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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: December 12, 2023 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Southwest Fluid Products, Inc., for the gravity thickener repair at the Pecan Creek Water Reclamation Plant for the Water Utilities Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8310 – awarded to Southwest Fluid Products, Inc., in the not-to-exceed amount of $245,000.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND The Pecan Creek Water Reclamation Plant (PCWRP) is over 60 years old and select equipment has reached the end of its useful life. The plant is currently undergoing an evaluation of equipment in a separate project. As a result, two gravity thickeners were identified early in the assessment as critical equipment in need of repair or replacement. The process of gravity thickening uses the natural tendency of higher-density solids to settle out of liquid to concentrate the solids. Gravity Thickeners consist of a circular tank with a cone- shaped bottom that is fitted with collectors and scrapers at the bottom. The sludge is then pumped out and removed to be utilized in the City’s Beneficial Reuse program. This contract is for the replacement of two gravity-thickener power units and mechanisms. The rehabilitation will improve the removal of solids in the treatment process and maintain reliability. Sludge removal is a critical process that is key to quality wastewater treatment for the community and to ensure safe effluent discharge into the sensitive receiving stream. Price $223,572.00 Contingency (approx 10%) 21,428.00 Total: $245,000.00 Request for Proposals was sent to 931 prospective suppliers, including 60 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. Two (2) proposals were received, references were checked, and proposals were evaluated based on published criteria including experience, key personnel, project approach/work plan, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, Southwest Fluid Products, Inc. was ranked the highest and determined to be the best value for the City. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com NIGP Code Used for Solicitation: 890, 910, and 913 Notifications sent for Solicitation sent in IonWave: 931 Number of Suppliers that viewed Solicitation in IonWave: 16 HUB-Historically Underutilized Business Invitations sent out: 88 SBE-Small Business Enterprise Invitations sent out: 327 Responses from Solicitation: 2 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On December 11, 2023, this item will be presented to the Public Utilities Board (PUB) for consideration. RECOMMENDATION Award a contract with Southwest Fluid Products, Inc., for the gravity thickener repair at the Pecan Creek Water Reclamation Plant for the Water Utilities Department, in a not-to-exceed amount of $245,000. SUSTAINABILITY MEASURES The replacement of the Gravity Thickener mechanisms provides reliability and redundancy in the sludge removal process. Efficient sludge removal is critical to producing effluent that meets regulatory standards. These regulations are required to ensure public health and safety as well as protect the sensitive receiving stream. PRINCIPAL PLACE OF BUSINESS Southwest Fluid Products, Inc. Weatherford, TX ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval with an estimated completion within 26-30 weeks FISCAL INFORMATION These services will be funded from Water Utilities account 640497545.1360.40100. Requisition #162012 has been entered into the Purchasing software system in the amount of $223,572. The budgeted amount for this item is $245,000. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: David Brown, 940-349-8480. Legal point of contact: Marcella Lunn at 940-349-8333.