HomeMy WebLinkAboutDocumentation_Regular_Tab 06_10/15/2009.4
i ~ ~(\ P
( ~~'~, F
~,~-~.
,~ y ,
`~;
1. VILLAGE COUNCIL MEETING:
VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
Meeting Date:
October 15/2009 Meeting Type: Regular Ordinance #: N/A
Consent Agenda: Resolution #: 33-09
Originating Department: Finance
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
A resolution awarding a contract to Harn R/O Systems, Inc. to provide and deliver replacement R/O
membranes
3. BUDGET /FINANCIAL IMPACT:
401-411-552.610 Amount of this item
$118,300
Current Budgeted Amount Available: Amount Remaining after item:
$130,000 $11,700
Budget Amendment Required: No Appropriate Fund Balance: No
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
Village Council to approve awarding a contract to Harn R/O systems in the amount of $118,300.
5. APPROVALS:
Dept. Head:
Attorney: (for legal sufficiency)
Finance Director: '
Yes ^ No ^
Village Manager: ~~ ~
• SUBMIT FOR COUNCIL DISCUSSION: ^
• APPROVE ITEM: C~'
• DENY ITEM: ^
MEMORANDUM
DATE: OCTOBER 1, 2009
TO: MICHAEL COUZZO, VILLAGE MANAGER
CC: LORI MCWILLIAMS, VILLAGE CLERK
FROM: JOANN FORSYTHE, FINANCE DIRECTOR
RE: RESOLUTION 33-09 AWARDING A CONTRACT TO HARN R/O SYSTEMS,
INC. IN THE AMOUNT OF $118,300 TO PROVIDE AND SHIP REVERSE
OSMOSIS MEMBRANE ELEMENTS
Please add the attached agenda item to the October 15, 2009 Meeting of the Village Council.
10/1/094:23 PM
RESOLUTION NO 33-09
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, PALM BEACH COUNTY, FLORIDA, AWARDING A HARN
R/O SYSTEMS, INC, FOR THE PURCHASE AND DELIVERY OF A
FULL R/O MEMBRANE REPLACEMENT IN THE AMOUNT OF
$118,300 AND AUTHORIZING THE VILLAGE MANAGER TO EXECUTE
ON BEHALF OF THE VILLAGE AND PROVIDING FOR AN EFFECTIVE
DATE; AND FOR OTHER PURPOSES..
WHEREAS, The Village approved $130,000 Account #401-411-552-610 in the
FY 2010 budget to fund this purchase;
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1 Proposal and purchase requisition for this equipment attached
exhibit "A"
Section 2 Resolution No. 33-09 is hereby approved
Section 3 This Resolution shall become effective immediately upon passage.
` Village of Tequesta
• Purchase Order Re uisition
(Not a Purchase Order)
~'~.`~"~~ ~',~
,~. 1 ;
`Y ~-
~,.~;~ ern ? 3 Date:
,`:~T Date Purchase Order is Req'd:
! 1
~ Department:
~~ ~~ ~~ Req. #: 10/1/2009
10/15/2009
Water Plant
409
Quotes Received: 3 (See Attached)
Vendors Bids Recommended Vendor:
Harn R/O S stems, Inc. Vendor #: new
1 Harn R/O $118,300.00 Address: 205 Seaboard Avenue
2 Koch $118,424.00 City: Venice
3 Hydropro $119,260.00 State & Zip: Florida 34292
Comments: Membrane & delive
Manuf./
Item Descri tion Part# Q
Unit Price
Total Cost Account # Available Balance
Finance Use Onl
R/O Membranes
8060-HR-590
160
$ 731.25
$ 117,000.00 - ss`a,
401-411 ~~~.610 ~ v-a~r'
~'
Frei ht
$ 1,300.00
$ 1,300.00 -SSL,
401-411 56.610 :-s ~-~
'
$ - ~
_ ,_.~
~
$
- _.t,,
-r~
-~~
$ _ ~
$ -
$ -
$ -
$ -
Total: $ 118,300.00
De artment Head Si nature: Finance/Administrativ se Only:
Date: ~ 3 '"
Finance Si nature: Date:
Villa a Mana er A royal: .~---'T-ice '--"'-~ Date: • ~' j `
Villa a Council A royal: Resolution #: Date:
PO#: Processed By: Date:
PROPOSAL
Pa a No. 1 of 1 Pa es
v~ rn ~ ~
/1~~ .. ~~
v
HARK R/O SYSTEMS, INC. -205 SEABOARD AVENUE- VEMCE, FLORIDA 34292
941-488-%71- 941-488-9400
Village of Tequesta ATTN: JOHN COLLINGS 8/19109
901 North Old Dixie Hwy Fax: 561-996-1201
Tequesta, FL 33469 RE: Full R/O Membrane Replacement -REVISED
Harn R/O Systems, Inc. is pleased to present the following proposal for replacement R/O membranes:
1. Provide one hundred and sixty (160) Koch Mode18060HR-590~Reverse Osmosis membrane elements. The
membranes will be rated for 16,600 GPD with a minimum chloride rejection of 99.2%. Elements will come with
brine seals, o-rings and interoonnectors. End adaptors will be reused
For the sum of .............................................................. .......... $117,000.00
..............
Freight ....................................................................... . $1,300.00
........................
2. Membrane installation is based on three (3) men on-site for four (4) days including drive time from Harn R/O
Systems facility in Venice, FL. All applicable living expenses are included in the price. Installation to include but
not limited to, disassembly of pressure vessel end caps, removal of old existing membranes, cleaning and swabbing
vessels with sodium hypochlorite, proper lubrication of vessels and membrane seals, and installation in a clean
environment. Hare R/O staff will start-up and profile the system after membrane installation.
For the sum of..........
..............................................................................$11,000.00
-Upon completion of the project a report will be provided to the owner srr**rrnari~i ~ the work that was performed.
Included in this report will be a revised membrane loading sequence and start-up data.
-Proper swabbing of the vessels and keeping the new vessels in a clean environment is an important step that will
ensure that the bacteriological test come back negative.
The owner is responsible for performing any bacteriological testing that is necessary. The owner is responsible for
determining if these tests are necessary and for any lab fees associated with these tests. The owner is responsible for
disposing of the old membranes.
Note: If bacteriological clearance is required, you will not be allowed to use the R/0 system to produce potable
water until given clearance by the state.
-Permits and any necessary bacteriological testing costs are not included.
Upon receipt of a signed proposal we can verify membrane availability and schedule a firm date to complete the
membrane replacement.
HARK R/O SYSTEMS WILL NOT PROVIDE LABOR FOR THE REPLACEMENT IF NEW
MEMBRANES ARE NOT PURCHASED FROM HARK R/O SySTEMS, HARK R/O SYSTEMS WILL
SELL JUST THE MEMBRANES IF REQUESTED-
we Propose hereby to fiunish material and labor -complete in accordance with above speciSc~rions, for the sour of
See above, taxes not included Terms are Net 30 days
f+u matectals is gnara~ed to be as specified All wodc to be completed in a worlmoanlilpe
^~^~ according to sts»daref practices. Any alteration or deviation 11rom above specifics.
ions im+olving extra costs will be executod only upon written ordaa, and vnll become an Authorized
extra charge Duct and above the estimato. All a>s upon str>kes, accidents Sigoauae `laSOfl !p, CDpgj
or delays beyond our contrnL Owns to carry S% tornado and other necessary insurance. NOTE: This propose! may be
Our workers are filly covered by Worlmxn's Compensation Insurance. Witlxhawn by us if not accepted within 30
~•
Acceptance of Proposal -The above prices, specifications effi
conditions are satisfacWry and an hereby accepted. You stn authorized
to do the work as specified Payment wpl be made as outlined above.
Sigoatute
Date of Acceptance: ._____ Signature:
t! KOCH
• ' MEMBRANE SYSTEMS A Koch Chemical Technology Group, lic company
Quote No. KM046477
Date: 8/6/2009
Prepared For: COLL/NGS, JOHN
Customer #:
VILLAGE OF TEQUESTA
901 N. OLD DIXIE HIGHWAY
TEQUESTA, FL 33469
UNITED STATES OF AMERICA
901 N. OLD DIXIE HIGHWAY
TEQUESTA, FL
UNITED STATES OF AMERICA
TEL:
FAX:
LINE QTY PART DESCRIPTION UNIT PRICE EXT PRICE
001 160 8883212 SPIRAL,TFC 8060-HR-590 $725.00 $116,000.00
002 1 FRT FREIGHT CHARGES $2,424.00 $2,424.00
TOTAL QUOTE: x118,424.00
Dear John,
Here is the quote you requested. If this quote is accurate and you would like to place this order, please sign this quote
and fax back along with your purchase order to 858-635-5430.
Thank you and if I can be of any further assistance, please don't hesitate to call my direct line listed below.
Best Regards,
Brenda Childs
bmchikis@kochmembrane.com
858-635-1051
858-635-5430
Quote effective syfrough: t 1/3Q/2009 Quoted by: BRENDA CHILDS Tel: 858-635-1051
Fax: 858-635-5430
Customer Signature Date
Customer PO No. Carrier Collect No.
Ship To:
Please provide your email address
All sales by Koch Membrane Systems, Inc. are subject to the KMS StandaM Terms and Conditions of Sale
which are attached and set forth at our website www.kochmembrene.com (click on the KMS
Standard Terms and Conditions of Sale link on the bottom of the home page.)
860 Main SUaet . WIImIngEDn, Massachusetts 01$87-3388 • TEL 8881677-KOCH (8624) • TEL 978f69A-7000 ~ FAX 87E/867d208
10064 old Grove Road • ban Diego, CalHomia 92157-1647 • TEL 800/626.4368 • TEL 8681636-1000 -FAX 888/6aA-6226
Page 1 of 1
~IHYDROPRO, INC.
990 W. 15th Street
Riviera Beach, FL 33404-6720
PH: 561-848-6788
FX: 561-881-0315
ATTN:
VILLAGE OF TEQUESTA
P. O. BOX 3273
TEQUESTA, FL 33469-0273
QUOTATION FOR:
Date QUOTE #
8/7/2009 09-37
Delivery Terms Rep FOB ATTN:
TBD 50%DOWN SHIP POINT
Description Qty Price Total
KOCH TFC 8060-HR 590 SPII2AL MEMBRANES 160 726.00 116,160.00
FREIGHT !THIS IS AN ESTIMATE AND WILL BE BILLED 1 3,100.00 3,100.00
AT THE ACTUAL AMOUNT
INSTALLATION BY HYDROPRO SERVICE TECHNCIAN 1 4,175.00 4,175.00
THIS QUOTE IS GOOD THROUGH NOVEMBER 30, 2009
CHANGE ORDER
August 10, 2009
> Added 1 4531 Installation. (+4,175.00)
Totat change to estimate +$4,175.00
SUbtOta~ $123,435.00
Quote valid for 30 days
Sales Tax (0.0%) So.oo
Total
5123,435.00
Quoted By
F-T38
~~. W-9
~:Aev. Oct7,ner 200?}
Oaprarlernnl at IM1+ Trmsury
~ntvnai Ra~an+w 9ixvvieo
i Hams (es shown on your
N
m
a
~.
cd
~~
o
c~
0.v
r~
Reques# for Taxpay®r
identification Number and Cer#ification
~+t
8uaness name, iF diflxont from sotwa
Give form to tFte
requester. Oo not
gelid tR th@ lies.
ChecR approprlrto Dux: ^ IndivitluauSda propAetar (~ Corporation ^ Rartrur=hip
^ limKOd'tAbility e~Ao'+Y. Ehtartha tax clasufka+;an (I~d~eragaMed verity, Ca:crporaGon. P=partnarshiP} - .._._.- Q ~ 0y0 p~
^ Othr lea insmrt2iolq a
Address (numt:er, rirret, 8na apt. or suite no.} RegoOStor's name ono address (opnonay
205 SEABOARD AVE.
Cily, atrte, and 7J? case
Vfi13ICE, FL
Lrs+ a:COunt numbar(s} M
Erttor your TIN In thra appropriate box. The TIN provided must match the name ghrert on Ure t to avoid Social ~+~ nwr+Dar~-l
backup wi~thakting. For intlividuala, ;his Is your saeial set`<rr'ty nurttt~Ar (SSNj, However, for a rosltlent ! ~
alien, so.e proprlotor, or disregarded entity, see the Part I :nstructiorrs on t~ 3. For other entitles, it is
your employer idenWication number (EII~, h you do not have a number, Sea hlaw to gat a 71N on page ~. 4r
Note. If the acoourt q in moro than one nsn», see the chart an page 4 for guideiinGS an whose ~f~ menttrteanon number
numt»r to enter. ----__---- - _ _ 59 x,445236
i
Under panaltias of perjury. ~ aartity mar
t, ti'he number Shown on thla form Is my contact taxpayer Idtxttlftcacitxt nurrtbe- (or I am waiting far a ntunbar to be issued to me). and
c. I am not subject to bsokup withholding bacauam~ (a) J ari+ exempt Frain backup withnotd;n9, or (b} i have not been notlflod by the internal
Aovenue StHVice (IRS) that i am subject to backup wlthhotdirq as a result of a taiiure to report eu interest or divttlends, or (c) th®IRS has
notified rtw that I am nc longer 6~.rbpet to bacKUp wttnaotding. ana
3. I am a U.S. citlaen ar other U.S. pprsan (defined belovl~.
CertiFleotlon ino>rtretions. Yau must cross out item Z atsavs it you have bwn notiflod by the IRS that you are currerdy subject m backup
withholding baWu3e you ^ave felted to report all interest and dividends on your tax return. Far rest estate trans'aetlons. item 2 does not apply.
For mortgage interest paid, acgaisititur or ahartt9ortmord of seourod propeRy, canceladan of debt, contributions to an individual retirtsnent
arrangQmwttt ?tRA), one ganoratly, payments other than Interest and dividrxtds, ybu are not requlrad to elan the Crirtlncation, out you must
Provide your correct itN. See the ,;~istruetrona an peg. a.
Sign Siar+at+r• of
Here u.8,~~+ - .t'~ 1~--- Q_ ~~ • . cam r 1 ~ ~"
~@[it?Pai iftt>'a~rUCtt~ilS ~ V
Section references are to a Internal Rgvenv9 Coda uniq~s
otherwise noted.
Purpose Df Form
A person vrtta is rsquirod to file An Intogtiatiiart reruns with trta
IRS must obtain your txxrect taxpayer identitication number (TIN)
to repot, for eltample, income paid to you, real estate
transactions, mortgage interest you paid, acgttislton ar
aoandonment of seCUrrad property, cancellatlan of tlabt, or
contributions you made tc an tRA.
Use Form W-t3 only if you are a U.S. person pnciuding a
res dent alien , to prov!de your correct TiN bo the person
requesting it the requests-) turd, vhten appllGable, t0:
1. Certify that the TIN you are gluing b Correct (or you are
waiting for a number to be lsssed),
2. Certify that you are not subject to backup wkhholditlg, or
3. Claim exsrnotion horn backup withnolcing if you are a U.B.
exempt payee. k applicable, you are also certllying that 1S a
U.S. person, your siltXtiabie share or any partnerah p income tram
a U.S. trad9 or business Is not subject ~ the wRhholdirg tax an
foreign partners' share of effectively connected income.
Note. if a reQt,lester gives you a form other than Form tiV•9 tc
request your TIN, you must use the requester's form i! a Is
sttbstantlally slmUatr to this Fotm W-8.
t7e~rtition of a U.S. perYOn. For t+3derttl tt3% purposes, you are
consideretl a U.S. person if you are:
• An individual who is a U.6. citizen or U.S. resident alien,
• A partnership, corporation, compsny, or association crtsated or
orgdnlxetl in the UMt+ad Statras or under the ;awe of the United
stales,
• An estate (other than a fortrign estate), or
• A tlomes:io trust (ais dented in Regulations section
30t.T7o1•'i7.
Special rules for partnershlpa. f+atinetships that cond~Ct a
trAC~ or business !n the United States are generally required to
qtly a withholding tax on arty foreign partners' share of income
from such business. Further, in certain cases where a Form W-E
has not been received, a partnership is reQtJir6tl t0 prsSUl»i3 that
s partner is a foreign person, >!nd Arty tht wntthok!?ng tax.
Therefore, if you are a U.S. person the: is a partner in a
ptuinersh~p conducting a trade or business in the United States.
provide Form W-9 to thin partnership to establish your U.6.
status and avoid withholding vn your share of partnrsrsttip
income.
Thq person amo g!v$s Form W$ [0 the partnt~hip ftx
purposes of estabiishin Ys U.S. status and avoiding withholding
on Its allocable share of net income from the partnership
conducting a trade or business In the United States ig in the
following cases;
• The U.B. owner aF a disregarded entity and not the entity,
C:t tYo. 10251X Form W'9 (Rev. t0-2aR'}