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Item 4F - MemoCITY OF SOUTHLAKE MEMORANDUM (June 21, 2022) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4F Subject: Authorize expenditures with Smith Pump Company Inc. for pump parts and repair services in an amount not to exceed $85,000. Action Requested: Authorize expenditures with Smith Pump Company Inc. for pump parts and repair services in an amount not to exceed $85,000. Background Information: As part of the Public Works Operations Water Division's preventative maintenance program, the Water Distribution System High Service Pumps (HSPs) which feed the City's low and high pressure planes require inspection and rebuilding approximately every ten years to ensure optimum efficiency and reliable operations. The inspection includes full disassembly, assessment of the condition of the suction impellers, bearings, shafts, seals and replacement of worn components. As part of its annual operating budget, the Water Division allocates funds to inspect and rebuild one pump as preventative maintenance, and FY 2022 selection was at PS#1, pump 5. This pump inspection and rebuild occurred in the winter of 2021 and was returned and installed mid -April 2022. In May 2022, the lead 400 horsepower low-pressure plane pump motor failed during a routine start-up. Smith Pump pulled the motor from service to further investigate and repair. Failure of this low- pressure plane pump leaves three low-pressure plane pumps in operation which are ran together to meet peak demand during the summer months. If another low-pressure plane pump is found inoperable, the City will be unable to meet peak demand out of PS#1. Financial Considerations: The City's purchasing policy for this service is met through an ILA with the City of Fort Worth. On January 15, 2021, the City of Fort Worth awarded its contract for pump parts and repair services to Smith Pump Company Inc., contract no. 18-0087. This contract comes with a one year initial and up to two additional renewal options. Page 1 of 2 Item 4F Below are repair services to be performed by Smith Pump in FY 2022: Pump Parts & Repair Services Cost PS#1 — Pump 5 inspection and rebuild $ 46,505 PS#1 — Pump 1 removal and inspection $ 2,290 Expenses -to -date $ 48,795 PS#1 — Pump 1 repair $ 26,290 Contingency $ 9,915 Total expected expenditures $ 85,000 Funding for these services is available in the Utility Fund via the Water Operating budget. Strategic Link: This item links to the City's Strategy Map strategic focus areas of Safety & Security and Infrastructure. It specifically relates to the City's Corporate Objectives, Cl: Achieve The Highest Standards Of Safety & Security, and F2: Invest To Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: None. Alternatives: The City Council may approve or deny the request. Staff Recommendation: Authorize expenditures with Smith Pump Company Inc. for pump parts and repair services in an amount not to exceed $85,000. Supporting Documents: Attachment A: City of Fort Worth Contract No. 18-0087 Staff Contact: Rob Cohen, Director of Public Works Jack Thompson, Deputy Director of Public Works — Operations Page 2 of 2 Attachment A FORTWORTH February 18, 2022 SMITH PUMP COMPANY INC 4624 Martin Luther King Fwy Fort Worth, TX 76119 Attention: JAMES SCHUMACHER jamess@smithpump.com Re: Renewal of Bid SMITH PUMP COMPANY INC ITB18-0087 PUMP REPAIR & PARTS PSK: 12467;ORIG+4 RNWLS 113/4 On 4/4/2022, the agreement between SMITH PUMP COMPANY INC and the City of Fort Worth will expire with 1 option(s) to renew. If you agree to renew the existing agreement for an additional 12-month period, please mark the appropriate box, sign below and return to this letter to FMSPurchasingRenewals@fortworthtexas.gov with your current certificate of insurance within 5 business days. Once we receive the required information, we will renew the agreement for the new term. Whether a purchase order will be issued is dependent on department need and fund availability. In order that you receive notice of other city bid opportunities and timely payments, please make sure that your information, UNSPC Codes, and payment information are correct. To verify that your information is correct, please log into the Supplier Portal at: https://supplier.fortworthtexas.gov/psc/finprd/SUPPLIER/ERP/c/NUI FRAMEWORK.PT LANDINGPAGE.GBL?& If you have any questions about your supplier account information please email FTW ERP VND MGMT@fortworthtexas.gov. Lastly, in order to process payments more efficiently, please sign up to receive payments electronically instead of by mail. If you would like to do this you can request this on the Supplier Portal. If you have any questions concerning this correspondence, please call 817-392-2462. Thank you for your prompt attention and for your continued interest in doing business with the City of Fort Worth. Sincerely, FMS Purchasing Purchasing Division, Financial Management Services Department New Agreement Term: 4/3/2022 through 4/4/2023 Vendor: SMITH PUMP COMPANY INC City of Fort Worth Ef Yes, renew this agreement ❑ No, do not renew this agreement \ A,�� P/16-%_LkAA-A� J ES SCHUMACHER a-a3-a& 'KITA/JEFF 3I K �ioYv Purchasing Manager Gry l*. C-PA001'.'ha SMITH PUMP COMPANY, INC. To: City of Fort Worth / Purchasing Division 4624 MLK Freeway Ft.Worth, TX 76119 (817) 589 2060 FAX (817) 595 4900 Date: August 25, 2016 Re: Vertical Pumps, Parts, and Repair - Bid No. 16-0311 Please accept our bid proposal for the vertical pumps parts and repair. Smith Pump is under contract with Fort Worth for the current vertical pumps repair contract. We look forward to our continued relationship with Fort Worth and staff. Thank you for allowing us the opportunity to participate in this bid. Sincere regards, James Schumacher Smith Pump Company, Inc. 4624 MLK Freeway Fort Worth, Texas 76119 817 589 2060 office / 817 595 4900 fax jamess@smithpump.com 301 M&B Industrial Waco, Texas 76712 254 776-0377 FAX 254 776-0023 3500 Comsouth Drive, Suite 500 Austin, Texas 78744 512 310-1480 FAX 512 310-1417 5750 North Sam Houston Pkwy East, Suite #1103 Houston, Texas 77032 (713) 997-8647 FAX (281) 912-6042 ORTWORTHO CITY OF FORT WORTH / PURCHASING DIVISION INVITATION TO BID NO. 16-0311 VERTICAL PUMPS, PARTS AND REPAIR BID CLOSING DATE: AUGUST 18, 2016 For further information contact: Jane Rogers, Sr. Buyer (817) 392-8385 FAX (817) 392-8440 jane.rogers@fortworthtexas.gov INSTRUCTIONS TO BIDDERS Bids are solicited for furnishing the merchandise, supplies, services and/or equipment set forth in this solicitation. Completed Bids (one (1) executed original and two (2) copies) must be received in the Purchasing Office by 1:30 P.M., August 18, 2016, and then publicly opened and read aloud at 2:00 P.M. in the Council Chambers. Bids must be returned in a sealed envelope, addressed to the Purchasing Manager, City of Fort Worth, and have the bid number, closing date, and company name clearly marked on the outside envelope. Bids should be mailed or hand delivered to the following address: Purchasing Division, Lower Level, Municipal Building 1000 Throckmorton Street Fort Worth, Texas 76102 Bids to be delivered by special courier (i.e. Federal Express, Special Delivery, etc.) are to be marked "BID MUST BE DELIVERED TO PURCHASING DIVISION BEFORE 1:30 P.M." in order to be considered. Late bids will be returned; they will not be opened nor considered in the evaluation of the bid. Bids may be withdrawn at any time prior to the official opening. Bids may not be altered, amended or withdrawn after the official opening. The undersigned agrees, if the bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The period for acceptance of this bid will be 90 calendar days after the bid opening date unless the bidder submits a different date. ( days). I have read and agreed with the attached Terms and Conditions, Instruction to Bidders and the Invitation to Bid requirements. Failure to complete the requested information below may result in resection of your bid. Principal Place of Business (Defined as at least having one permanent active business office and employee located in Texas). Company Name and Address Smith Pump Company Company's Authorized Agent 4624 Martin Luther King Fwy James Sch macher - Branch Manager Fort Worth, TX 76119 Signature: Federal ID Number (TIN) 1-74-1460081-1 Name and le (Typed or Printed) Social Security Number and Legal: Company Name: Smith Pump Company Date: Telephone Number:817-589-2060 Fax Number:817-595-4900 Email address: jamess@smithpump.com Cooperative Purchasing: Should other Governmental Entities decide to participate in this contract, would yo the Contractor, agree that all terms, conditions, specifications, and pricing would apply? Yes� No If you, the Contractor checked "Yes," the following will apply: Governmental entities within utilizing Inter - Governmental Contracts with the City of Fort Worth will be eligible, but not obligated, to purchase material/services under this contract(s) awarded as a result of this solicitation. All purchases by Governmental Entities other than the City of Fort Worth will be billed directly to that Governmental Entity and paid by that Governmental Entity. The City of Fort Worth will not be responsible for another Governmental Entity's debts. Each Governmental Entity will order its own material/services as needed. Jack Dale, JD, CPPO Purchasing Manager m 28.000 1.000 2.000 3.000 4.000 5.000 6.000 7.000 8.000 9.000 10.000 BID SOLICITATION Vendor Name: Smith Pump Company Address: 4624 Martin Luther King Fwy City, State zip Code: Fort Worth, TX 76119 Class -Item The City of Fort Worth is seeking bids from qualified Contractors for an annual Agreement for Vertical Pumps, Parts and Repair. The Agreement will be for one (1), one-year period with options to renew for up to four (4) additional one-year periods. All items shall be bid per attached specifications. Service on Johnson Pump 16PO, 2 Stage, Village Creek Service on Johnson Pump 16PO, 1 Stage, Village Creek Service on Johnson Pump 14PO, 2 Stage, Village Creek Service on Johnson Pump 14MS, Village Creek Service on Allis -Chambers Pump, 14VTMC, 2 Stage Village Creek Service on Byron Jackson Pump 12MQ, 4 Stage, Village Creek Service on Byron Jackson 16-G-VFP, 2 Stage Village Creek Service on Byron Jackson 48HXH, 1 Stage, Village Creek Service on Byron Jackson 35 PHRH, 1 Stage, Village Creek Service on Byron Jackson Pump 51 VX, Village Creek Page 1 of 3 Printed: 07/29/2016 BID OPENING DATE AND TIME: 8/18/2016 1:30:00 PM BID NUMBER: 16-0311 BUYER: Jane Rogers PHONE* (817)392 - 8385 DELIVERY REQUIRED: 8/18/2016 S City of Ft Worth H I VILLAGE CREEK WATER TREATMENT P 4500 WILMA LANE ARLINGTON TX 76012 T O Quantity Unit Unit Price Total 1 1 1 1 1 1 1 1 1 1 EA EA EA EA EA EA EA EA EA EA $15,000.00 $15,000.00 $14,000.00 $14,000.00 $19,000.00 $15,000.00 $15,000.00 $55,000.00 $40,000.00 $55,000.00 $15,000.00 $15,000.00 $14,000.00 $19,000.00 $15,000.00 $55,000.00 $55,000.00 BID SOLICITATION Vendor Name: Smith Pump Company Address: 4624 Martin Luther King Fwy City, State Zip Code: Fort Worth, TX 76119 Item Page 2 of 3 Printed: 07/29/2016 BID OPENING DATE AND TIME: 8/18/2016 1:30:00 PM BID NUMBER: 16-0311 BUYER: Jane Rogers PHONE #: (817)392 - 8385 DELIVERY REQUIRED: 8/18/2016 S City of Ft Worth H I VILLAGE CREEK WATER TREATMENT p 4500 WILMA LANE ARLINGTON TX 76012 T O Quantity Unit Unit Price Total 11.000 Service on Byron Jackson Pump 34VX, 1 Stage, Village Creek 1 EA $40,000.00 $40,000.00 12.000 Service on Peabody Floway Pump 14FKH, 2 Stage, Village Creek 1 EA $15,000.00 $15,000.00 13.000 Service on Peabody Floway Pump 421-R, Village Creek 1 EA $53,000.00 $53,000.00 14.000 Service on Cascade Pump 30MF, Village Creek 1 EA $35,000.00 $35,000.00 15.000 Service on Flowserve Pump 36SNM-2, 2 Stage, Rolling Hills 1 EA $40,000.00 $40,000.00 16.000 Service on Flowserve Pump 36SNM-3, 3 Stage, Rolling Hills 1 EA $45,000.00 $45,000.00 17.000 Service on Ingersoll Dresser Pump 35KLM2, 2 Stage, Eagle Mountain 1 EA $40,000.00 $40,000.00 18.000 Service on Layne & Bowler Vertline Pump, Eagle Mountain 1 EA $20,000.00 $20,000.00 19.000 Service on Floway Pump 16DKH, 3 Stage, Eagle Mountain 1 EA $15,000.00 $15,000.00 20.000 Service on Johnson Pump 24CC, 2 Stage, Eagle Mountain 1 EA $30,000.00 $30,000.00 21.000 Service on Fairbank Pump 24PO/2, 2 Stage, South Holly 1 EA $30,000.00 $30,000.00 22.000 Service on Flowserve Pump 24KMV, 2 Stage, South Holly 1 EA $30,000.00 $30,000.00 BID SOLICITATION Page 3 of 3 Printed: 07/29/2016 BID OPENING DATE AND TIME: 8/18/2016 1:30:00 PM BID NUMBER: 16-0311 BUYER: Jane Rogers PHONE #: (817)392 - 8385 DELIVERY REQUIRED: 8/18/2016 E Vendor Name: Smith Pump Company H City of Ft Worth P VILLAGE CREEK WATER TREATMENT 4500 WILMA LANE ARLINGTON TX 76012 D Address: 4624 Martin Luther King Fwy O City, State Zip Code: Fort Worth, TX 76119 R T O Item Class -Item Quantity Unit Unit Price Total 23.000 SHOP REPAIR SERVICES - Regular Hours - M-F 8:00 am To 5:00 pm 200 HR $80.00 $16,000.00 24.000 SHOP REAIR SERVICES - Overtime Hours - M-F 5:01 pm to 7:59 am, Weekends and Holiday's 40 HR 120.00 $4.800.00_ 25.000 FIELD REPAIR RATES - Regular Hours - M-F 8:00 am to 5:00 pm 200 HR $84.00 $16,800.00 26.000 FIELD REPAIR SERVICES - Overtime Hours - M-F 5:01 pm to 7:59 am, Weekends and Holidays 1 HR $126.00 $126.00 27.000 Miscellaneous Pump Parts @ cost plus 20 % markup. Quantity listed is 10000 EA $1.20 $12,000.00 estimated annual cost. The Total to be listed in far right column for example; $10,000 + $1,000 (10%) = $11,000. TOTAL: $699,726.00 TERM OF PAYMENT: DELIVERY: WE AGREE TO FURNISH ANY OR ALL OF THE ITEMS QUOTED AT THE PRICES SHOWN. QUOTE MUST BE HELD FIRM FOR PERIOD OF 90 DAYS. Net 30 Days FOB Destination TELEPHONE NUMBER: 817-589-2060 COMPANY: Smltn Pump uom any SIGNATURE: NAME AND TITLE: J ams Schumacher - Branch Manager CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176, Local Government Code, Date Received by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. 1 Name of vendor who has a business relationship with local governmental entity. N/A 2 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 3 Name of local government officer about whom the information in this section is being disclosed. N/A Name of Officer This section (item 3 including subparts A, B, C, & D) must be completed for each officer with whom the vendor has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor? F] Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? 71 Yes F7 No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more? Yes F-1 No D. Describe each employment or business and family relationship with the local government officer named in this section. 4 16 Sign re of vendor doing business with the governmental entity Date v Adopted 8/7/2015 FoRTWORTH, ATTACHMENT B - REFERENCE SHEET Please Complete and Return This Form with your bid. The Bidder shall furnish, with the bid, the following information, for at least three (3) recent customers to whom products and/or services have been provided that are similar to those required by this solicitation. ANY NEGATIVE VERIFICATIONS, FAILURE TO VERIFY, OR OTHER PUBLIC INFORMATION MAY RENDER BID NON -AWARDABLE. The City will be the sole judge of references. 1. Project Name City of Fort Worth - Vertical Turbine Repair Contract Description/Scope of Work (what product/service did youprovide: Repair of Vertical Turbines Completion Date: March 2010 - Present Was work subcontracted? Yes X No # of Days worked Subcontractor's name: Project Location(s) About 5 WTP's in Fort Worth Project Manager/Superintendent: Tim Cain Phone: 817 392-4960 Email: tim.cain fortworth ov.or Contract Amount: $500,000.00 + 2. Project Name Tarrant Regional Water District - Pump Repair Contract Description/Scope of Work (what roduct/service did yo, 1 rovide: Repair of various pumps including vertical turbines Completion Date: March 2008 - Present Was work subcontracted? Yes X No # of Days worked Subcontractor's name: Project Location(s) Various plants in North Texas Project Manager/Superintendent: Jonathan Skinner Phone: 817 688-2257 Email: Jonathan. Skinner trwd.com Contract Amount: 250 000+ 3. Project Name City of Corpus Christi - Pump Repair Contract Description/Scope of Work (what product/service did youprovide: Repair of various pumps including vertical turbines Completion Date: October 2013 - Present Was work subcontracted? Yes X No # of Days worked Subcontractor's name: Project Location(s) Various plants in Corpus Christi Project Manager/Superintendent: Luis Vargas Phone: 361 215-8759 Email: LuisVa cctexas.com Contract Amount: $500 000+ ITB No. 16-0311, Vertical Pumps, Parts and Repair Bid Opening Date: August 18, 2016 Page 26 of 29 FORTWORTH. Attachment C — Contractor Contact Information Contractor's Name: Smith Pump Company Contractor's Local Address: 4624 Martin Luther King Fwy, Fort Worth, TX 76119 Phone: 817-589-2060 Fax: 817-595-4900 Email: jamess@smithpump.com Name of persons to contact when placing an order: Name/Title James Schumacher - Branch Manager Phone: 817-589-2060 Fax: 817-595-4900 Email: jamess@smithpump.com Name/Title Stan Berry - Service Manager Phone: 817-589-2060 Fax: 817-595-4900 Email: stanb@smithpump.com Name/Title Phone: Fax: Email: nature James Schumacher 8/25/2016 Printed Name ITB No. 16-0311, Vertical Pumps, Parts and Repair Bid Opening Date: August 18, 2016 Page 27 of 29 uate ATTACHMENT D CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS Section 2-14 of the Fort Worth Code of Ordinances authorizes the City Council, when considering competitive sealed bids, to enter into a contract for certain purchases with a bidder whose principal place of business is in the corporate limits of the City of Fort Worth and whose bid is within 3 or 5 percent of the lowest bid, depending on the value of the request and goods or services requested, if the lowest bid is from a business outside the municipality and contracting with the local bidder would provide the best combination of price and other economic benefits to the municipality. Requests to be considered a local business must be submitted on this form with bid packages to be considered by the City of Fort Worth. Questions should be addressed to the Purchasing staff listed in the bid or request package. The Fort Worth City Council requires the following information for consideration of location of a bidder's principal place of business. Add additional sheets if needed to provide this information. 1. Locational Eligibility: Principal Place of Business in Fort Worth, Texas. Yes Do you have a Fort Worth office? If yes, identify address: 4624 Martin Luther King Fwy Fort Worth, TX 76119 b. What percentage of estimated gross company sales (worldwide) are sales originating in Fort Worth? "Originating in Fort Worth" shall mean payable at the Fort Worth office. [must exceed 50%] 50% 2. Economic Development opportunities resulting from contract. a. Number of Fort Worth resident -employees? b. Amount of City of Fort Worth ad valorem taxes (real and business personal property) paid by company (for prior tax year — Fort Worth office or former location, if Fort Worth office is newly - established)? Not Known Certification of information: The undersigned does hereby affirm that the information supplied is true and correct as of the date hereof, under penalty of perjury. Smith Pump Company 8/25/2016 k (Company Name) (Date) James Schumacher - Branch Ma ignature) (Printed Name and ITB No. 16-0311, Vertical Pumps, Parts and Repair Bid Opening Date: August 18, 2016 Page 28 of 29 FORTWORTH. ADDENDUM TO THE INVITATION TO BID VERTICAL PUMPS, PARTS AND REPAIR CITY OF FORT WORTH PURCHASING DIVISION ADDENDUM NO. 1 DATE ISSUED: AUGUST 12, 2016 INVITATION TO BID NUMBER (ITB): 16-0311 ORIGINAL BID OPENING DATE: AUGUST 18, 2016 (changed) ADDENDUM NO. 1, REVISED BID OPENING DATE: AUGUST 25, 2016 Addendum No. 1, dated August 12, 2016 is hereby amended to incorporate in full text the following provisions: Bid Opening Date is changed from August 18, 2016 to August 25, 2016. 2. Vertical Pump type, quantity, location and maintenance supervisor contact included herein on Page 2. All other terms and conditions remain the same. Jack Dale PURCHASING MANAGER ■ ■ ■ ■ ■ ■ 1 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ 1 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ 1 COMPANY NAME SIGNATURE: NOTE: Company I me and signature must be the same as on the bid documents.