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HomeMy WebLinkAboutItem 06.cDate: 20 August 2010 Item No. APPROVAL OF A CONTRACT WITH QUALITY FLOW SYSTEMS, INC. FOR THE REHABILITATION OF LIFT STATION 4 Proposed Action Staff recommends adoption of the following motion: Move to approve a contract with Quality Flow Systems, Inc. for the rehabilitation of Lift Station 4. Passage of this motion enables the replacement of pumps and gate and check valves, as well as the repositioning of electrical and electronic components. Overview The rehabilitation of Lift Station 4 is part of a scheduled maintenance program to ensure the continued efficient operation of the sanitary sewer system. Lift stations pump sewage from a wet well to a gravity line that terminates at the wastewater treatment facility. Lift Station 4 is a wet well /dry well combination in which all of the pumps, electrical connectivity, and electronic components are located in the dry well. Rehabilitation of this type of station typically includes removing the electrical and electronic systems from the dry well and installing a new control panel above ground. This reduces the number of times staff must enter and work in a confined space and it eliminates damage to systems that can result from flooding caused by a faulty valve or deteriorating piping. Pumps need replacement because of their age and valves because of problems with their operation. The City solicited and received two proposals. Quality Flow Systems, Inc. was the lowest cost and provided components of equal quality. Staff recommends approval of this contract. Primary Issues to Consider • What is the impact of Lift Station 4? The station pumps sewage from a residential area on the north shore of Lake Marion. Failure of the station risks sewage backups in homes and potential sewage release into the lake. Supporting Information • The tabulation of proposals and contract are attached. Cristo J. Petree Opera s and Maintenance Director Financial Impact: $42,645.00 Related Documents (CIP, ERP, etc.): Notes: Budgeted: Yes Source: 7712.6295 Vendor Total Proposal Quality Flow Systems, Inc. $ 39,900.00 $ 62,080.54 Electric Pump VARIABLE FREQUENCY DRIVE INSTALLATION TABULATION OF PROPOSALS Note: Sales tax was not included in either proposal. AGREEMENT BETWEEN THE CITY OF LAKEVILLE AND QUALITY FLOW SYSTEMS, INC. THIS AGREEMENT made this 7 day of September, 2010, by and between the CITY OF LAKEVILLE, a Minnesota municipal corporation ( "City ") and QUALITY FLOW SYSTEMS, INC., 800 6th Street NW, New Prague, Minnesota 56071 ( "Contractor "). City and Contractor, in consideration of the mutual covenants set forth herein, agree as follows: 1. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents ", all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Agreement. B. Quality Flow Systems, Inc. Proposal — Lift Station 4 Remodel dated 28 June 2010 C. Control Panel Scope of Supply In the event of a conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts with Contract Document "A" having the first priority and Contract Document "C" having the last priority. 2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide the goods and services and perform the work in accordance with the Contract Documents. 3. OBLIGATIONS OF THE CITY. The City agrees to pay and the Contractor agrees to receive and accept payment in accordance with the prices provided for the unit or lump sum items as set forth to those in the accepted Contractor's proposal the aggregate of which prices, based on the provided estimates of quantities, is not to exceed $42,645.00 including sales tax. 4. PAYMENT PROCEDURES. A. Contractor shall submit monthly invoices and the City shall normally pay properly itemized the invoices within 35 days of receipt. B. Payments to Subcontractor. (1) Prompt Payment to Subcontractors. Pursuant to Minn. Stat. § 471.25, Subd. 4a, the Contractor must pay any subcontractor within ten (10) days of the Contractor's receipt of payment from the City for undisputed services provided by the subcontractor. The Contractor must pay interest of 11/2 percent per month or any part of a month to the subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. (2) Form IC -134 Required From General Contractor. Minn. Stat. § 290.92 requires that the City of Lakeville obtain a Withholding Affidavit for Contractors, Form IC -134, before making final payments to Contractors. This form needs to be submitted by the Contractor to the Minnesota Department of Revenue for approval. The form is used to receive certification from the state that the vendor has complied with the requirement to withhold and remit state withholding taxes for employee salaries paid. 5. CONTRACTOR'S REPRESENTATIONS. A. Contractor has examined and carefully studied the Contract Documents and other related data identified in the Contract Documents. B. Contractor has visited the Site and become familiar with and is satisfied as to the general, local, and Site conditions that may affect cost, progress, and performance of the Work. C. Contractor is familiar with and is satisfied as to all federal, state, and local laws and regulations that may affect cost, progress, and performance of the Work. D. Contractor has correlated the information known to Contractor, information and observations obtained from visits to the Site, reports and drawings identified in the Contract Documents, and all additional examinations, investigations, explorations, tests, studies, and data with the Contract Documents. E. Contractor has given City written notice of all conflicts, errors, ambiguities, or discrepancies that Contractor has discovered in the Contract Documents, and the contract approval thereof by City is acceptable to Contractor. F. The Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work. G. Subcontracts: (1) Unless otherwise specified in the Contract Documents, the Contractor shall, upon receipt of the executed Contract Documents, submit in writing to the City the names of the subcontractors proposed for the work. Subcontractors may not be changed except at the request or with the consent of the City. (2) The Contractor is responsible to the City for the acts and omissions of the Contractor's subcontractors, and of their direct and indirect employees, to the 2 (3) same extent as the Contractor is responsible for the acts and omissions of the Contractor's employees. The Contract Documents shall not be construed as creating any contractual relation between the City and any subcontractor. (4) The Contractor shall bind every subcontractor by the terms of the Contract Documents. 6. WORKER'S COMPENSATION. The Contractor shall obtain and maintain for the duration of this Agreement, statutory Worker's Compensation Insurance and Employer's Liability Insurance as required under the laws of the State of Minnesota. 7. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the Contract, with the City of Lakeville included as an additional name insured. The Contractor shall furnish the City a certificate of insurance satisfactory to the City evidencing the required coverage: Bodily Injury: Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Contractual Liability (identifying the contract): Bodily Injury: $2,000,000 each occurrence Property Damage: $2,000,000 each occurrence $2,000,000 aggregate products and completed operations $2,000,000 each occurrence $2,000,000 aggregate Personal Injury, with Employment Exclusion deleted: $2,000,000 aggregate Comprehensive Automobile Liability (owned, non - owned, hired): Bodily Injury: $2,000,000 each occurrence $2,000,000 each accident Property Damage: $2,000,000 each occurrence 8. WARRANTY. The Contractor guarantees that all new equipment warranties as specified within the bid shall be in full force and transferred to the City upon payment by the City. The Contractor shall be held responsible for any and all defects in workmanship, materials, and equipment which may develop in any part of the contracted service, and upon proper notification by the City shall immediately replace, without cost to the City, any such faulty part or parts and damage done by reason of the same in accordance with the bid specifications. 3 9. INDEMNITY. The Contractor agrees to indemnify and hold the City harmless from any claim made by third parties as a result of the services performed by it. In addition, the Contractor shall reimburse the City for any cost of reasonable attorney's fees it may incur as a result of any such claims. 10. MISCELLANEOUS. A. City and Contractor each binds itself, its partners, successors, assigns and legal representatives to the other party hereto, its partners, successors, assigns and legal representatives in respect to all covenants, agreements, and obligations contained in the Contract Documents. B. Any provision or part of the Contract Documents held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon City and Contractor, who agree that the Contract Documents shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provisions. C. Data Practices /Records. (1) All data created, collected, received, maintained or disseminated for any purpose in the course of this Contract is governed by the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any other applicable state statute, or any state rules adopted to implement the act, as well as federal regulations on data privacy. (2) All books, records, documents and accounting procedures and practices to the Contractor and its subcontractors, if any, relative to this Contract are subject to examination by the City. D. Software License. If the equipment provided by the Contractor pursuant to this Agreement contains software, including that which the manufacturer may have embedded into the hardware as an integral part of the equipment, the Contractor shall pay all software licensing fees. The Contractor shall also pay for all software updating fees for a period of one year following cutover. The Contractor shall have no obligation to pay for such fees thereafter. Nothing in the software license or licensing agreement shall obligate the City to pay any additional fees as a condition for continuing to use the software. E. Assignment. Neither party may assign, sublet, or transfer any interest or obligation in this Agreement without the prior written consent of the other party, and then only upon such terms and conditions as both parties may agree to and set forth in writing. F. Waiver. In the particular event that either party shall at any time or times waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of 4 any other or any succeeding breach of this Agreement by either party, whether of the same or any other covenant, condition or obligation. G. Governing Law /Venue. The laws of the State of Minnesota govern the interpretation of this Agreement. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Dakota County. H. Severability. If any provision, term or condition of this Agreement is found to be or become unenforceable or invalid, it shall not effect the remaining provisions, terms and conditions of this Agreement, unless such invalid or unenforceable provision, term or condition renders this Agreement impossible to perform. Such remaining terms and conditions of the Agreement shall continue in full force and effect and shall continue to operate as the parties' entire agreement. I. Entire Agreement. This Agreement represents the entire agreement of the parties and is a final, complete and all inclusive statement of the terms thereof, and supersedes and terminates any prior agreement(s), understandings or written or verbal representations made between the parties with respect thereto. J. Permits and Licenses; Rights -of -Way and Easements. The Contractor shall procure all permits and licenses, pay all charges and fees therefore, and give all notices necessary and incidental to the construction and completion of the Project. The City will obtain all necessary rights -of -way and easements. The Contractor shall not be entitled to any additional compensation for any construction delay resulting from the City's not timely obtaining rights -of -way or easements. K. If the work is delayed or the sequencing of work is altered because of the action or inaction of the City, the Contractor shall be allowed a time extension to complete the work but shall not be entitled to any other compensation. CITY OF LAKEVILLE CONTRACTOR: QUALITY FLOW SYSTEMS, INC. BY: BY: Its Mayor Its AND AND Its City Clerk Its 5 QUALITY FLOW SYSTEMS, INC. 800 6 Street NW Phone (952)758 -9445 New Prague, MN 56071 Fax (952)758 -9661 June 28, 2010 TO: Mr. Dana Bjork City of Lakeville SUBJECT: Lift Station #4 Remodel Dear Dana; Please find below our proposal to supply equipment and labor to upgrade lift station #4. Lift Station #4 Remodel: Pumps, Accessories, & Labor: Two (2) "Yeomans" Model 6260 4307 -1 -y, 5hp, ODP, 1750 rpm, 230/460/3, vertical flexible coupled solids handling pumps capable of pumping 250 gpm @ 30' TDH. One (1) All necessary piping, valves, and fittings to re -pipe the new pumps into the existing station. To include four (4) gate valves and two (2) check valves. One (1) All labor to remove the old equipment and install the new equipment. One (1) Bypass pumping as required One (1) J hook One (1) Freight to jobsite One (1) Start-up and training Total Delivered Selling Price - $22.000.00 (+ tax) (freight allowed to the jobsite) One (1) Nema 3R duplex stainless steel control panel to control the above pumps on 230/3 incoming service. To include the items detailed in the attached scope of supply. Five (5) Float switches with 60' of cable One (1) Submersible transducer with 60' of cable One (1) 40' of coaxial cable and connectors One (1) Float suspension kit One (1) Master electrician's services to include all electrical work as required One (1) Master updates to your SCADA system to incorporate this station into your SCADA system. One (1) Concrete pad between the lift station and utility pole for mounting of the control panel. One (1) Freight to jobsite One (1) Start-up and training Total Delivered Selling Price - $17.900.00 (+ tax) (freight allowed to the jobsite) If you have questions or wish for our proposal to be quoted different, please give me a call. Sincerely, Pa 7ha.La Pat Malay _ Item Qtv Descri . tion A. 1 Lift Station No. 4 Control Panel — Duplex Control Panel for operation on 240VAC, 3Phase, 4W ire, 60Hertz. incoming service. The equipment shall provide control for two (2) 5.0 H.P. submersible pumps in a pump -down mode of operation. The enclosure is NEMA 3R, freestanding on 18 "H skirted legs, 304 stainless steel with aluminum dead front inner door for operator related components and outer door padlocking three point latch kit. o Include: • 1 UL698A Serialized Label 1 Enclosure, NEMA 3R, 304 stainless steel A/R Enclosure, Dead -front inner door 1 Circuit Breaker, 240VAC, 3P,100AT, Main Power (Service Entrance Rated) 1 Circuit Breaker, 240VAC, 3P, 100AT, Emergency Power (Interlocked with Main) • 1 Emergency Receptacle with angle adapter 1 Lightning arrestor, 240VAC, 3Ph 2 Circuit Breaker, 240VAC, 3P, 30AT, Pumps 2 Motor Starter; combination; w- solid state OL 4 Circuit breaker, 120VAC, 1P, 15A, Conv Recept, Work light/blower, Dehumid, Sump 1 Receptacle, 120VAC, GFI, 15A, Convenience 1 Circuit breaker, 120VAC, 1 P, 10A, 10kAIC, Control Power 1 Condensation heater, 120VAC, 200W w /integral thermostat 3 Meter, 120VAC, 6- Digit, Non - Reset, Hours/Tenths, Pump Run Time 2 Selector Switch, NEMA 4X, 3- Position, Pump Hand -Off-Auto 2 Pilot Light, NEMA 4X, 120VAC, FV, LED, Green, Pump Running 4 Pilot Light, NEMA 4X, 120VAC, FV, LED, Red, Pump Failed (OT /SF) 2 Pump Protection Modules; Overtemp / Seal Fail 1 PLC; MicroLogix, w/ PanelView 300 Touch Screen 1 Uninterruptable Power Supply; Powerware 9130 1 Alarm Light, NEMA 4X, 120VAC, Strobe, Common Alarm 1 Intrinsic Safety Barrier; analog; primary level sensor 1 Float controller; back -up control; with IS circuit extensions 1 Mount & wire customer's existing radio & coaxial arrestor A/R Relay and/or timer logic, (as required) B. 1 Field Equipment To Include: 1 Submersible level transducer; 5 PSI; 60 ft cable (primary control) 5 Float Switch, Non - Mercury Suspended Type with 60' of cable 40ft Coaxial cable; LMR400 2 Coaxial cable connector; LMR400 / Type -N male C. Lot Master Updates, Start -up, and Field Integration To consist of the following: • UALITY CONTROL & INTEGRATION INC. P ne: 952 758 -9445 -- 'Control Panel Scope of Supply Fax 952) 758 -9661 �---- 800 6th Street NW • New Prague, MN 56071 Web: www.gc2i.com 2010 -06 -28 at 12:29:51 PM Page 1 of 2 I • UALITY CONTROL & INTEGRATION, INC. one: 9 ) 758 -9 5 410■1•■ 800 6 Street NW • New Prague, MN 56071 Web: www.gc2Lcom 2010 - 06 - 28 at 12:29:51 PM Fax: 952) 758 -9661 Item D. Lot Description • Master PLC updates, Start -up and Feld Integration of Proposed Equipment, etc. Standard Submittal Drawings and O &M Manuals To consist of the following: • Wiring diagrams, bills of material, equipment data sheets, etc. Clarifications: • Existing Radio and antenna will be re -used. QCI will mount & wire In our control cabinet. Page 2 of 2 Jul. 21. 2010 1U:53AM Electric Pump - MN No 2013 P, 1 ELECTRIC PUMP 2014 ° Avenue S.W. New Prague, MN 56071 Pb; 800.211.6432 (952)758.6600 Fax: 952-158-7773 Project: Lift Station # 4 rehab Location: Lakeville,MN To: Ken Sourer Fax# 952 -985 -2709 Electric Pump Is pleased to provide this proposal for upgrading the existing pumping equipment at the Lakeville LS #4 Lift Station. Please contact us for any necessary clarifications. Option #1: Option #2: Option #3: Dave Braun Revised Scope of Supply Qty (1) Lot Smith and Loveless wet end parts (for two pumps) Qty (1) Lot of Miscellaneous Materials and Labor INSTALLED PRICE $28,527.29 Qty (1) USEMCO panel (duplicate panel to Vioduct LS) Qty (1) Lot of Miscellaneous materials, RTU start -up and Labor INSTALLED PRICE $23,341.50 Qty (1) Lot of 6" Valves w /accessories Qty (1) Lot of Miscellaneous Materials and Labor INSTALLED PRICE $10,211.75 Note: City to provide man and vac truck. Permits and electrician would be an additional charge. Should you have any questions, please do not hesitate to contact us. Respectfully submitted: July 27, 2010 Grand Total: $62,080.54 Freight and Sales tax additional. An additional 5% discount if Electric Pump provider all three above options for this project.