Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue An Emergency Purchase Order Without Formal Bidding Procedures To Airsep Process And Controls, LLC. To Perform The Initial Troubleshooting, And To Perform Emergency Repairs To The Coldbox, A Main Component Of The Cryogenic Plant At The City Of Hollywood, Southern Regional Wastewater Treatment Plant, In A Combined Amount Of $146,806.00; And To Approve Contingency Expenditures Related To Potential Unforeseen Miscellaneous Repairs In An Estimated Amount No To Exceed $50,000.00.
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The City of Hollywood, Department of Public Utilities operates a Cryogenic Plant at the Southern Regional Wastewater Treatment Plant (SRWWTP), located at 1621 North 14th Avenue, Hollywood, Florida.
The Cryogenic Plant produces the daily liquid oxygen necessary to meet the biological process related to the disinfection of wastewater.
As part of the standard maintenance system, the Cryogenic Plant undergoes an in-depth annual turn-around, which has been performed since 2011, by Solutionswerks, LLC. under a blanket purchase order.
The turn-around for the Hollywood's Cryogenic Plant took place between October 13, 2014 and October 17, 2014, however, during the final phases of the annual Cryogenic Plant turn-around, Solutionswerks, Inc. informed staff that one of the main components of the plant, the coldbox, had malfunctioned and staff needed to perform additional troubleshooting.
Solutionswerks worked on different troubleshooting scenarios but there were not able to bring the plant back into service.
Due to the sensitive and critical role of the Cryogenic Plant in the overall wastewater treatment process, and because the SRWWTP must provide the required oxygen by trucking in liquid oxygen in the approximate amount of $7,000.00 a day, the Department of Public Utilities considers the malfunctioning of the Cryogenic Plant an emergency, and the repairs must take place immediately.
On October 20, 2014, the Department of Public Utilities contacted the limited number of companies specialized in cryogenic systems around the country to performed preliminary evaluation or troubleshooting, and to provide a recommendation for repairs to the coldbox, and after several attempts, Public Utilities was able to speak, and to reach to an understanding for the necessary services with AirSep Process and Controls, LLC., from Niagara Falls, NY.
Between October 21 and October 22, 2014, a technician from AirSep Process and Controls, LLC. troubleshoot the Cryogenic Plant and determined that the coldbox, has an internal leak.
AirSep Process and Controls, LLC. submitted a proposal, which includes the initial troubleshooting of the plant, detailed inspection of the internal components of the coldbox, and repairs necessary to the standard components of the Coldbox (valves, and specialized vessels are not included), in the amount of $146,806.00.
The Administration recommends approval of an emergency purchase order without formal bidding procedures to compensate AirSep Process and Controls, LLC. for the emergency repairs to the Cryogenic Plant coldbox, in an amount of $146,806.00.00, and the approval of contingency expenditures related to potential unforeseen miscellaneous repairs in an amount of $50,000.00.
Section 38.40(C)(1) of the City's Code of Ordinances specifically states that emergency repairs are exempt from the competitive bid requirements of the City's Purchasing Ordinance.
Funding for emergency infrastructure repairs are allocated in account number 42.4000.86532.536.006302.
Recommended for inclusion on the agenda by:
Cathy Swanson-Rivenbark, City Manager
Steve Joseph, P.E., Public Utilities Director