Title
MOTION TO APPROVE A SOLE SOURCE PURCHASE OF SYMBIONT™ MODEL PH300 GEOTHERMAL POOL HEATING/COOLING SYSTEM FROM SYMBIONT SERVICE CORP. FOR THE ACADEMIC VILLAGE POOL IN AN AMOUNT NOT TO EXCEED $147,803 PURSUANT TO SECTION 35.18(C)(3) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(3) states that "City standard, single-source and sole- source commodities or services. City standard, single- source and sole-source commodities or services are exempt from this section."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Recreation and Cultural Arts Department is requesting approval for a sole source purchase of the Symbiont™ PH300 Geothermal Pool Heating/Cooling System for the Academic Village Pool.
2. The Academic Village Pool was originally constructed in 2001 with a natural gas heating system. That system remained in place until 2010, when the City transitioned to a more energy-efficient geothermal heating solution using equipment manufactured and installed by Symbiont Service Corp.
3. The current geothermal system is a water-to-water configuration that draws thermal energy from a well and uses it to maintain pool temperature. This setup has provided reliable, year-round climate control for both recreational and instructional programming while significantly reducing operational costs compared to natural gas.
4. The existing system consists of six smaller Symbiont units, all of which have now reached the end of their service life. Over the years, staff have managed necessary repairs to extend performance, but the equipment has begun to fail more frequently and can no longer be sustained.
5. This request seeks approval to replace the current six-unit system with four larger, more efficient Symbiont PH300 geothermal heat/cool units. These units will match the existing capacity while improving long-term efficiency and reducing the number of components requiring maintenance
6. Symbiont Service Corp. is the exclusive provider of the Symbiont PH300 system, making this equipment available only through Symbiont. The units are manufactured to proprietary specifications by AquaCal AutoPilot, Inc. and cannot be sourced or serviced by any other vendor without voiding the manufacturer’s warranty.
7. On January 13th, 2026 the City’s Procurement Department issued Notice of Intent to Award Sole Source Procurement (RE-NTSS-26-01) “Symbiont Heating System at Academic Village NTSS.” The intent of this posting was to provide potential vendors an opportunity to contest the sole source designation. Responses were due on January 22, 2026, and no responses were received.
8. Symbiont Service Corp. has submitted a proposal in the amount of $147,803, exclusive of contingency, for the replacement of the existing equipment with four (4) new Symbiont PH300 units, including installation and all associated components.
9. Motion to approve a sole source purchase of Symbiont™ Model Ph300 Geothermal Pool Heating/Cooling System from Symbiont Service Corp. for the Academic Village Pool in an amount not to exceed $147,803, pursuant to Section 35.18(C)(3) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $147,803
b) Amount budgeted for this item in Account No: $180,000.00 in account 001-572-7001-664400-0000-000-0000-Other Equipment
c) Source funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.