Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Waiver of Bid for Environment One Corporation Grinder Systems to Provide Grinder Pumps and Related Parts to the City of Port St. Lucie Utility Systems Department
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Submitted By: Daniel Segui, Assistant Director, Utility Systems Department
Strategic Plan Link: The City’s Mission to provide exceptional municipal services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Utility Systems Department (“USD”)
2. Parties: City of Port St. Lucie and Environment One Corporation (“E-One”)
3. Purpose: Purchase of E-One Grinder pumps and related parts and related parts for new construction, preventative maintenance of current systems and septic to sewer conversions.
4. New/Renewal/Modified: New
5. Duration: N/A
6. Benefits to Port St. Lucie: Connecting to the City’s wastewater system.
7. Cost to Port St. Lucie (Annual and Potential): The USD may purchase up to 1,600 grinders at a cost of $1,418 each unit for conversion and remaining are monthly pump replacements for a total estimate of $2,286,800 for new construction and septic to sewer conversions. The attached quote also provides pricing for parts for preventative maintenance on existing systems estimated at $17,262.90. The rate has not increased since the prior purchase.
Presentation Information: N/A
Staff Recommendation: Move that the Council waive the bidding on the emergency purchase of E-One Grinder pumps and related parts.
Alternate Recommendations:
1. Move that the Council amend the recommendation and complete the motion in the affirmative.
2. Move that the Council not approve and provide staff with direction.
Background: The COVID pandemic has impacted the USD with supply shortages of sewer grinder system materials required for new construction, septic to sewer conversions, and maintenance of the USD’s existing systems. The USD is purchasing quantities it estimates are required to keep up with the housing demand and conversions. The USD entered a pilot program with E-One systems last year. E-One is the founder of the pressure sewer market with over 50 years in business and has more than 750,000 installed units and connects roughly 200 additional homes globally per day. The USD purchased 800 units and related parts from E-One based upon the same terms and conditions on August 9, 2021 (Legistar ID 2021-665) and has since encumbered all 800 systems. The attached memo to the City Manager outlines the circumstances for the prior purchase in August, however, the circumstances regarding the supply chain issues remain.
Issues/Analysis: The City is experiencing shortages and delivery delays for grinder pumps and related parts. E-One is able to provide grinder pumps and related parts. Approval of this item would enable the USD to maintain the approximately 33,000 Myers grinder systems we have in the ground. The USD is working on a plan to be able to retrofit the existing Myers grinder systems upon failure to an E-One System. The USD is averaging about 220 Myers grinder pump replacements a month. The USD is “on-hold” with Septic Conversions until the USD acquires more E-One Systems.
Financial Information: The installation estimated cost for new construction and conversion is ($1,418 per unit x 1,600) is $2,268,800.00 from account #439-3515-552330. The preventative maintenance portion estimated cost for calls for service is $17,262.90 from account #438-3516-563000. The total amount estimated is $2,286,062.90.
Special Consideration: Section 35.04(c) of the City’s code authorizes a waiver of the provisions of the requirement to competitively bid certain purchases if, for good cause shown, and upon written recommendation by the City Manager, the City Council, by affirmative vote, authorizes the purchase of goods, supplies, materials or services without competitive bid. Approval of this item is required to maintain sufficient inventory for new construction, continued maintenance of existing systems, and septic to sewer conversions.
Location of Project: Utility Service Area
Attachments:
1. USD Memo
2. E-One Quote
3. Terms and Conditions
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: 7383
Legal Sufficiency Review:
Reviewed by Amber Moseley, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.