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Home My WebLink About08.c EDB Emergency Repair FI WRF 2024-12-26 Final EXECUTIVE SUMMARY AGENDA ITEM: Ratification of Executive Director actions for the Emergency Repair and Related Purchases Declaration at Fleming Island Regional Reclamation Facility Date: January 2, 2025 BACKGROUND: The emergency repair and purchase were organized during the Christmas holiday by Darryl Muse, Chief Operations Officer, and David Rawlins, General Superintendent of Distribution and Collection,Assistant Chief Operations Officer. The Fleming Island Regional Reclamation Facility #1 mixer in Biological Treatment Unit#2(BTU)has failed.The BTU requires three(3)operational mixing units to ensure proper aeration within the bay. The drive units were quoted at $109,000 by the original equipment vendor, with a 30-week estimated delivery time. A local vendor, Power & Pumps, provided a $64,163 quote to staff for almost half the price, with a 21-23-week delivery time. This emergency purchase was necessary to protect the public's safety and to maintain the proper operation of the wastewater treatment facility. BUDGET: The wastewater department budgeted$400,000 for gearbox replacements in fiscal year 2024/2025. RECOMMENDATION: We respectfully request the Board of Supervisors' ratification of the Executive Director's actions under the Emergency Repairs and Related Purchases Declaration. ATTACHMENTS: Emergency Repairs and Related Purchases Declaration //JDJ(Author) //AB,DM,DR(Review) //JDJ(Final) Certificate of Executive Director I, Jeremy Johnston, Executive Director of the Clay County Utility Authority, hereby certify that the action taken or approved as described in the attached memorandum and supporting documentation is necessary to be taken forthwith by the Clay County Utility Authority, an Independent Special District of the State of Florida, in order to protect the public health, safety or welfare. j� v �l` Jeremy Johnston, MBA, PE, Executive Director Fleming Island Regional Water Reclamation Facility The #1 mixer on Biological Treatment Unit #2 (BTU) at the Fleming Island Regional Reclamation Facility has failed. The BTU requires three (3) operational mixing units to provide proper aeration within the bay. CCUA has a Sole Source vendor for these drive units, however the price was quoted at $109,000, with a 30 week delivery estimate. Staff was able to obtain the attached quote from a local vendor, Power & Pumps, at approximately half the cost with an estimated delivery window of 21 to 23 weeks. This emergency purchase was necessary to protect the public's safety, as well as, to maintain the proper operation of the wastewater treatment facility. Company Power&Pumps EUROX3FSM170E/HM/B/DRN250ME4/FF/C $64.163.47 HELICAL GEAR UNIT FOR MIXER SEW DRIVE PACKAGE POWER&PUMPS►» QUOTATION COMP yr Quote Expires On: 01/22/2025 803 N Myr".le Ave Jacksom.iil.e, FL 32204-1033 Quote Number Phone 904.356.5881 1445313 Quote Date Page 12/23/2024 1 of 1 Bill To: Ship To: CLAY COUNTY UTILITIES CLAY COUNTY UTILITIES 3176 OLD JENNINGS RD. 3176 OLD JENNINGS ROAD MIDDLEBURG, FL 32068 MIDDLEBURG, FL 32068 US 904-272-5999 Customer ID:. 1063929 Requested By: GARY CHURCH Customer Reference/ RFQ # Terms Quoted By SEW DRIVE PACKAGE QUOTE Net 30 RICK.DENUCCI Quantities Item ID Unit Extended Quantity Allocated Remaining Unit Of Item Description Price Price Measure Delivery Instructions: BEST WAY GROUND PPD&ALLOW TO JOBSITE * FOB FACTORY* PLEASE ALLOW APPX 21-23 WEEKS TO SHIP ARO PENDING PRIOR SALES OR SUPPLY CHAIN ISSUES 1.00 0.00 1.00 EA EUROX3FSM170E/HM/B/DRN250ME4/FF/C 64163.47 64163.47 HELICAL GEAR UNIT FOR MIXER 75 HP 55.48 RATIO M5 MOUNT POS. 170M6X300 LSS OIL LEVEL GLAS&DIPSTICK, DUST PROTED COIL SEAL WITH DUST COVER OS4 SURFACE PREP 230/460/3/60 PER QUOTE 423305974 Total Lines: 1 SUB-TOTAL: 64,163.47 TAX: 0.00 AMOUNT DUE: 64,163.47 NOTE: Modified products are non-returnable/ion-cancellable. All freight claims and discrepancies must be brought to the shipper's attention within 24 hours of receipt of product. All returns must have prior,approval. All returns are subject to a minimum 25% restock fee. Decontamination forms must be completed and signed by the customer before return of product to Power&Pump -Jacksonville Every sale of goods or performance of services by POWER&PUMPS, INC. (P&P), a Division of Motion and Control Enterprises, LLC (MCE) is exclusively subject to, and expressly conditioned upon, your acceptance of the terms in this Order Acknowledgement and MCE's Terms and Conditions, which are available at https://mceautomation.com/terms-conditions and made a part of this agreement as if fully set forth herein. Acceptance of goods or services shall constitute conclusive acceptance of MCE's Terms and Conditions. Any proposed terms and conditions that purport to conflict with, alter, differ from,or add to MCE's Terms and Conditions are hereby specifically objected to and are not a part of any order or agreement unless specifically agreed to in a signed writing by an authorized representative of POWER &PUMPS, INC. (P&P), a Division of Division of Motion and Control Enterprises, LLC (MCE) Credit Card Convenience Notice: A convenience fee of 3% will be charged for each credit card transaction processed. 7 OVIVO PROPOSAL Worldwide Experts in Water Treatment 0,202412101A FLEMING ISLAND REGIONAL WASTEWATER TREATMENT PLANT 4 ORANGE PARK, FL PREPARED FOR , Gary Church Clay County Utility Authority olar 00144 AREA REPRESENTATIVE 4•.. • dP T SC - Jacobs ot• Si1c_c'fl 4111"11111* • Jesse Bissegger Ovivo USA,LLC Phone (385)226-7492 4246 Riverboat Road—Suite 300 jesse.bissegger@ovivowater.com Salt Lake City,Utah 84123-2583 PROPOSAL I Q202412101A I Page 3 ITEM I - CARROUSEL° SYSTEM EQUIPMENT Ovivo proposes to furnish: ❖ One(1)Replacement Flender H3BV11 Reducer.All mechanism(s)are for installation in the existing Carrousel System basins.The design of the proposed mechanisms is based upon Ovivo's standard engineering practices and references the original Ovivo installation serial number BAP1470-100 Serial Number 202007-3-1 AERATORS ITEMS INCLUDED per Aerator: ➢ One(1)Flender H3BV11 gearbox including: • 2.0 service factor(minimum). • Independent lower bearing. • Oil drain. • Mechanical oil pump. • Dip Stick. • Low oil pressure switch. • Indeeco Immersion heater,750W,120V, NEMA 4X. • NEMA Motor Lantern,frame 365LP. • Variable Output Speed: 1781-891 RPM. • Oil pressure at n2+(lowest input speed) min.0.8 bar. • 4 hour no-load spin test. NOTE: All supplied Ovivo protection devices (such as: motor thermal overloads, gear reducer pressure switch, moisture sensor, etc.) must be wired directly to the motor control device to shutdown the equipment upon alarm (not through the PLC, in the event of loss of PLC). It is recommended to wire devices for fail safe operation (open contact at fault). ➢ One(1)high speed flexible coupling. ➢ One(1)low speed coupling(cast iron). ➢ Fasteners. ➢ Assembly bolts(A325). ➢ Nameplate (stainless steel). ➢ Painting as noted in the SURFACE PREPARATION AND PAINTING segment of this proposal. ➢ Operation and Maintenance manuals. ➢ Service as noted in the FIELD SERVICE segment of this proposal. ➢ Freight, FCA factory,freight allowed. ADDITIONAL ITEMS INCLUDED: ➢ Spare parts included: • One(1) Reducer low oil cut-out switch. • One(1) Reducer high speed coupling Ovivo USA,LLC 14246 Riverboat Road,Suite 300,Salt Lake City,Utah 84123 USA I Tel:(801)931-3000 I Fax:(801)931-3080 ovivo\ater_r_orn PROPOSAL I Q202412101A I Page 5 SURFACE PREPARATION AND PAINT Submerged and non-submerged fabricated steel shall be shop-cleaned per SSPC-SP-10 and shop primed one (1) coat(s) of Tnemec 161-1211 (3.0 to 5.0 Mils D.F.T) and finished one (1) coat(s) of Tnemec 161-32GR(3.0 to 5.0 Mils D.F.T). Except stainless steel will not receive a coating. Motors and gear reducers shall receive manufactures standard surface preparation. Shop priming and painting shall consist of a high quality coating that is specifically resistant to chemical, solvent, salt water,and acid environmental conditions. ADDITIONAL FIELD SERVICE When included and noted in the Product pricing of each proposal item,Ovivo will supply the service of a competent field representative to inspect the completed installation and adjustment of equipment, supervise initial operation, and instruct Owner's personnel in the operation and maintenance of each proposal item for the number of eight(8)hour days. Notwithstanding Ovivo's performance of the above- referenced services, Ovivo shall not be held liable for any faulty workmanship or other defects in the Products' installation, or for other goods and/or services, performed by third parties unless such goods and/or services are expressly included under Ovivo's scope of work. If additional service is required, it will be furnished to the Purchaser and billed to him at the current rate for each additional day required,plus travel and lodging expenses incurred by the service personnel during the additional service days. It shall be the Purchaser's responsibility to provide for all necessary lubrication of all equipment prior to placing equipment in operation. All equipment must be in operating condition and ready for the Field Service Engineer when called to the project location. Should the Purchaser/Owner not be ready when the Field Service Engineer is requested or if additional service is requested,the Ovivo current service rates will apply for each additional day required,plus travel and lodging expenses incurred by the service personnel during the additional service days. SURFACE PREPARATION AND PAINTING GENERAL INFORMATION If painting the Products is included under Ovivo's scope of work, such Products shall be painted in accordance with Ovivo's standard practice. Shop primer paint is intended to serve only as minimal protective finish. Ovivo will not be responsible for condition of primed or finished painted surfaces after equipment leaves its shops. Purchasers are invited to inspect painting in our shops for proper preparation and application prior to shipment. Ovivo assumes no responsibility for field service preparation or touch- up of shipping damage to paint. Painting of fasteners and other touch-up to painted surfaces will be by Purchaser's painting contractor after mechanism erection. Clarifier motors,gear motors and center drives shall be cleaned and painted with manufacturer's standard primer paint only. Ovivo USA,LLC 14246 Riverboat Road,Suite 300,Salt Lake City,Utah 84123 USA I Tel:(801)931-3000 I Fax:(801)931-3080 ovivowater corn PROPOSAL I Q202412101A I Page 7 Any postponement of delivery dates requested by the Purchaser; or if Purchaser requests or causes cancellation,suspension or delay of Ovivo's work,for delays of up to ninety(90)days,Purchaser shall pay Ovivo all appropriate charges incurred up to date of such event, per the schedules above,which may include partial completion of milestones. Additionally,all charges related to and risks incidental to storage,disposition and/or resumption of work shall be borne solely by Purchaser. For delays less than ninety (90) days, Ovivo will delay portions of fabrication and delivery, to the extent possible. Delays greater than ninety(90)days are subject to price escalation at 1.5%per month for each month or partial month of delay, further subject to the steel escalation clause; or, if possible, equipment shall be stored at the cost of the Purchaser. For delays greater than ninety(90)days,Purchaser shall accept transfer of title and make full payment for all work due and payable,thirty(30)days from the date work is placed into storage. Credit is subject to acceptance by Ovivo's Credit Department. PRICE ESCALATION The prices submitted are based upon Purchaser's acceptance of this proposal by January 9,2025,not to exceed 30 days from the date of this proposal. If a binding purchase order is not received by Ovivo prior to the above referenced date, prices and shipping dates are subject to review and adjustment by Ovivo. Additionally, due to the unpredictability of material and labor prices and availability, including but not limited to recent sharp increases in carbon steel, stainless steel, aluminum, other metal prices, electrical components,coatings,FRP,shipping,and labor prices in the North American and worldwide markets (the "Labor and Material Price(s)"),Ovivo, shall not assume responsibility for such possible escalations and impacts to schedule beyond the validity date of its proposal or between the date of the executed Contract and the procurement of such labor and material. Ovivo may increase the price of its proposal or require additional payment in the form of a change order due to any Labor and Material Price increase(a)that exceeds 5%per annum of the price of the specific labor or material in place on the date of Ovivo's proposal or (b) when product fabrication utilizing labor or materials does not commence until more than 6 months after the purchase order date,due primarily to actions of parties other than Ovivo. Furthermore,Ovivo is entitled to adjust its delivery date to account for such delay. Any Labor and Material Price increase shall be based on an industry-standard pricing measure or index for that particular labor or material that accurately represents the market increase or, at Ovivo's reasonable discretion, actual increases incurred by Ovivo. The resulting cost and schedule impact shall be disclosed to the Buyer prior to fabrication. Notwithstanding the above,should requested shipment dates be extended primarily due to actions of parties other than by Ovivo or its suppliers,Ovivo reserves the right to charge 1.5%per month of the Contract Price for each month or partial month of delay,unless said delay is agreed to in writing by all affected parties. Ovivo USA,LLC 14246 Riverboat Road,Suite 300,Salt Lake City,Utah 84123 USA I Tel:(801)931-3000 I Fax:(801)931-3080 ovivowater corn PROPOSAL I Q202412101A I Page 9 GENERAL ITEMS NOT INCLUDED Unless specifically and expressly included above, prices quoted by Ovivo do not include unloading, hauling, erection, installation, piping, valves, fittings, stairways, ladders, walkways, grating, wall spools, concrete, grout, sealant, dissimilar metal protection, oakum, mastic, field painting, oil or grease, electrical controls, wiring, mounting hardware, welding, weld rod, shims, leveling plates, protection against corrosion due to unprotected storage, special engineering, or overall plant or system operating instructions or any other products or services. Performance and payment security, including but not limited to bonds, letters of credit, or bank guarantees, are not included, but can be provided if purchased for an additional cost. MANUALS The content of any and all installation, operation and maintenance or other manuals or documents pertaining to the Products are copyrighted and shall not be modified without the express prior written consent of Ovivo. Ovivo disclaims any liability for claims resulting from unauthorized modifications to any such manuals or other documents provided by Ovivo in connection with the Project. WARRANTY AND CONDITIONS Ovivo standard Terms and Conditions of Sale is attached and made an essential part of this proposal. These terms and conditions are an integral part of Ovivo's offer of Products and related services and replace and supersede any terms and conditions or warranty included in Purchaser or Owner requests for quotation or specifications and cannot be changed without written approval from an authorized representative of Ovivo. PERFORMANCE WARRANTY DISCLAIMER The performance of the Products is dependent upon many factors,including,but not limited to,the influent or feed quality and quantity, additives required,time,temperature, rates of change, sizing criteria used,operating conditions,etc.Therefore,Ovivo cannot assume any liability or responsibility for performance or process results that Purchaser is expecting or has predicted. No verbal or written information or advice given by any personnel of the Ovivo shall create a warranty or in any way increase the scope of the warranties. THE PARTIES AGREE THAT, OTHER THAN ITS MECHANICAL WARRANTY SET FORTH IN THIS PROPOSAL, OR ANY PERFORMANCE WARRANTY SET FORTH ON OVIVO'S STANDARD ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY PROCESS OR PERFORMANCE RELATED WARRANTIES OR WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE AND MERCHANTABILITY, WHETHER WRITTEN, ORAL OR STATUTORY, ARE EXCLUDED TO THE FULLEST EXTENT PERMISSIBLE BY LAW. Ovivo USA,LLC 1 4246 Riverboat Road,Suite 300,Salt Lake City,Utah 84123 USA I Tel:(801)931-3000 I Fax:(801)931-3080 ov vo;,'ater corn • PROPOSAL I Q202412101A I Page 11 T&CS Ovivo USA,LLC 1 4246 Riverboat Road,Suite 300,Salt Lake City,Utah 84123 USA I Tel:(801)931-3000 I Fax:(801)931-3080 ovivowaler corn Ovivo USA, LLC d�45 a1 Rd Muir Lak:= „ir; IJt.3l, -,11 OVIVO Tel. H i I Worldwide Experts In Water Treatment Fax_ (.'1 I i1c_l US Municipal & Industrial FIELD SERVICE RATE SHEET Effective January 1st, 2024 Standard (Travel) Daily Rate (8 hour day) $ 1200.00 Hourly Rate (4 hour minimum) $ 150.00 Standard (Labor) $ 1200.00 Hourly Rate (4 hour minimum) $ 150.00 Saturday Daily Rate (8 hour day) $ 1,800.00 Hourly Rate (4 hour minimum) $ 225.00 Sundays/Holidays *** Daily Rate (8 hour day) $ 2400.00 Hourly Rate (4 hour minimum) $ 300.00 Overtime Hourly Rate - Standard Day $ 225.00 Hourly Rate - Sundays & Holidays *** $ 300.00 For all hours worked over eight (8) hours per standard day and Saturdays *** Sunday and Holiday requests will be billed at the double-time rate UNLESS OTHERWISE ARRANGED; EXPENSES ARE CHARGED AT ACTUAL COST PLUS 10% Please Note • All of the rates provided are portal to portal. In addition, travel and living expenses will be invoiced at actual cost plus 10% and documentation will be provided for these expenses. Travel/Labor on Saturday and all overtime, will be billed at the overtime rate. Travel/Labor on Sundays or Holidays, will be billed at the double-time rate. If a fixed Per Diem rate is required, it will be charged at $250.00 per day(lodging and meals) with the exception of the east coast where the price will be $300.00). • Use of Ovivo USA Fleet vehicles for travel will be charged at the rate of $0.67 per mile. 414-PA :954; CLAY COUNTY UTILITY AUTHORITY MEMORANDUM TO: Department Leadership Team FROM: Jeremy D, Johnston, MBA, PE,Executive Director DATE: December 20, 2024 RE: Out-of-office December 23rd, 2024 - January 1"t, 2025 I will be out of the office beginning Monday, December 23`d, 2024—January Pt, 2025, returning to the office Thursday,January 2"d, 2025. I authorize Ms. Karen Osborne, Chief Financial Officer to act on my behalf while I am out. I have the utmost confidence in the entire Senior Leadership Team to manage the utility without issue while I am away, In accordance with Clay County Utility Authority's Enabling Legislature, created by the Florida Legislation, Chapter 94-491, I-louse Bill 2299, recorded in the Public Records of Clay County, Florida,in Official Records Book 1524,pages 1798-1836,as the acting Executive Director,I Jeremy D.Johnston,herby confirm that Karen Osborne is hereby authorized to act on my behalf,with regards to signing any documents associated with the legal business of the Clay County Utility Authority, which I would otherwise be authorized to sign during the above referenced period. In the event of an emergency, please coordinate Karen. If I am needed for emergency actions, I will be available via cell phone,text,and email.Please feel free to contact me or any member of the Senior Leadership Team if y(ail ave any questions. Jerem l) h: .n, MB, , PE 1 cutive Director o le Clay County Utility Authority cc: File Darryl Muse, Chief Operations Officer Karen Osborne, CPA,MBA Chief Financial Officer Kimberly Richardson,Chief Human Resources Officer Paul Steinbrecher,PE, Chief Engineer Alicia Baker,Administrative Assistant, Operations