HomeMy WebLinkAbout08/20/2024 09.A. Resolution ratifying the declaration of an emergency, declaring an emergency existed, and authorizing repairs to Kissel Well by Schneider Water Services i4
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 9.A.
For Meeting of: August 20, 2024
ITEM TITLE: Resolution ratifying the declaration of an emergency, declaring an
emergency existed, and authorizing repairs to Kissel Well by
Schneider Water Services
SUBMITTED BY: Scott Schafer, Director of Public Works
*Mike Shane, Water/Irrigation Manager
SUMMARY EXPLANATION:
The City of Yakima (City) operates a domestic groundwater well located at Kissel Park (South 32nd
Avenue and West Mead Avenue). After a power outage on June 25, 2024, attempts to restart the well
failed. Testing of the conductor and motor, which is 300-feet below the ground surface, determined that
there was a short somewhere within the electrical system. Removal of the motor was required to
determine the exact location of the short.
The pump, motor, and pump column were all removed on July 1st and 2nd, 2024 by Schneider Water
Services. Testing of the motor and conductor found that the motor had a short to ground and is no longer
operable. The conductor cable is in good condition and will be reusable.
After several quotes to determine the options for the motor replacement, it was determined that the best
course of action is to purchase a new standard construction, water filled, 300 hp submersible motor, to
be installed by Schneider Water Services.
An emergency was declared by the City Manager on July 29, 2024 and subsequently a purchase
requisition in the amount of$134,981.87 for the purchase and installation of the new motor, along with
the existing pump, pump column and conductor by Schneider Water Services. Since the purchase
amount exceeded $50,000, this results in the need to seek ratification by City Council via resolution, in
accordance with City of Yakima Administrative Code ADM 3-500 City Procurement Manual requiring
approval by City Council for the emergency costs.
This was deemed as an emgergency repair since the Kissel Park well is a critical part of the City's
domestic water supply and without it in operation, it puts the City in jeopardy of not being able to meet
the City's water demand during the summer months. This is especially true with this year's surface water
prorationing restriction at 51% of normal. It is vital that we get this motor up and running as soon as
possible.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY 24-25: A Safe and Healthy Yakima
RECOMMENDATION: Adopt Resolution
137
ATTACHMENTS:
Resolution _Kissel_Well_Emergency_Declaration_Schneider_Water.docx
Kissel_Well_EmergencyPurchaseJustificationForm_APPROVED.pdf
PO_24-3202_KisselParkWellPumpMotor_SchneiderEquip_WTP.pdf
138
RESOLUTION NO. R-2024-
A RESOLUTION ratifying the declaration of an emergency, declaring an emergency existed,
and authorizing repairs to Kissel Well by Schneider Water Services
WHEREAS, the City of Yakima owns, operates and maintains the domestic water supply
and storage systems, including a groundwater well site located at Kissel Park(South 32nd Avenue
and West Mead Avenue) in accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City of Yakima Water/Irrigation Division experienced a failure of the 300
hp motor assembly at the Kissel Park Well site on June 25, 2024; and
WHEREAS, the City of Yakima Water/Irrigation Division determined motor assembly to
be damaged and in need of replacement; and
WHEREAS, an emergency was declared by the City Manager on July 29, 2024 with
Emergency Justification 2410E to allow for the purchase and installation of a new motor; and
WHEREAS, the City Manager has signed a purchase requisition in the amount of
$134,981.87 for the purchase and installation of the new motor by Schneider Water Services; and
WHEREAS, the purchase order amount exceeds $50,000, resulting in the need to seek
ratification by City Council via resolution, in accordance with City of Yakima Administrative Code
ADM 3-500 City Procurement Manual which requires approval by City Council for emergency
cost; and
WHEREAS, the City Council deems it to be in the best interest of the City and its residents
to ratify the City Manager's declaration of an emergency, and authorize the purchase and
installation of the new motor by Schneider Water Services, attached hereto and incorporated
herein by this reference; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The emergency, as declared on July 29, 2024 by the City Manager, is hereby ratified,
the City Council resolves that there was an emergency, and the purchase and installation of the
new motor by Schneider Water Services as approved by the City Manager is hereby ratified and
approved.
ADOPTED BY THE CITY COUNCIL this 20th day of August, 2024.
ATTEST: Patricia Byers, Mayor
Rosalinda Ibarra, City Clerk
139
#
City of Yakima 2410E
Emergency Purchase Justification
Requestor Name: Your Department/Division:
Jeff Bond Public Works - Water/Irrigation (WTP)
Requestor Phone: Requisition(PR)Number:
509-575-6177 PR64098
Cost Estimated(Incl.TAX): Funding Source Account No.:
$ 134.981.87 AC2825/6534
Requested Vendor: Is Budget Amendment Required:
Schneider Water Services Yes
Vendor's Address: Vendor E-Mail :
21881 River Rd. NE, St. Paul, OR 97137 pat@schneiderwater.com
Vendor Contact Name: Vendor Phone:
Patrick Schneider 503-633-2666
1. What is the emergency situation? Describe damages or loss of property or essential services that are/may be a result
of this emergency. (Attach extra sheet if necessary.)
Short to ground in the 300hp motor that was 300 feet in the ground. See attached
2. What labor and/or materials are required? Attach a copy of your quote or estimate.
New motor, repaired pump and labor to replace equipment. See attached
3. Did vendor quote prevailing wages. if applicable (e.g. repairs, construction. maintenance)? Yes l_J No 0
4. Was vendor informed of the Intent and Affidavit filing requirements with L&I? Yes O No O
5. Does vendor have a current certificate of insurance on file with the City? Check ICE:
http://cityice/purchasing/contractor-list/ Yes O No O
6. Are federal funds being used? If federal funds are being used, a SAM check must be completed before work begins
and a cost price analysis must be done at earliest opportunity and a copy sent to Purchasing (see City Purchasing
Manual for form).
Yes No®
STATEMENT OF NEED:
My division's recommendation for an emergency purchase order and waiver of the quote or bid requirements is based upon an objective review of
the emergency situation and appears to be in the best interest of the City.
t understand that if this purchase is over $49.999. or if any change orders to this purchase increase the amount to$50.000 or over, that our
division must initiate and prepare necessary information(Resolution)to advise City Council that there has been an emergency situation requiring
immediate action.
Mike Shane =°2',7:::,7 . 7/22/2024
1.
Signature of Division Manager Date
2
Scott Schafer°� '� o° nsm. 7/22/24
Signature of Department Head Date
3.
Knotts, Susan 2.,0'.=27.7 a r-0 7/24/2024
Recommendation of Approval by Purchasing Manager Date
a.
Rosylen Oglesby °:""�z.° `;71.4;2,(IMP 7/24/2024
App y Director of rice and Budget Date
5. ( 1 "
Approval by City Date
Please complete entire form and forward to Purchasing.
Purchasing will forward to the Finance Director and City Manager for final approval.
02.'2023 Clear Form
140
Emergency Purchase Justification 2408E (Approved 6/28/24)
A power outage at Kissel well on the afternoon of 6/25/24 led us to try to restart the well. When we
tried to restart the well the main breaker at the well tripped out multiple times after multiple start
attempts.
We called Lakeshore Electric in to test the Soft Start, Wire (conductor) and potentially the motor. It was
found that the conductor has a short to ground. The main issue with this is that that conductor is 300
feet below ground surface and is connected to a 300 hp motor/pump 300 feet below ground. It cannot
be determined which is shorted to ground,the motor or the wire, until we pull this as soon as possible.
Due to this being a drought year, it was imperative that this work be done asap.
The initial work on pump, motor, and pump column removal was started on July 1, 2024 and completed
on July 2, 2024. The pump, motor, and cable were all taken back to the Schneider Water Services shop
for testing. It was found that the motor has a short to ground and it no longer operable.The cable is
reusable and the pump can be rebuilt for reuse.
Emergency Purchase Justification 2410E - Current Request
Schneider Water Services-After several quotes in regard to our options for motor replacement or
rebuilding, we have determined that the best course of action will be to purchase a standard
construction-water filled 300 hp submersible motor(quote is attached) and have it installed by
Schneider Water Services as soon as the motor can be on site.
Lake Shore Electric, Inc. -The quoted work required is for connection of the conductor from the new
motor install to the existing soft start. It is our understanding (due to extensive troubleshooting by
Lake Shore Electric, Inc.) that the existing soft start is in working order and an electrician is just needed
for control and connection work. However, if after making the connection it is determined that the
existing soft start does not work properly, Lake Shore Electric, Inc. has provided a quote for installation
of a new soft start, as well as a quote for replacement of the soft start with a variable frequency drive
(VFD). Additional approvals will be required for the selected option if needed.
If there are any questions, please let me know at your convenience.
141
WELL DRILLING SINCE 1945
PUMPS•CONTROLS 4444 OR CCB No.39265
SALES 8 SERVICE WA SCHNEEI940R8
SAINT PAUL.OR SC H N E I D E R RIICHLAND.WA
(503)633-2666 ( 09)943-0331
WATER SERVICES
21881 River Road NE • St. Paul,OR 97137
schneiderwater.com
ESTIMATE TO: City of Yakima DATE: 716/2024
PROJECT: Kissel Park Well Pump Emergency EST BY: Patrick Schneider,VP
PHONE: 503-633-2666
SITE ADDRESS: 3000 W Mead Ave EMAIL: pat@schneiderwater.com
Yakima. WA 98902
Item Description Est Qty Units Unit$ Amount
1 Mobilization 1 EA S 3.750.00 $ 3,750.00
2 Crew. Pump Truck.Crane- Install Pump 24 HH S 1 125.00 $ 27,000.00
Pump Repairs:
'Includes machinist labor and shop labor for cleaning&
assembly.
'New wear rings in bowl casting and true impeller skirts.
'New bowl bearings.
3 'New bowl shaft. 1 LS $ 12,300.00 $ 12,300.00
4 Submersible Splice 1 S 850.00 $ 85C.00
New 14"water filled submersible motor:
14"Sunstar 300HP 460V 3PH
Standard Construction
Standard NEMA motor connection requires different shaft
5 coupling.New coupling included in price. 1 EA $ 80,737.00 $ 80.737.00
Subtotal $ 124,637.00
Sales Tax: 8 30 $ 10,344.87
Total Estimate Price $ 134,981.87
Notes:
• WA Prevailing Wage Included.
• Column pipe,discharge head.submersible cable. probe tube to be reused.
" 5. 6 week lead time for new standard construction 300HP water filled motor. Motor in stock,but shaft coupling built to order.
" Oil filled motor is significantly higher cost than water filled and longer lead time.This is why the water filled is quoted over the oil filled motor.
142
Page 1 of 3
•
(73
Purchase Order # 24 3202
City of Yakima
129 North 2nd Street
Yakima,WA 98901
Email address:purch@yakimawa.gov PURCHASE ORDER NUMBER MUST APPEAR ON ALL PACKAGES,
Vendor ID: 13392 Vendor Email: PACKING SLIPS,INVOICES AND CORRESPONDENCE
PO Date: 07/29/2024
Required Date: 07/29/2024
Schneider Water Services Ship To: City of Yakima
21881 River Road NE Water Treatment Plant
St. Paul OR 97137 6390 Highway 12
Naches WA 98908
FOB:
Terms:
Special Instructions:
Subject: KISSEL WELL NEW PUMP MOTOR, REPAIR, INSTALLATION-EPO 2410E Attention:
Line Qty Unit Description Unit Price Tax Total
1 1 JB Our Part Number: $124,637.00 8.30% $124,637.00
KISSEL WELL EMERGENCY PROJECT(NEW MOTOR, PUMP REPAIR,
ETC)
THIS IS ON EMERGENCY PURCHASE JUSTIFICATION 2410E
Non-Taxable Subtotal $ 0.00
Taxable Subtotal $ 124,637.00
Taxes $ 10,344.87
Total $ 134,981.87
Purchasing Department Contact: Susan Knotts
Acceptance of this constitutes an agreement to make delivery "iugQnl
Susan Knotts,` uyer II
within specified time. Do not substitute unless authorized. (509)575-6095
authorized on behalf of City of Yakima
Page 2 of 3
City of Yakima
Purchase Order(PO)Terms and Conditions
1. CHANGES:No alteration in any of the terms,conditions,delivery,price,quality,quantities,or specifications of this order will be effective without written
consent of the City.
2. ADD-ON:By mutual agreement,the quantity of items purchased maybe increased within 12 months of the date of award,provided the original purchase price,
terms,conditions,and specifications remain the same.
3. HANDLING:No charges will be allowed for handling which includes,but is not limited to,packing wrapping,bags,containers,or reels,unless otherwise
stated herein.
4. DELIVERY:For any exception to the delivery date as specified on this order,Vendor shall give prior notification and obtain written approval thereto from the
City. With respect to delivery under this order,time is of the essence,and the order is subject to termination for failure to deliver as specified. The acceptance
by the Purchaser of late performance with or without objection or reservation shall not waive this right to claim damage for such breach nor constitute a waiver
of the requirement for the timely performance of any obligation remaining to be performed by Vendor.
5. MSDS:Material Safety Data Sheets to be included with shipments of any material requiring this documentation,per OSHA and WSHA regulations.
6. PAYMENT TERMS:Unless otherwise negotiated,the terms of payment shall be net 30 days from receipt of a proper invoice. PO numbers must be noted on
all invoices.
7. COMPLIANCE WITH APPLICABLE LAWS:Vendor shall comply with all applicable federal,state,local laws and regulations. Purchases that are funded
by the Federal Transit Authority shall be in accordance with the Third Party Contracting Guidance found in FTA Circular 4220.1F,which is available at
https://www.transit.dot.gov/regulations-and-guidance/fta-circulars/third-party-contracting-guidance
8. LICENSES:If applicable,successful vendor shall have a valid and current business license per Chapter 5.02 Section 5.02.010 of the Yakima Municipal Code
covering this type of business and shall satisfy all applicable City Code provisions. Said license shall be obtained prior to the award of any PO/contract.
Inquiries as to fees,etc.,should be made to the Office of Code Administration,telephone(509)575-6121.
9. PAYMENTS AND ASSIGNMENTS:Invoices will not be processed for payment until items invoiced are received. All payments to Vendor shall be remitted
by mail,unless other arrangements have previously been made. Furthermore,the provisions of monies due under this contract shall only be assignable with
prior written consent of the City.
10. SHIPPING INSTRUCTIONS:Unless otherwise specified,all goods are to be shipped prepaid,FOB Destination. Where shipping addresses indicate room
numbers and/or inside delivery,it will be up to the Vendor to make delivery to that location at no additional charge. Where specific authorization is granted to
ship goods to FOB shipping point,Vendor agrees to prepay all shipping charges and route as instructed. It is also agreed that the Purchaser reserves the right
to refuse COD shipments.
11. REJECTION:All goods or materials purchased herein are subject to approval by the Purchaser. Any rejection of goods or materials resulting because of
nonconformity to the terms and specifications of this order,whether held by the Purchaser or returned will be at Vendor's risk and expense.
12. IDENTIFICATION:All invoices,packing lists,packages,shipping notices,and other written documents affecting this order shall contain the applicable PO
number. Packing lists shall be enclosed in each and every box or package shipped pursuant to this order,indicating the contents therein.
13. INFRINGEMENTS:Vendor agrees to protect and save harmless,the Purchaser against all claims,suits,or proceedings for patent,trademark,copyright,or
franchise infringement arising from the purchases,installation,or use of goods and materials ordered and to assume all expenses and damages arising from such
claims,suits,or proceedings,
14. WARRANTIES:Vendor represents and warrants that the goods are new,current,and fully warranted by the manufacturer. Delivered goods will comply with
specifications and be free from defects in labor,material and manufacture. All UCC implied and expressed warranties are incorporated in this PO. Vendor
shall transfer all warranties to the City.
15. CASH DISCOUNT:In the event that the Purchaser is entitled to a cash discount,the period of computations will commence on the date of delivery or receipt
of a correctly completed invoice,whichever is later. If an adjustment in payment is necessary due to damage,the cash discount period shall commence on the
date final approval for payment is authorized. If a discount is made part of the contract but the invoice does not reflect the existence of a cash discount,Purchaser
is entitled to a cash discount with the period commencing on the date it is determined by Purchaser that a cash discount applies.
16. TAXES:Unless otherwise indicated,the Purchaser agrees to pay all State of Washington sales or use tax. No charge by Vendor shall be made for Federal
excise taxes,and the Purchaser agrees to furnish Vendor,upon acceptance of articles supplies under this order,with an exemption certificate.
17. LIENS,CLAIMS,AND ENCUMBRANCES:Vendor warrants and represents that all the goods and materials ordered herein are free and clear of all liens,
claims,or encumbrances of any kind.
18. RISK OF LOSS:Regardless of FOB Point,Vendor agrees to bear all risks of loss,injury,or destruction of goods and materials ordered herein which occur
prior to delivery. Such loss,injury,or destruction shall not release Vendor from any obligation hereunder.
19. HOLD HARMLESS:Vendor shall indemnify,defend and hold harmless the City and its agencies,their divisions,officers,employees,and agents,from all
claims,suits or actions of any nature arising out of or related to the activities of Vendor,its officers,subcontractors,agents or employees under this PO/contract.
20. FORCE MAJEURE:Vendor will not be responsible for delays in delivery due to acts of God,fire,strikes,epidemics,war,riot,delay in transportation or
railcar transport shortages,provided vendor notifies the Purchasing Manager immediately in writing of such pending or actual delay. Normally,in the event or
any such delays(acts or God,etc.)the date of delivery will be extended for a period equal to the time lost due to the reason for delay.
21. TERMINATION: (i)The parties may terminate this PO by mutual agreement. (ii)The City may terminate this PO at any time with written notice to Vendor.
Upon receipt of the written notice,Vendor shall stop performance,and City shall pay Vendor for goods delivered and accepted. (iii)The City may terminate
this PO at any time if Agency fails to receive funding,appropriations,or other expenditure authority. (iv)If Vendor breaches any PO provision or is declared
insolvent,the City may terminate this PO for cause with written notice to Vendor,and Vendor shall be liable for all incidental and consequential damages
resulting from its breach,including all damages as provided in the UCC.
22. PUBLIC DISCLOSURE:PO and all contents and attachments shall be deemed a public record as defined in RCW 42.56"Public Records."
City PO Terms and Conditions 10/2020
Page 3 of 3
23. NONDISCRIMINATION:During the performance of this contract,the Vendor agrees as follows:
The Vendor shall not discriminate against any person on the grounds of race,creed,color,religion,national origin,sex,age,marital status,sexual orientation,
pregnancy,veteran's status,political affiliation or belief,or the presence of any sensory,mental or physical handicap in violation of the Washington State Law
Against Discrimination(RCW chapter 49.60)or the Americans with Disabilities Act(42 USC 12101 ct seq.).
In the event of the Vendor's noncompliance with the non-discrimination clause of this contract or with any such rules,regulations,or orders,this contract may
be cancelled,terminated,or suspended in whole or in part and the Vendor maybe declared ineligible for any future City contracts.
24. ANTI-TRUST:Vendor and the Purchaser recognize that in actual economic practice,overcharges resulting from anti-trust violations are in fact borne by the
Purchaser,therefore,Vendor hereby assigns to the Purchaser any and all claims for such overcharges.
25. DEFAULT:The Vendor covenants and agrees that in the event suit is instituted by the Purchaser for any default on the part of the Vendor and the Vendor is
adjudged by a court of competent jurisdiction to be in default,he shall pay to the Purchaser all costs,expenses expended or incurred by the Purchaser in
connection therewith,and reasonable attorneys'fees.
26. SEVERABILITY:if a court of competent jurisdiction declares any provision of the PO to be invalid,the other provisions and the rights and obligations of the
parties remain in effect.
27. ACCEPTANCE: This order expressly limits acceptance to the terms and conditions stated herein. All additional or different terms proposed by Vendor are
objected to and hereby rejected,unless otherwise provided in writing by the City.
28. INSURANCE: For all public work and improvement projects,including maintenance projects,and upon request by the ordering department,the following
insurance requirements apply:
Indemnity/Contractor's Liability Insurance.
(A) The Service Provider agrees to indemnify and save harmless the City,its officers,agents and employees against and from any and all actions,
suits,claims,demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons,or damages to property
arising out of,result from or occurring in connection with the performance or any service hereunder.
(B) The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property.
(C) Contractors Liability insurance: The contractor shall obtain and maintain in full force and effect during the term of the contract,commercial
general liability coverage with insurance carriers admitted to do business in the State of Washington. The insurance companies must carry a Best's Rating of
A-VII or better. At all times during the life of this contract,Contractor agrees to maintain,on a primary and non-contributory basis and at its sole expense,the
insurance coverages,limits,and endorsements noted below. All such insurance shall not be subject to any deductible or self-insured retention(SIR). There
shall be no cancellation,material change,reduction in limits or intent not to renew the insurance coverage(s)without 30 days written notice from the contractor
or its insurer(s)to City of Yakima.The requirements contained herein,as well as City of Yakima'a review or acceptance of insurance maintained by Contractor
is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this contract. The policies will be
written on an occurrence basis,subject to the following minimum limits of liability:
Commercial General Liability: Combined Single Limit: $2,000,000 Per Occurrence
$2,000,000 Annual Aggregate
Auto Liability: Combined Single Limit $2,000,000 Per Occurrence
The City of Yakima,its agents,employees,authorized volunteers;elected and appointed officials are included as Primary/Non-Contributory additional insured.
If Contractor carries higher coverage limits,such limits shall be shown on the Certificate of Insurance and Endorsements and City of Yakima shall be named as
an additional insured for such higher limits.
The Contractors'insurance coverage shall be primary insurance with respect to those who are Additional Insureds under this agreement. Any insurance,self-
insurance or insurance pool coverage maintained by the City shall be in excess of the Contractor's insurance and shall not contribute to it.
The contractor will provide a Certificate of insurance to the City as evidence of coverage. A copy of the additional insured endorsement attached to the policy
will be included with the certificate. This Certificate of insurance shall be provided to the Purchasing Manager,prior to commencement of this work.
If at any time during the life of the contract or any extension,the contractor fails to maintain the required insurance in full force and effect,all work under the
contract shall be discontinued immediately. Any failure to maintain the required insurance maybe sufficient cause for the City to terminate the contract.
The contractor shall also maintain workers compensation through the State of Washington.
(D) Contractor's Waiver of Employer's Immunity under Title 51 RCW. Contractor intends that its indemnification,defense,and hold harmless
obligations set forth above in section A.shall operate with full effect regardless of any provision to the contrary in Title 51 RCW,Washington's Industrial
Insurance Act. Accordingly,to the extent necessary to fully satisfy the Contractor's indemnification,defense,and hold harmless obligations set forth above in
section A,Contractor specifically waives any immunity granted under Title 51 RCW,and specifically assumes all potential liability for actions brought by
employees of the Contractor against the City and its officers,employees,agents,and volunteers. The parties have mutually negotiated this waiver. Contractor
shall similarly require that its subcontractors,and anyone directly or indirectly employed or hired by Contractor,and anyone for whose acts Contractor may be
liable in connection with its performance of this Agreement to comply with the terms of this paragraph,waive any immunity granted under Title 51 RCW,and
assume all potential liability for actions brought their respective employees.The provisions of this section shall survive the expiration or termination of this
Agreement.
(E) Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,then,in the event of liability for damages
arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City,its officers,
officials,employees,and volunteers,the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence.
29. FEDERAL SUSPENSION AND DEBARMENT: The contractor certifies,that neither it nor its"principals"(as defined in 49 CFR.29.105(p)is presently
debarred,suspended,proposed for debarment,declared ineligible,or voluntarily excluded from participation in this transaction by any federal department or
agency.
City PO Terms and Conditions 10/2020