Title
MOTION TO APPROVE THE PURCHASE OF TEN (10) SMITH & LOVELESS, INC. REPLACEMENT SEWER PUMPING STATIONS FROM THE SOLE SOURCE VENDOR, SMITH & LOVELESS, INC., IN THE AMOUNT OF $491,609, ALONG WITH THE PURCHASE AND INSTALLATION OF THE CONTROL PANELS RELATED TO THE LIFT STATION EQUIPMENT FROM THE SOLE SOURCE VENDOR, SANDERS COMPANY, INC., IN THE AMOUNT OF $303,090, AND THE PURCHASE OF REPAIR PARTS, ON AN AS-NEEDED BASIS, FOR ALL CITY LIFT STATIONS FROM THE SOLE SOURCE VENDOR SMITH & LOVELESS, INC., IN AN ANNUAL ESTIMATED AMOUNT OF $200,000, FOR A TOTAL AMOUNT OF $994,699.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. Lift stations are used to pump wastewater from homes, businesses and parks in the city to the wastewater treatment plant. The cost of lift stations vary by the size of the pumps and motors in the pump station. The estimated useful life of each of these lift stations is 15 to 20 years.
2. The City currently has 197 Lift Stations throughout the City. Each year the Utilities Administration analyzes the condition of the oldest lift stations to determine which lift stations will be scheduled for replacement.
3. The following lift stations have passed their useful life and are scheduled for replacement in this fiscal year:
|
Lift Station |
Location |
|
LS 90 |
1100 NW 186 Ave |
|
LS 53 |
1500 SW 121 Ave |
|
LS 13 |
1571 NW 85 Way |
|
LS 15 |
12502 Pines Blvd |
|
LS 145 |
1950 NW 142 Ave |
|
LS 69 |
320 NW 198 Ave |
|
LS 109 |
1258 NW 165 Ave |
|
LS 10 |
1307 N. 77 Way |
|
LS 47 |
1243 NW 123 Terrace |
|
LS 70 |
20451 NW 4 St |
4. The Public Services Department is requesting to purchase ten (10) replacement lift stations directly from Smith & Loveless, Inc. The Engineering Standards Manual for the City of Pembroke Pines requires that all lift stations installed in the City of Pembroke Pines must be manufactured by Smith & Loveless, Inc. A single manufacturer was chosen to minimize the number of spare parts and have all lift stations be as similar as possible. The Engineering Standards Manual was approved by the City Commission on December 15, 1999.
5. Smith & Loveless has submitted a letter informing the City of Pembroke Pines that they are the manufacturer of these sewer treatment pump stations and that they only sell their proprietary equipment and related spare parts through sole source representatives. In addition, Smith & Loveless has certified that the sole source representative for the City of Pembroke Pines location is Sanders Company.
6. Smith & Loveless, Inc. and Sanders Company, Inc. have submitted the following proposals for the replacement of the above Lift Stations:
|
Lift Station |
Smith & Loveless |
Sanders Company |
Total |
|
LS 90 |
$46,515 |
$30,118 |
$76,633 |
|
LS 53 |
$58,492 |
$31,388 |
$89,880 |
|
LS 13 |
$51,048 |
$31,388 |
$82,436 |
|
LS 15 |
$44,745 |
$30,837 |
$75,582 |
|
LS 145 |
$51,048 |
$31,388 |
$82,436 |
|
LS 69 |
$45,064 |
$28,582 |
$73,646 |
|
LS 109 |
$51,048 |
$31,388 |
$82,436 |
|
LS 10 |
$54,707 |
$30,837 |
$85,544 |
|
LS 47 |
$45,064 |
$28,582 |
$73,646 |
|
LS 70 |
$43,878 |
$28,582 |
$72,460 |
|
Total |
$491,609 |
$303,090 |
$794,699 |
7. The Public Services Department will be able to salvage several parts from the lift stations being replaced, which will be used throughout the City's other lift stations.
8. In addition to utilizing the salvaged parts for the repairs, the Utilities Department needs to purchase additional parts on an as-needed basis. The Utilities Department has estimated the need for approximately $200,000 annually, for the purchase of these repair parts, directly from the sole source manufacturer, Smith & Loveless, Inc.
9. Per Section 38.18(C)(3) of our Procurement Code; "City standard, single-source and sole-source commodities or services are exempt from the Competitive Bidding process."
10. Request Commission to approve the purchase of ten (10) Smith & Loveless, Inc. replacement sewer pumping stations from the sole source vendor, Smith & Loveless, Inc., in the amount of $491,609, along with the purchase and installation of the control panels related to the lift station equipment from the sole source vendor, Sanders Company, Inc., in the amount of $303,090, and the purchase of repair parts, on an-as-needed basis, for all City lift stations from the sole source vendor, Smith & Loveless, Inc., in an annual estimated amount of $200,000, for a total amount of $994,699.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $994,699
b) Amount budgeted for this item in Account No: There is $794,699 available for the purchase and installation of the Lift Stations, control panels and related parts in account # 471-535-6021-812-63122 (Lift Station).
c) Source of funding for difference, if not fully budgeted: Upon Commission's approval, a budget adjustment will be made to move funds from the following accounts for the purchase of repair parts, when needed:
$125,313 from account # 471-535-6021-812-63122 (Lift Station)
$ 74,687 from account # 471-535-6022-64400 (Other Equip.)
$200,000 to account # 471-535-6021-46250 (R&M Equipment)
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.