James, Cooke, and Hobson, Inc. - Replacement Flygt Return Activated Sludge Pumps and Installation

Agency:	City of Santa Fe
State:	New Mexico
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment Y - Construction of Structures and Facilities Z - Maintenance, Repair or Alteration of Real Property
Posted:	Dec 16, 2023
Due:	Jan 15, 2024
Publication URL:	To access bid details, please log in.

Bid Number: 40-M0087-23-CP506
Status: Open
Open Date: 12/15/2023
Close Date: 01/15/2024 4:30pm

Project Manager
P. Fred Heerbrandt, P.E.

pfheerbrandt@santafenm.gov

P. Fred Heerbrandt, P.E.
pfheerbrandt@santafenm.gov
505-955-4623

Description

The Return Activated Sludge (RAS) Pumps return the settled solids from the facility’s six
clarifiers to the aeration basin so the microbiology can continue to treat the wastewater. There
are four RAS pumps installed in the basement of the DAF Building. These pumps match the
specific hydraulic conditions of this pumping system, meeting the desired discharge rate for the
existing friction generated by the existing discharge piping system. They are also compatible
with the existing mounting system and electrical controls, since it is an in-kind replacement.
This scope of work will provide the Flygt pumps specified and install the new pumps into their
existing location and connect them to the existing electrical controls. Since this is a replacement of two of four identical pumps, if another manufacturer’s pump is
used, the hydraulic performance of these pumps would not match the existing pumps, putting in
jeopardy the redundancy designed into this pumping system, which requires each pump to
perform identical to the others. The use of a different pump may also utilize a different size
motor, which could impact both power and control wiring, necessitating additional costs. A
different pump also may not be compatible with the existing pump mounting system. Since JCH
is the exclusive Xylem representative for New Mexico, they have factory trained and certified
service technicians to install the Flygt pumps, which provides the greatest assurance that the
pumps will be installed correctly and any issues will not void the warranty.

Sole Source Packet RAS Pumps_encrypted_ 1.5MB

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City of Santa Fe, New Mexico

V2 2023

SOLE SOURCE REQUEST AND DETERMINATION FORM

This form must be submitted to the City of Santa Fe, Purchasing Division for authorization,

determination, and processing by the Chief Procurement Officer (CPO).

Please ensure to complete this form in its entirety.

Date: -N--o-v-e--m--b-e--r-1-71, 20/1223/23

Prepared By: P. Fred Heerbrandt, P.E.

Title: Engineer Supervisor

Vendor Name: James, Cooke, and Hobson, Inc.

Address: 4210 Hawkins Street, NW

City: Albuquerque

State: NM

Zip Code: 87109

Short Description of Goods/Services to be procured:

Replacement Flygt Return Activated Sludge Pumps and Installation

$252,614.33

Estimated Extended Cost:

Tax is subject to change.

Term of Contract: 18 months

One (1) to Four (4) years from date of award

Sole Source Request Justification Questions 1-3:

1. Explain the purpose/need of purchase. Ensure to include a thorough scope of work

for the services (the SOW cannot differ on the resultant contract/purchase

documents), construction or items of tangible personal property (if this is an

amendment request to an existing contract, attach current contract).

The Return Activated Sludge (RAS) Pumps return the settled solids from the facility’s six

clarifiers to the aeration basin so the microbiology can continue to treat the wastewater. There

are four RAS pumps installed in the basement of the DAF Building. These pumps match the

specific hydraulic conditions of this pumping system, meeting the desired discharge rate for the

existing friction generated by the existing discharge piping system. They are also compatible

with the existing mounting system and electrical controls, since it is an in-kind replacement.

This scope of work will provide the Flygt pumps specified and install the new pumps into their

existing location and connect them to the existing electrical controls.

CoSF

Version 2 04.26.2023

2. Provide a detailed explanation of the criteria developed and specified by the

department as necessary to perform and/or fulfill the contract.

The contractor has affirmed sole source for the services, construction or items of

tangible personal property (Attach memo from vendor). Provide documentation of

due diligence for other possible vendors/contractors to provide the requested

services/goods proved unsuccessful; or

I. Other: explanation of the reasons, qualifications, proprietary rights or unique

capabilities (unique and how this uniqueness is substantially related to the intended

purpose of the contract) of the prospective contractor that makes the prospective

contractor the one source capable of providing the required professional service,

service, construction or item(s) of tangible personal property. (Please do not state the

source is the “best” source or the “least costly” source. Those factors do not justify a

“sole source.”) Unique and how this uniqueness is substantially related to the intended

purpose of the contract.

3. Explain why other similar professional services, services, construction or item(s) of

tangible personal property cannot meet the intended purpose of the contract.

Since this is a replacement of two of four identical pumps, if another manufacturer’s pump is

used, the hydraulic performance of these pumps would not match the existing pumps, putting in

jeopardy the redundancy designed into this pumping system, which requires each pump to

perform identical to the others. The use of a different pump may also utilize a different size

motor, which could impact both power and control wiring, necessitating additional costs. A

different pump also may not be compatible with the existing pump mounting system. Since JCH

is the exclusive Xylem representative for New Mexico, they have factory trained and certified

service technicians to install the Flygt pumps, which provides the greatest assurance that the

pumps will be installed correctly and any issues will not void the warranty.

Approvals:

Based on the above facts, the City of Santa Fe Purchasing Officer has made the determination that

the justification for a Sole Source procurement is in accordance with NMSA 1978, § 13-1-126 and

shall be posted for a 30-day period prior to award.

___________________________________________

Travis Dutton-Leyda, CPO for the City of Santa Fe

FOB Destination

Date: _D__e__c__1__5__,_2__0__2_3___

Department Approval by:

_Jo_h_n_D_up_u_is_(D_e_c_13_, _20_2_3 _09_:0_4_M_S_T)_______________________

John Dupuis Public Utilities Department Director

Date: _D__e__c__1__3__,_2__0__2_3___

Pursuant to NMSA 1978, § 13-1-126 Sole Source Procurement, the 30-day posting period of

the Notice of Intent to Award this Sole Source request was met and no obligation to the award

to the above referenced contractor were received. This Sole Source determination will be valid

for the term stated on the first page of this document.

___________________________________________

Travis Dutton-Leyda, CPO for the City of Santa Fe

Date: ____________________

Required Attachments:

*Letter from Contractor acknowledging they are the only source (on their business letterhead and

signed by the head of business or financial operations),

*Quote from sole source Contractor

*Agenda Item to be presented to City Council if over $60,000 for Professional Services and $60,000

for Goods and Non-Professional Services

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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James, Cooke, and Hobson, Inc. - Replacement Flygt Return Activated Sludge Pumps and Installation

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