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File #: 21-0825    Version: 1 Name: Purchase of Lift Station Repair Parts
Type: Purchase Status: Passed
File created: 9/16/2021 In control: City Commission
On agenda: 12/1/2021 Final action: 12/1/2021
Title: MOTION TO APPROVE THE PURCHASE OF REPAIR PARTS FOR ALL CITY LIFT STATIONS ON AN AS NEEDED BASIS FOR AN ANNUAL AMOUNT NOT TO EXCEED $245,554.44 FROM THE SOLE SOURCE VENDOR, SMITH & LOVELESS, INC., PURSUANT TO SECTION 38.18(C)(3) OF THE CITY’S CODE OF ORDINANCES, REALIZING A SAVINGS OF UP TO $17,188.81 IN SALES TAX.
Sponsors: Utility
Attachments: 1. 1. Parts List Quote, 2. 2. Sole Source Letter, 3. 3. 12-15-99 Commission City Standard
Title

MOTION TO APPROVE THE PURCHASE OF REPAIR PARTS FOR ALL CITY LIFT STATIONS ON AN AS NEEDED BASIS FOR AN ANNUAL AMOUNT NOT TO EXCEED $245,554.44 FROM THE SOLE SOURCE VENDOR, SMITH & LOVELESS, INC., PURSUANT TO SECTION 38.18(C)(3) OF THE CITY’S CODE OF ORDINANCES, REALIZING A SAVINGS OF UP TO $17,188.81 IN SALES TAX.

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 regarding "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 $25,000, 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.  Every year, the Utilities Division is provided funding for the purchase of lift station pump and motor replacements as needed throughout the year.

2.  Lift Stations are used to pump wastewater from homes, businesses and parks in the City to the Wastewater Treatment Plant.

3.  As part of the Operation, Maintenance, Management of the Utility System Agreement with Operations Management International, Inc. (OMI), a Preventative Maintenance Program was established to include all lubrications, adjustments, inspections, mo...

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