1997-128 ORDINANCE NO q'7-/~/"~
AN ORDINANCE PROVIDING FOR THE EXPENDITURE OF FUNDS FOR EMERGENCY
PURCHASES OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES IN ACCORDANCE
WITH THE PROVISIONS OF STATE LAW EXEMPTING SUCH PURCHASES FROM
REQUIREMENTS OF COMPETITIVE BIDS, AND PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, state law and ordinance require that certmn contracts requiring an expenditure or
payment by the City in an mount exceeding $15,000 be by competitive bids, except in the case of
public calamity where ~t becomes necessary to act at once to approprmte money to reheve the
necesmy of the c~t~zens, or to preserve the property of the city, or ~t is necessary to protect the public
health or safety of the mtizens of the c~ty, or in case of unforeseen damage to public property,
machinery or eqmpment, and,
WHEREAS, the City Manager has recommended to the City Cotmcfl that it is necessary to
purchase goods or services due to the following emergency con&t~ons outlined ~n the memorandum
attached hereto as Exhibit "A", ~ncorporated herein by reference, NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECTION I That the C~ty Council hereby determines that there is a public calamity that makes
it necessary to act at once to appropriate money to relieve the necessity of the citizens, or to preserve
the property of the city, or to protect the public health of the mtizens of the city, or to provide for
unforeseen damage to pubhc property, machinery or eqmpment, and by reason thereof, the following
emergency purchases of materials, eqmpment, supplies or services, as described in the "Purchase
Orders" attached hereto, are hereby approved
PURCHASE
ORDER NUMBER VENDOR AMOUNT
74512 AMS PUMP & SUPPLY COMPANY $22,311.00
SECIIO/~H That because of such emergency, the City Manager or designated employee is
hereby authorized to purchase the matermls, eqmpment, supplies or services as described ~n the
attached Purchase Orders and to make payment therefore in the amounts therein stated, such
emergency purchases being m accordance with the provisions of state law exempting such purchases
by the City from the reqmmments of competitive bids
SECTION III That th~s ordinance shall become effective ~mmedlately upon ~ts passage and
approval
PASSED AND APPROVED th~s the _ (-~"~" dayof ~ ,1997
ATTEST
JE ~N~IFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
DATE MAY 6, 1997
CITY_COIL15IC_,IL REPORT
TO Mayor and Members of the City Council
FROM Kathy DuBose, Executive Director of Finance
SUBJECT PURCHASE ORDER # 74512 -- AMS PUMP & SUPPLY COMPANY
RECOMMENDATION: We recommend Purchase Order # 74512 to AMS Pump & Supply
Company be approved in the amount of $22,311 00
SUMMARY: This purchase order is for emergency repairs to the Lewisvllle Lake raw water pump
station unit # 1
Price quotations were solicited from the areas' three qualified firms and AMS Pump was the lowest
price with the best estimated completion date
A previous emergency purchase order #73327 was issued to AMS Pump to fabricate a new pump bowl
assembly Tlus purchase order #74512 is for labor and materials to pull the old pump unit, replace the
column shafts, oil tubes and bearings, and install the new bowl assembly
Due to the heavy dependency upon pump unit #1 to supply critical raw water to the Water Production
facility and the rapidly approaching high water usage period coupled with long lead times for repair
parts, this acquisition has been declared an emergency and exempt from the bid process (chapter 252
Texas Local Government Code)
PROGRAMS~,I)E~ART1MENT~ OR C'-ROIJPS~FIh'ECTE1): Denton Municipal Utilities, Water
Treatment Division
FISCAL IMPACT. Funds for the repair of raw water pump #1 will come from 1996-97 budget
funds for Mmntenance of Plant and Equipment Account Number 620-081-0460-8339
Attachments Purchase Order 74512
Quotation from AMS Pump & Supply Company
Memorandum from Tim Fisher, Water Production Manager
Respectfully submitted
Executive Director of Finance
Name Tom D Shaw, C P M
Title Purchasing Agent
868 AGENDA
3
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1997
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8949 DWlomacy Row * Dallas, Tsxas 75247
P O Box 560403 · Dallas, Texas
(214) 630-4141 · FAX (214)90S.0.503 · 800-,~6-4796
5
XIM,S Pump Co.
CITY OFDENTON, TEXAS Wat, rProductlonDlvtslon/1701 BSpt~nc~rRd/Denton, Tsxas 762058/817 383 7501/FaxSl7 383 7506
MEMORANDUM
TOl Tom Shaw
Purchasing Agent
FROMI Tim Fisher
Water Production Manager
DATEI April 22, 1997
SUBJECT~ ~U~T ~OR ~M~R~N~Y ~URE~A~ ORDER TO
AM~ PUM~ AND ~U~PLY CO. FOR R~PAIR~ TO
~AW WATER 9UM~ tl IN THE AMOUNT OF $22~111.00.
Denton's water supply system is dependent upon the functional
operation of the pumping equipment at the Lake Lewisville raw
water pump station. This facility has four large vertical
turbine pumps which must all be in operating condition to satisfy
peak su~uner water demands. Due to the unplanned mechanical
failure of Pump %1 and the long lead time for a new pump bowl
assembly to be fabricated, an emergency purchase request was
issued to AMS Pump (PO %73327 in the amount of $15,637.00) to
obtain the needed pump equipment in a timely manner. The current
request for an emergency purchase order is for the labor and
materials to pull the old pump unit, replace the column shafts,
oil tube, bearings, and install the new bowl assembly. Price
proposals were solicited from three qualified venders which the
City has had prior work experience with for pump repair work.
The proposals have been evaluated and I would recommend that the
purchase order be issued to AMS Pump and Supply as the lowest
priced proposal for the equivalent scope of work. The summary of
the proposals are listed below=
AMS Pump & Supply Co., Dallas, Tx. $22,311 00
Layne - Texas, Tyler, Tx. $23,284.00*
Smith Pump Co., Waco, Tx. $23,485.00
*Lane - Texas provided an alternative lower price proposal for
line shaft materials which did not meet the pump manufacturers
recommendation or the owners specifications.
7
April 22, 1997
Page 2
Ail of the proposals have been evaluated for consistency in scope
and the available time frame to complete the project. Based upon
this evaluation, I am recommending that the purchase order be
issued to AMS Pump & Supply Company. If we can proceed with this
request, the work should be completed
by the second week in June.
Thank you for your understanding and support.
Tim Fisher
Water Production Manager
attachments
cc: R.E. Nelson
Howard Martin
c:\files\tim\amsbid.wpd