Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Philip Ciesielski – Asst. Director of Utilities
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Beth Frailey Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent Dave King – Utilities Maintenance Superintendent
Date:	April 2, 2014
RE:	Agenda Item – Award Bid for Bid Number B1413 Project UT1407 Installation of a Motor and Variable Frequency Drive for Clinton Raw Water Pump 4

Please include the following item on the City Commission Agenda for consideration at the April 8, 2014 meeting:

Award the Bid for Bid B1413 Project UT1407 for the installation of a motor and VFD for Clinton Raw Water Pump 4 to the low bidder Wolf Construction in the amount of $45,830.00 and authorize the City Manager to execute the contract.

Project Description

The Clinton Water Treatment Plant receives raw water from the Clinton Reservoir via pumping at the Raw Water Pump Station located adjacent to the dam outlet structure (see the attached map). The pump station has four (4) raw water pumping units; two (2) each rated at five (5) million gallons per day (MGD) and two (2) each rated at 10 MGD.

Pump 4 is a 300hp, 10 MGD pump equipped with a VFD for variable speed control installed as part of the 2001 Clinton WTP Expansion. This pump, motor and VFD combination has had issues with motor damage occurring when run at full speed. Over the last several years the pump has been run at a reduced speed, and flow, to overcome these issues. As water demand has increased the Department needs to be able to run the unit at full speed, and flow, to reliably meet peak demands.

In an attempt to correct the ongoing issues and keep the unit in service on a limited basis, over the last year the Department expended $14,560.00 on repairs to the existing VFD and $25,123.00 on the motor. These repairs currently have the pump serviceable, but only at reduced speeds and flows.

Project Status

Staff investigated the performance issues and determined the replacement of the motor and VFD is required to bring the pump back to full service. In an effort to eliminate the question of responsibility for the performance of the system, Staff recommended the new motor and VFD be provided by a single supplier. Staff negotiated for the purchase of both the motor and VFD, startup services, and a 5 year warranty with Logic Inc.. Logic Inc. is the local supplier for Department’s specified standard ABB VFDs. Logic Inc. will be providing and warranting a Baldor motor as part of the package.

Staff recommended executing a separate purchase agreement for the equipment and a bid for the installation to compress the overall project schedule and have the new equipment installed and ready for service ahead of mid-summer peak summer demands. The delivery for the motor and VFD are 10 weeks after order approval. It is anticipated removal of the existing equipment, and installation and startup of the new motor and VFD will take 2 weeks.

Project History

As part of the February 25, 2014 meeting the City Commission authorized the execution of a purchase agreement with Logic Inc. in the amount of $93,807.19 plus actual shipping costs for the purchase of an ABB Variable Frequency Drive (VFD) and Baldor Motor with a 5 year warranty per Quote 206308 for Clinton Raw Water Pump 4, and set a Bid Date of March 25, 2014 for Bid B1413 Project UT1407 for the installation of the motor and VFD for Clinton Raw Water Pump 4.

On March 25, 2014 bids were received from two (2) bidders. The bids were opened and publicly read aloud. The following bids were received;

CAS Constructors, LLC $49,350.00

Wolf Construction, Inc. $45,830.00

The bid documents submitted by Wolf Construction, Inc. did not fully comply with the bid requirements as Wolf Construction, Inc. submitted a single set of bid documents not the requested original and a copy. Wolf Construction, Inc.’s bid complied with all other bid requirements.

Staff have reviewed the bid documents and recommend awarding the contract to the low bidder Wolf Construction, Inc. in the amount of $45,830.00. Wolf Construction, Inc. is currently under contract and constructing the Kaw Water Treatment Plant Intake project.

Project Schedule:

Award Bid April 8, 2014

Notice to Proceed April 28, 2014

Anticipated Delivery of the Motor and VFD June 1, 2014

Project Completion 21 days after notice of equipment delivery

Project Funding

The project is funded from the 2014 Operations and Maintenance budget.

Action Request

Thank you for your assistance. Please advise if you have any questions.