title
CONSIDERATION OF THE RATIFICATION OF THE DECLARATION OF AN EMERGENCY TO REPAIR AND REPLACE THE IMPELLER AND INLET PIPING ON SOLIDS CONTACT CLARIFIER #3 AT THE VERNON CAMPBELL WATER TREATMENT PLANT; APPROVAL OF CONTRACT K-1920-26 BY AND BETWEEN THE NORMAN UTILITIES AUTHORITY AND RUDY BOX & ASSOCIATES, INC., IN THE AMOUNT OF $82,368 WITH ASSOCIATED PERFORMANCE BOND B-1920-25, STATUTORY BOND B-1920-26, AND MAINTENANCE BOND MB-1920-12, AND BUDGET TRANSFER BETWEEN ACCOUNTS.
body
BACKGROUND: The Vernon Campbell Water Treatment Plant (WTP) is able to treat 17 million gallons a day (MGD) at peak demand. This capacity allows for redundancy during normal operations. The redundancy is important for the facility to produce sufficient supply of drinking water when equipment failures occur. The WTP has two large clarifiers and two small clarifiers, which are necessary for the treatment of water and provide sufficient capacity to allow for redundancy and the ability to treat up to 17 Million Gallons a Day (MGD) at the facility. Each of the large clarifiers can treat up to 10.5 MGD and each of the two small clarifiers can treat up to 3 MGD.
Currently, the plant is going through the Phase II Water Treatment Plant Improvements and one of the small clarifiers is out of service due to the capital project. At this time, one of the large clarifiers has a damaged inlet piping and impeller and requires repair. This situation is an emergency due to the lack of redundancy for water production. These clarifiers are critical equipment and repair needs to be done to ensure the facility can produce sufficient quantities of water during the summer months.
On July 24, 2019 NUA, staff submitted a memo to the City Manager (attached) requesting authorization to have Rudy Box & Associates Inc., proceed with the emergency repairs at an estimated cost of $72,000. On July 11, 2019, the City Manager approved this request.
After discussion, the decision was made to include $7,200 as contingency funds and $3,568 for Performance, Statutory, and Maintenance Bonds as is required by the City.
In order for competitive bidding requirements to be waived under the Oklahoma Public Trust Act (60 O.S. s. 176), the trustees of the NUA need to make a “finding” that an immediate emergency exists and the immediate outlay of trust funds in excess of $50,000 is necessary to avoid loss of life, substantial damage to property, or damage to the public peace or safety. The NUA can then enter into contracts without competitive bids. Additionally, Section 8-204 of the City Code exempts certain contracts for services from competitive bidding when approved by the Council as necessary for the immediate preservation of the peace, health, or safety.
In this case, the required 21-day public notice was foregone due to the need to repair the clarifier as soon as possible. Written quotes were obtained and the work was awarded to the lowest and best bidder. Failure to take advantage of the opportunity to repair the clarifier at that time might allow a future failure to impact the supply of drinking water to the community. Repairing the equipment protects the public health and limits NUA exposure to the possibility of purchasing water from Oklahoma City and water rationing if additional equipment failures occur. For these reasons, NUA staff believed the 21-day public notice should be waived.
DISCUSSION: Three written quotes have been obtained from contractors to remove and replace the impeller and replace the 30-inch inlet pipe on SCC #3.
Discussion with engineers and consultants on pipe material provided discussion on alternate materials to replace the inlet pipe. The choice was made to replace the 30-inch steel inlet pipe with comparable material that meet the WesTec manufacturer specifications that will ensure the clarifier will perform as designed.
Discussion with the WesTec and contractors provided two options for replacement of the impeller.
1. Cut the fins off the impeller, take it under the skirt of the clarifier, weld and balance the fins in place.
2. Use a crane to lift the deck off the clarifier, pull, and replace the impeller.
Option 1 was chosen due to the complexity of removing the deck.
Option 1 was used when the SCC #4 impeller was damaged. The work went smoothly and the impeller is in service today.
RECOMMENDATION: Staff recommends authorization to complete emergency repair work to clarifier #3 repairs as discussed above and transfer $82,368 from Outside Water (031-5534-461.31-23) to Machinery & Equipment Parts (031-5534-461.32-04) to fund the repair work.