Title
MOTION TO RATIFY THE CITY MANAGER'S APPROVAL OF THE EMERGENCY PURCHASE ORDERS TO AQUIFER MAINTENANCE & PERFORMANCE SYSTEMS INC. (AMPS) IN THE TOTAL AMOUNT OF $38,265.48 FOR ADDITIONAL WORK AT WELLS #3, #6, #9, AND #11 AS WELL AS UPSIZING OF THE PUMP IMPELLERS AT THE EAST WELLFIELD.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On February 22, 2017, the City Manager approved a request from the Utilities Division to issue an emergency purchase order to Aquifer Maintenance & Performance Systems Inc. (AMPS) in the amount of $11,232.30 for the resealing of water wells #5, #9, and #11 at the City's Water Plant. It was noted during an inspection that the wells did not have secure sanitary seals which makes them susceptible to contamination, and they needed to be repaired immediately.
2. On March 22, 2017, the City Manager approved a request from the Utilities Division to issue an emergency purchase order to AMPS for the refurbishment of the City's water wells #1, #2, and #3. The wells were in need of secure sanitary seals. Additionally, the wells physically did not meet flood level, venting and discharge requirements of current regulations. The proposal from AMPS included a price of $18,926.80 for well #1, and $17,814.80 each for wells #2 and #3, for a total cost of $54,556.40.
3. During the inspection of wells #1, #2, and #3 by AMPS, it was determined that well #6 also needed further evaluation to increase the City's testing capability and to bring the well up to standard. AMPS provided an initial proposal for well #6 at a cost $5,940, however, after work commenced, it became clear that additional work was needed to be performed at well #6. AMPS provided additional two additional quotes in the amount of $20,219.40 and $43,455, making the total $69,614.40 for well #6.
4. On April 19, 2017, the City Commission ratified the City Manager's approval to issue an emergency purchase order to AMPS for the refurbishment of the City's water wells #1, #2, #3, #5, #6, #9, and #11 in the total amount of $135,403.10.
5. On October 24, 2017, the City Manager approved a request from the Utilities Division to issue an emergency purchase order to AMPS in the amount of $6,097.80 for the repair of the casing on well #3. During the rehabilitation work being done on the well, it was observed that the casing had a hole which was allowing sand into the well. The casing needed to be repaired immediately to prevent further degradation to well #3.
6. On June 13, 2018, the City Manager approved a request from the City Engineer to issue an emergency purchase order to AMPS in the amount of $17,970 for the upsizing of the pump impellers at the east wellfield. This will increase the capacity of the existing pump equipment. Wells #6, #9, #10, and #11 are located at the east wellfield. The request from the City Engineer was a result of the City being notified by South Florida Water Management District (SFWMD) that we were not in compliance with our permit due to under-pumping in the City's east wellfield.
7. On July 9, 2018, the City Manager approved an emergency request from the Engineering Division to increase the existing purchase order with AMPS in the amount of $14,197.68 for the installation of access ports for testing on wells #6, #9, and #11 in a time sensitive manner. This was due to SFWMD requirements.
8. Since the City Commission's ratification of the $135,403.10 emergency purchase order to AMPS on April 19, 2017, there has been an additional $38,265.48 in emergency work approved by the City Manager.
9. Per Section 35.18(C)(1) of the City's Procurement Code; "In urgent cases of compelling emergency that require the immediate purchase of commodities or services, the City Manager is empowered to waive competitive bidding or competitive proposals and authorize the Chief Procurement Officer to secure by open market procedure any commodities or services, notwithstanding the estimated cost of the commodities or services."
10. Request Commission to ratify the City Manager's approval of the emergency purchase orders to Aquifer Maintenance & Performance Systems Inc. (AMPS) in the total amount of $38,265.48 for additional work at wells #3, #6, #9, and #11 as well as upsizing of the pump impellers at the east wellfield.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $38,265.48
b) Amount budgeted for this item in Account No: The funds have been expensed from the following accounts:
471-533-6031-46150 (R&M - Land, Building & Improvements) and 471-533-6031-46250 (R&M Equipment)
c) Source of 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.