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TO: Mayor Richard C. Irvin
FROM: David E. Schumacher, P.E.; Superintendent of Water Production
DATE: July 15, 2021
SUBJECT:
A Resolution Authorizing the purchase of a 400 horsepower deep well motor from Layne Christensen Company in an amount not to exceed $159,600.00.
PURPOSE:
To obtain City Council authorization for the Water Production Division (WPD) to purchase a 400 horsepower deep well motor from Layne Christensen Company (Layne), 721 W. Illinois Avenue, Aurora, IL in an amount not to exceed $159,600.00.
BACKGROUND:
The City of Aurora Water Production Division utilizes both surface water and groundwater as sources for the City's drinking water supply. Groundwater is regularly obtained from six shallow aquifer wells and twelve deep aquifer wells. Of these twelve deep aquifer wells, ten utilize either a 350 or 400 horsepower (hp) well pump motor. The proposed 400 hp, 2300V, 17", Type M Submersible motor will serve as a critical spare to allow for the timely return to service of a well if an existing 350 or 400 hp motor suffers a failure. Historically, the WPD has operated without such a spare, which then requires the damaged motor to be shipped out-of-state for repairs, normally requiring a 12-week turnaround time. Recently, the WPD was without three deep wells due to unexpected motor failures. Any number of unpredictable circumstances can negatively impact the quantity or quality of source water, such as deep wells being unavailable as described, or water quality conditions that impair the Fox River, which in turn requires the use of more raw well water via wells. As such, the WPD believes it is prudent to purchase a spare 400 hp motor for deployment in any of the ten applicable deep wells. This capability is most critical during the high water demand summer season.
DISCUSSION:
Layne has proposed that the spare motor be stored at their Aurora facility (721 W. Illinois Ave.) for a couple of very important reasons. First, Layne has the appropriate knowledge and expertise to provide the recommended, necessary care and maintenance of the motor for indefinite storage or until needed, at no cost to the WPD. Secondly, with Layne storing and maintaining the motor, the motor manufacturer, Flowserve, provides an extended 3-year warranty from purchase plus an additional 12 months from the date the motor is placed in service.
Layne has indicated in their quotation letter that the lead time for such a purchase is approximately 28 weeks (7 months). As such, the motor will be ordered upon City Council approval, (if approved, in August 2021). However, it is expected that it will not be received until early 2022. Thus it would be paid for from the 2022 city budget. Funding has been proposed via a 2022 CIP request, project # I052. Approved funding for this type of purchase would normally be allocated to City Budget Account No. 510-4058-511-73-04.
Layne is the sole regional factory authorized source for sales and service of Flowserve-Byron Jackson pumps and motors utilized by the WPD (sole source letter and affidavit are attached). Accordingly, the WPD cites the City of Aurora Code of Ordinances, Exceptions to Competitive Bidding Requirement, Article 5, Sec 2-335 (a) (3), "…the product or service desired is provided by only one (1) person…". This is a sole source provider purchase, therefore local preference does not apply.
IMPACT STATEMENT:
The unavailability of approximately 1.4 to 2 million gallons per day of deep well source water for up to three months without a spare deep well motor.
RECOMMENDATIONS:
That a resolution authorizing the purchase of a 400 hp deep well motor from Layne Christensen Company in an amount not to exceed $159,600.00 be approved by the Mayor and City Council. It is further recommended that this matter be submitted to the Finance Committee for review and recommendation.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing the Purchase of a 400 horsepower deep well motor from Layne Christensen Company in an amount not to exceed $159,600.00
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Water Production Division seeks to purchase a spare 400 horsepower deep well motor to help insure continuous, reliable water service to customers; and
WHEREAS, Layne Christensen Company, Aurora, IL is the sole regional factory authorized source for sales and service of Flowserve-Byron Jackson pumps and motors utilized by the Water Production Division; and
WHEREAS, Article 5, Section 2-335 (a) (3) of the City of Aurora Code of Ordinances is applicable; and
WHEREAS, funding has been requested in the 2022 City Budget in Account No. 510-4058-511-73-04 via a proposed 2022 CIP # I052;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that its Purchasing Director be and is hereby authorized to issue a purchase order for the purchase of a 400 hp deep well motor from Layne Christensen Company in an amount not to exceed $159,600.00 for the Water Production Division.