HomeMy WebLinkAbout563034 MEDORA CORPORATION - PURCHASE ORDER - 9191124 (2)Utilities
Water Production
4316 LaPorte Avenue
PO Box 580
Fort Collins, CO 80522
970.221.6690
970.221.6736 – fax
970.224.6003 – TDD
utilities@fcgov.com
fcgov.com/utilities
Date: June 5, 2019
To: Gerry Paul, Director of Purchasing and Risk Management ________
Through: Pat Johnson, Senior Buyer
Carol Webb, Water Resources and Treatment Operations Manager _______
Donnie Dustin, Water Resources Manager ________
From: Tony Spencer, Water Engineer II ________
Re: Sole Source Exemption-SolarBee Maintenance Program
Purchase Amount: $41,479 single payment for 3 years of service
Background:
We have installed five SolarBee solar-powered mixers in Rigden Reservoir for water quality
purposes. They require regular maintenance that can necessitate special skills and/or
equipment that Utilities does not possess (i.e. large boats with a floating barge/hoist).
Medora, the manufacturer of the SolarBees offers a maintenance program (‘SolarBee
BeeKeeper Service Program’) where they perform regular inspections and all maintenance
required for a fixed rate, regardless of the amount of site visits/materials required throughout
the year. We have already experienced one situation where wind and wave action caused
the SolarBees to migrate from their intended locations in the reservoir, which required
SolarBee to perform multiple days of work to relocate back to their original locations. I think
the program could result in a cost savings as compared to paying for them to come out on
perform maintenance or repair on an as-needed basis.
Scope of Work or items to be purchased:
We would like to purchase the SolarBee BeeKeeper Service Program from Medora. The
program will provide all maintenance needed (labor and materials) for the SolarBee mixers
in Rigden Reservoir, as well as coverage against damage or theft.
Exception to Competitive Bidding Rational:
The SolarBees require regular maintenance that can necessitate special skills and/or
equipment that Utilities does not possess (i.e. large boats with a floating barge/hoist).
Medora Co. is the only company we are aware of that provides such a service in the region.
Recommendation
Recommend approval of an exception to the use of the competitive bid or proposal in
accordance with City Code Section 8-161(d)(1)(b) and 8-161(d)(2) and (3) which authorizes the
City Manager to approve exceptions less than $200,000.
DocuSign Envelope ID: 1B20A7A1-883B-440B-A295-5AB0CF375C95
The Purchasing Agent may use this approval, as authorized by City Code Section 8-161(d)(4),
as the basis for negotiating the additional purchase of services from Medora Corporation for up
to five one-year terms extending through July 31, 2022.
Attached: Quote #CW19040
DocuSign Envelope ID: 1B20A7A1-883B-440B-A295-5AB0CF375C95
Main Office & Service Center Information:
Medora Corporation Date: May 06, 2019
3225 Highway 22 Quote #: CW19040
Dickinson, ND 58601 Customer #: FOR04
Toll Free: (866) 437-8076 Phone: (701) 225-4495
Fax: (866) 355-7583
Customer Information: Quote Is Valid Until: July 31, 2019
Customer Contacts:
BeeKeeper Pricing Options (costs cover all units listed on page 2):
$14,554.00
$15,136.00
$41,479.00
Unit(s) & Location(s) Covered Under BeeKeeper Service Program:
1
2
3
4
5 150603551 SB10000HW v18 USCORW-LOC194.004: Rigden Reservoir
150603549 SB10000HW v18 USCORW-LOC194.004: Rigden Reservoir
150603550 SB10000HW v18 USCORW-LOC194.004: Rigden Reservoir
150603547 SB10000HW v18 USCORW-LOC194.004: Rigden Reservoir
150603548 SB10000HW v18 USCORW-LOC194.004: Rigden Reservoir
Authorized Signature Date
Serial Number Model Location
Acceptance Of BeeKeeper Service Program
To accept this Service Program, please fill out below information and either:
a) Fax to 866-355-7583, b) Scan and email to customerservice@medoraco.com, or c) Mail using address above.
Option 1, 2, or 3 Purchase Order Number (if applicable)
OPTION 1 Standard Annual Cost (Re-Quoted Annually)
OPTION 2 Locked Annual Cost (3 Year Term, Invoiced Annually)
OPTION 3 Upfront One Time Cost (3 Year Term, Invoiced At Start)
Nick Smiley
PO Box 580
Fort Collins, CO 80522
Fort Collins, City of
BeeKeeper Service Program
DocuSign Envelope ID: 1B20A7A1-883B-440B-A295-5AB0CF375C95
BeeKeeper Service Program
BeeKeeper Terms & Conditions for SolarBee and Gridbee Floating Mixers:
1. Universal Damage Repair for Medora Corporation Manufactured Equipment; all structural repairs and replacement parts
needed for Medora Corporation manufactured equipment caused by damage incurred due to events such as: acts of nature,
accidents and vandalism are covered.
2. Access To On-Staff Water Quality Experts; our water quality experts are available for data analysis and application
troubleshooting. Medora's obtained water quality data along with the customer's' water quality data will be analyzed and expert
reviewed, then followed-up with discussions and open communication until a resolution is acheived. Medora Corporation
employs many experts in the water quality field including specialized areas such as limnology, hydrology, wastewater, biology,
and engineering.
3. Annual Maintenance of the Medora Corporation Manufactured Equipment; the motor, pump, spray nozzle and all structural
components of the Medora Corporation manufactured equipment are inspected and replaced if needed. In all, a complete
inspection is performed for mechanical and structural items. All necessary or advisable machine repairs and/or upgrades for
Medora Corporation manufactured equipment are also made.
4. Maintenance on Third Party Equipment Supplied by Medora Corporation; Medora Corporation service crew will complete
general cleaning and maintenance checks on third party equipment for the THM system. However, all repairs and warranty
claims will go through the equipment’s direct manufacturer. Any repair costs not covered under direct manufacturer are the
owner’s responsibility.
5. Onsite Crew Response For Critical Application & Operational Service Issues; if service issues arise, the customer may be
asked to perform a basic machine inspection and discuss results with Medora's Customer Service Department. In some cases,
the customer may be asked to perform minor tasks (i.e., cleaning, basic troubleshooting, and replacing minor parts). If
replacement parts are needed, the factory will ship them out at no cost. For more serious application and service issues,
Medora Corporation will dispatch a crew to resolve the issues onsite.
6. Removal, Storage, and Redeployment of Potable Water Machines; if Medora Corporation equipment needs to be removed
for any reason, Medora Corporation offers removal, storage, and redeployment at a discounted rate. Contact Medora Customer
Service for a removal and redeployment quote.
7. Pre-enrollment Requirement; all SolarBee/GridBee machines deployed at a particular location must be covered under the
same BeeKeeper term. If a machine is not covered under a BeeKeeper Service Program within one year of initial deployment, or
if a BeeKeeper Service Program is allowed to lapse, a pre-enrollment inspection may be required to enroll / re-enroll at standard
service rates.
8. Currency; all prices are shown in U.S. Dollars and all payments must be made in U.S. Dollars.
9. Payment Terms; the start date for a BeeKeeper Service Program is the first of the month following notification of acceptance
or at a time designated by the Customer (always the first of a month). Invoices are issued within 30 days of the start date with
payment due 30 days from invoice date.
10. Taxes & Governmental Fees; unless otherwise indicated, no taxes, tariffs, or other governmental fees are included in the
costs shown above. Taxes and fees of all types relating to this sale being imposed on Medora Corporation or the customer are
the customer's responsibility to pay whether they are learned of before or after the customer orders this program. These
include but are not limited to: all local, state, and federal taxes including sales and use taxes, and business privilege taxes. The
customer's purchase order should indicate any taxes or fees due on equipment and/or services. The customer will distinguish
whether they will pay any fees / taxes directly to the governing body or to Medora Corporation for Medora Corporation to submit
to the governing body.
11. Liability; in no event will Medora Corporation or its affiliates be liable for any lost profits or use or other punitive, special,
exemplary, consequential, incidental or indirect damages, however caused, on any theory of liability. Medora Corporation and its
affiliates expressly disclaim any and all express or implied conditions, representations, and warranties on products furnished
hereunder, including without limitation all implied warranties of merchantability or fitness for a particular purpose.
12. Material Supplier; Medora Corporation is a Material Supplier as defined by the US Department of Labor, and is never a
contractor or subcontractor, and never does construction work of any type. As a Material Supplier, the delivery, placement,
Beekeeper and other service work performed by Medora Corporation personnel on equipment which it manufactured is not
subject to Davis Bacon reporting requirements designed to ensure fair pay for construction laborers. Also, all of Medora’s
Beekeeper and other service work agreements run directly from Medora Corporation to the final equipment owner. If BeeKeeper
or other factory service work is incorporated into a construction project of any type, that service work does not become part of
the construction project nor will a bond be required or provided.
DocuSign Envelope ID: 1B20A7A1-883B-440B-A295-5AB0CF375C95