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Home My WebLink About02/19/2013 11 Kissel Well Motor Contracts • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT I Item No. For Meeting of February 19, 2013 ITEM TITLE: Resolution ratifying the declaration of an emergency and authorizing the City Manager to execute all applicable contracts for the repair /refurbishment of the 300 horse power motor for the Kissel Well SUBMITTED BY: Debbie Cook, Director Utilities and Engineering David Brown, Water /Irrigation Manager CONTACT David Brown, Water /Irrigation Manager, 509 - 575 -6204 PERSON /TELEPHONE: SUMMARY EXPLANATION: • Staff respectfully requests City Council consideration of a resolution declaring an emergency condition and waiving the formal bid process in order to repair /refurbish the Kissel Well 300 horse power motor. The motor repair was estimated to be $18,918. After further evaluation the motor manufacture has determined the repair will be an additional $7,700 which makes the cost $26,618 just over the $25,000 limit provided for in the Charter. Resolution X Ordinance Other (specify) Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding 477 Water Improvement Fund Phone: Source: if APPROVED FOR SUBMITTAL: + City Manager STAFF RECOMMENDATION: Adopt a resolution declaring an emergency authorizing the City Manager to execute all • applicable contracts for the repair /refurbishment of the Kissel Well 300 horse power motor. BOARD/COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download Resolution Quote RESOLUTION NO. R -2013- A RESOLUTION ratifying the declaration of an emergency and authorizing the City Manager to execute all applicable contracts for the repair /refurbishment of the 300 horse power motor for the Kissel Well. WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 provide that the City Council may declare an emergency dispensing with the necessity for bidding for services, material, and equipment and supplies costing more than $25,000; and WHEREAS, the motor was damaged during a lighting storm; and WHEREAS, City of Yakima staff have pulled the motor and had the motor analyzed; and WHEREAS, the motor manufacture has determined the motor is repairable; and WHEREAS, the Kissel Well is part of the City's backup water source; and WHEREAS, the City's emergency backup source is compromised without the Kissel Well; and WHEREAS, the City Council finds that it is in the best interest of the City to declare an emergency and authorize the execution of all necessary documents to repair /refurbish the Kissel Well 300 horse power motor, now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: An emergency is hereby declared and the City Manager is hereby authorized to execute the purchase and all necessary documents to repair /refurbish the Kissel Well 300 horse power motor without calling for bids. ADOPTED BY THE CITY COUNCIL this 19 day of February 2013. ATTEST: Mica Cawley, Mayor City Clerk QUOTE 13- 270907 (AMENDED FROM QUOTE # 12 -101) Alstra Industries Specialist in the Sales, Serivice and Repair of Submersible Electric Motors. DATE: FEBRUARY 7, 2013 9229 South Hardy Drive EXPIRATION DATE: MARCH 7, 2013 Tempe AZ 85284 Phone: 480-496-6300 Fax 480 - 496 -0132 www.alstraindustries.com TO: Jeff Bond City of Yakima, WA SALESPERSON CUSTOMER CODE CUSTOMER PO # PROJECTED DELIVERY DATE Randy End User 4 - 5 weeks from PO QTY DESCRIPTION LIST PRICE YOUR COST Complete Remanufacture 14" BJ 300 HP submersible motor. Standard Steel 1A Construction, 300hp 460 volt three phase 60 hertz power $ $18,918.00 Standard 24 month warranty. With rewind (ORIGINAL QUOTE PRICE) 2A To convert to a "Typical BJ" bearing and rotor design. $ $7 700.00 Includes all items on 1B except #3 (This is an option in lieu of 1B FOB TEMPE AZ CONFIDENTIALITY NOTICE: This is a transmission from Alstra Industries INC and may contain information which is confidential and proprietary. If you are not the addressee, any disclosure, copying or distribution or use of the contents of this message is expressly prohibited. If you have SUBTOTAL $26,618.00 received this transmission in error, please destroy it and notify us immediately at 800 -782- 7855. Thank you for your business! Sign and date below to confirm order SALES TAX None Approved by: bate: Purchase order number if applicable: TOTAL $26,618.00 TERMS AND CONDITIONS Terms Net 30 days. 2% net 10 days TIR Fees: Fees for performing TIR's and incoming freight, (if Applicable) will be invoiced with the submission of the final TIR report and the quotation. All quotes and TIR aged 30 days will be invoiced $850.00. All quotes and invoices aged 60+ will not receive credit for TIR fees. Abandonment: Any motor left at Alstra Industries more than 180 days without a purchase order will be considered abandoned. The items will become the property of Alstra Industries at that time. No further notification will be required or sent. Invoice: The customer agrees to pay the amount set forth in the invoice, as per the terms stated above. Late charges will be assessed at the rate of 1% per month on the unpaid balance, which is not received within 30 days from the date of the invoice. Quote validity: 30 days, prices subject to change beyond this period. Terms of Shipment: All products will be shipped F.O.B. factory to the point of designated by the customer. Customer is responsible for all freight costs and any consequential shipping damage. Crating fees: Alstra may add charges for skidding or crating if not part of original quote. Common Carrier, Overseas or shipments to Alaska or Hawaii will always have a fee added for crating. Warranty: The customer accepts Alstra's standard warranty period and agrees that there are no other representations except for Alstra's published standard limited warranty. Ask your sales person for further information. Cancellation charges: Cancellation fees will be charged for all costs incurred prior to cancellation including any expedite fees, freight charges, and a 15% charge of total order amount, up to the full value of the order depending on stage of completion. Dispute Resolution: The customer agrees that all disputes will be governed by Arizona law and will be brought in either the Maricopa County Superior Court or in the U.S. District Court of Arizona. The prevailing party in any such dispute shall be entitled to recover its attorneys' fees. Assignment: Alstra Industries reserves the right to assign invoices to a third party for collection. Customer further agrees to pay all fees and or late charges associated with the collection of past due invoices. CONFIDENTIALITY NOTICE: This is a transmission from Alstra Industries INC and may contain information which is confidential and proprietary. If you are not the addressee, any disclosure, copying or distribution or use of the contents of this message is expressly prohibited. If you have received this transmission in error, please destroy it and notify us immediately at 800 - 782 -7855.