TO: Mayor and Commissioners
FROM: John Morgan, Director of Environmental Services Department
THROUGH: Donald B. Cooper, City Manager
DATE: April 5, 2016
Title
RATIFICATION OF CHANGE ORDER NO. 1 TO OVIVO USA, LLC. IN THE AMOUNT OF $41,000 FOR ADDITIONAL WORK IN THE REPAIR OF THE EASTERN VACUUM FILTER UNIT AT THE WATER TREATMENT PLANT, AUTHORIZED BY THE CITY MANAGER AS A CHANGE ORDER DEFINED BY CITY CODE SECTION 36.06(A) (2).
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Recommended Action:
Recommendation
A motion to ratify a Change Order approved to Ovivo USA, LLC. in the amount of $41,000 for additional work required in the repair of the eastern vacuum filter unit at the Water Treatment Plant. The recommendation complies with the Code of Ordinance, Section 36.06 (A) (2), "Change Orders, Within the Scope of Work”.
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Background:
On September 15, 2015, City Commission approved an award to Ovivo USA, LLC. (as sole source) in the amount of $43,350 for the repairs to the two (2) vacuum filter drive units (eastern and western unit in series) at the dewatering building (Purchase Order #705268). After taking the eastern unit off-line and out of service, Ovivo initiated the repairs. Once the unit was disassembled, unexpected damage to the internal components was discovered. The necessary additional repair work includes replacement of the worm, thrust spacers, blind seal plates, the trunnion bearing assembly, valve assembly, and stuffing box assembly.
The vacuum filter drive units are critical in the production of potable water. With the eastern vacuum filter drive unit off-line the plant is dependent on western unit.
The equipment is manufactured by Ovivo USA, LLC. (Ovivo) in Salt Lake City, Utah. Ovivo is the sole manufacturer and exclusive distributor of EIMCO parts and equipment. The equipment was formerly manufactured by EIMCO Water Technologies. Ovivo has proposed to make the additional repairs to the eastern unit utilizing original equipment manufactured parts. Under the circumstances, staff recommended the work be performed as soon as possible, seeking authorization from the City Manager to proceed with the additional repairs to the eastern vacuum filter drive unit via a change order to the award to Ovivo USA, LLC.
The Environmental Services Department requested approval of a change order to Purchase Order #705268 in the amount of $41,000 for the additional repairs to the eastern vacuum filter drive unit at the Water Treatment Plant. On February 26, 2016, the City Manager approved the Change Order authorizing the work to proceed.
This recommendation complies with the Code of Ordinances, 36.06 (A) (2), Change Orders, Within the Scope of Work, citing “The City Manager may approve a Change Order provided that it does not materially expand or alter the scope of work in a City Commission approved contract. Any such Change Order approved by the City Manager shall be subject to ratification by the City Commission as soon as practicable.”
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from 441-5122-536-46.90, Water & Sewer Fund / Other Repair and Maintenance, after a budget transfer.