFFLOAD AND THE MEDIA
MUST BE PALLETIZED.
ROUTINE DELIVERIES MUST BE MADE WITHIN THE HOURS OF 7:30AM TO 2:30PM,
MONDAY THROUGH FRIDAY. DELIVERY MUST BE MADE WITHIN SIXTY (60) DAYS
FOLLOWING A CONFIRMED REQUEST FOR EACH DELIVERY.
BASIS OF AWARD
IT IS THE INTENTION OF THE CITY OF PARIS TO AWARD THIS CONTRACT ON THE
BASIS OF LOWEST DELIVERED PRICE THAT MEETS THE SPECIFICATIONS. HOWEVER, THE
CITY OF PARIS RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, TO WAIVE ANY
INFORMALITY IN BIDDING AND TO AWARD THE BID AS MAY BE ADVANTAGEOUS TO THE
CITY OF PARIS.
PRICE/PAYMENT
PRICE IS TO BE DELIVERED PRICE, EXCLUSIVE OF ANY APPLICABLE TAXES.
BIDDER IS HEREBY NOTIFIED THAT THE CITY IS EXEMPT FROM STATE AND LOCAL SALES
TAXES. OUR TAX EXEMPTION NUMBER IS 1-75-6000635. A CERTIFICATE WILL BE
FURNISHED UPON REQUEST.
PAYMENT WILL BE MADE WITHIN THIRTY (30) DAYS AFTER RECEIPT AND
ACCEPTANCE OF THE MEDIA. THERE SHALL BE NO PRICE INCREASES FOR ANY REASON
DURING THE CONTRACT PERIOD.
QUALIFICATIONS OF BIDDERS
BIDS WILL BE CONSIDERED ONLY FROM MANUFACTURERS OR THEIR
AUTHORIZED DISTRIBUTORS. THE AUTHORIZED DISTRIBUTORS MUST MAINTAIN A
SUBSTANTIAL STOCK OF THE MEDIA BID UPON AND MUST ACTIVELY ENGAGE IN THE
SALE OF THE MEDIA. SUCH STOCK AND FACILITIES MAY BE EXAMINED BY A
REPRESENTATIVE OF THE CITY OF PARIS AT ANY TIME EITHER BEFORE AWARD IS MADE
OR DURING THE LIFE OF THE CONTRACT.
UPON REQUEST, BIDDER WILL FURNISH TO THE CITY OF PARIS, THE NAMES OF
THREE CITIES TO WHOM THE PRODUCT BID IS PRESENTLY BEING FURNISHED.
(l~)4:'