Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Amendment #1 to Contract #20150096 for Preventative Maintenance & Emergency Repairs to Blackwell, Tiffany and Calais Pump Stations
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Submitted By: Michelle Fentress, Procurement Agent I, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Agent I, PMD.
2. Parties: City of Port St. Lucie and MWI Rental Vero Beach.
3. Purpose: To facilitate preventative maintenance services and emergency repairs to be performed at the Blackwell, Tiffany and Calais Pumping Stations.
4. New/Renewal/Modified: Modified.
5. Duration: Term began on August 3, 2015 and shall continue until amended or cancelled by mutual agreement of both parties.
6. Benefits to Port St. Lucie: The amendment will allow preventative maintenance and emergency repair to be made on the Blackwell, Tiffany and Calais pumps stations should an unforeseen repair be required. The processing of this amendment would allow the Calais pumping station which is currently down and in need of immediate repair to be repaired upon being approved. Processing of this amendment will eliminate the delay associated with seeking a new contractor and/or provider to perform on call services for only one bid was received when previously advertised.
7. Cost to Port St. Lucie (Annual and Potential): Increase the original annual contract amount from $60,000 to $150,000 annually.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve Amendment #1 to Contract #20150096 for Preventative Maintenance & Emergency Repairs to Blackwell, Tiffany and Calais Pump Stations with MWI Rental Vero Beach.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Amendment #1 to Contract #20150096.
2. Move that the Council not approve the Amendment and provide staff with direction.
Background: The City of Port St. Lucie Public Works Department currently has three (3) drainage pump stations located in the eastern area of the City. A Letter of Interest was sent out through DemandStar on June 3, 2015, with a due date of June 11, 2015. There were 658 potential suppliers notified with only one (1) letter of interest being received. MWI was the only firm to submit a letter of interest. On July 27, 2015, the City Council approved the waiver of bid, per Chapter 35.04(c) and awarded MWI, Inc. enter into a contract with MWI. The existing contract was approved with the understanding that it would be a continuous contract until amended or cancelled, the City desires to update the original fee schedule as indicated in the enclosed amendment. The amendment of the daily, weekly, and monthly rental rates of a pump as well as the refurbishing rates for pumps is being requested because of increased inflationary issues associated with COVID. As the provider has never requested a price increase for the original 2008 rates, the requested increases being requested by MWI in accordance with their letter of August 10, 2022, appears reasonable. The enclosed letter clearly identifies the additional costs and time associated with obtaining raw materials such as steel, stainless steel hydraulic pumps, and electric motors.
As it is essential to provide adequate maintenance of these facilities, the Public Works Department entered a contract with MWI Rental Vero Beach also referred to as #20150096 for preventative maintenance and emergency repairs. The primary services provided under this contract are emergency repairs; thereby, the contract is an as needed basis contract. Preventative maintenance is done approximately every five (5) to eight (8) years. As an unforeseen terminal failure occurs between scheduled preventative maintenance cycles, the actual scope and cost of any given repair is unknown until an event occurs. This amendment will facilitate the authorization of emergency rentals if a pump station is offline or damaged. This amendment will also allow for a temporary unit to be placed on site to while the existing unit is inoperable.
It should be noted all of the four pump stations on Blackwell will be needing repairs soon.
Amending the current contract until such time a new contract can be bid and awarded based on projected leads time is essential.
Issues/Analysis: Staff has reviewed the additional compensation and the updated rate plans per the memo dated August 10, 2022, provided by MWI Pumps and find that it is fair and reasonable for the repair work that will need to be done. There was a 60% increase to labor cost partly due to MWI increasing their benefit package to compete with other companies to retain their employees.
Financial Information: Since Fiscal Year 2016, a total of $63,596.26 has been spent on Contract #20150096. Funds are appropriated in the Stormwater fund/Greenbelt/Repair & Maintenance-Equipment (#401-4127-546300-00000).
Special Consideration: N/A.
Location of Project: Blackwell Pump Station - 2656 SE South Blackwell Drive, Tiffany Pump Station - 1637 SE Durango Street, Calais Pump Station - Southern end of Calais Street at the H-34 canal.
Attachments:
1. Amendment #1.
2. Price Increase Letter from MWI.
3. Original Contract.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: #8593
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.