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ITEM: AUTHORIZATION TO AWARD A SOLE SOURCE CONTRACT FOR THE WATER RECLAMATION FACILITY DRYER REHABILITATION PROJECT
REQUEST: Authorization to award a sole source contract to AIT Services, Inc. for the Water Reclamation Facility Dryer Rehabilitation project, in the amount of $170,704.00.
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EXPLANATION: The Biosolids dryer unit at the Water Reclamation Facility was constructed and placed into operation in 2012 at a cost of approximately $4 Million. Due to the age of the unit and its continuous operation, a comprehensive inspection was completed in May of 2020 by AIT Services, Inc to identify needed renewal and replacement items. This is the first comprehensive third party inspection to be completed since the unit was placed into service. While the system is functioning at this time, repair or replacement of several failing or worn components is required as soon as possible to avoid a mechanical failure.
Maintenance includes furnishing and installing parts for the replacement of scrubber/condenser and thermal fluid expansion tank, replacement of rotor drive sprocket, replacement of rotor thermal fluid swivels, replacement of worn steel compression ring and installation of new packing and seals and both ends, replacement of dryer discharge door seal, replacement of dryer chamber access support bars, replacement of chamber seals, repositioning of dryer rotor, adjustment of rotor drive chain, replacement of rotor drive chain tensioner, replacement of rotor disc end plate scraper on drive end, replacement of dryer lifting and conveying paddles, installation of a mechanism to support the weight of the piping and reduce the over hung load on the swivel, replacement of fusible link and installation of a custom seal housing behind each bearing and utilize an appropriate seal to prevent /minimize leakage.
In November 2010, Fenton Environmental Technologies, Inc. (FET) manufactured the biosolids drying system. AIT Services, Inc. started their operations in 2015 when FET stopped manufacturing drying systems and took over the operations, including providing Fenton dryer parts and services for all existing systems. Therefore, it is necessary to enter into a sole source agreement, with AIT Services, for the Water Reclamation Facility Dryer Rehabilitation work.
This is a very specialized industrial mechanical system that is critical to continuity of operations. AIT Services, Inc. is the only company familiar with the engineering aspects of the dryer operation as they designed, built and installed it.
In order to ensure there were no other vendors that were able to provide these services, staff posted a Request for Information (RFI) with a description of the work to be completed, for seven (7) days on both Demandstar and Wellington’s website. Wellington did not receive a response from any other vendors.
Staff recommends awarding a sole source contract to AIT Services, Inc. to provide the Water Reclamation Facility Rehabilitation at a cost of $170,704.00. This maintenance is a budgeted item in the Water Reclamation Facility Repairs and Maintenance operating budget in the amount of $240,000
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds for this project will be allocated in the Utilities Operating Costs from the Water Reclamation Facility Budget.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to award a sole source contract to AIT Services, Inc. for the Water Reclamation Facility Dryer Rehabilitation project, in the amount of $170,704.00.