Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Contract #20220052 with In Depth Inc. for Tank Cleaning and Diving Services
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Submitted By: Kevin R. Matyjaszek, Utility Systems Director
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Utility Systems Department (“USD”)
2. Parties: City of Port St. Lucie and In Depth Inc.
3. Purpose: The USD seeks to “piggyback” Bay County, Florida’s competitively procured contract for the Cleaning and Inspection of Water Treatment Ground Storage Tanks. The Florida Department of Environmental Protection (DEP) requires the tanks to be inspected every 5-years pursuant to Rule 62-555.350, F.A.C. The tanks were last inspected in 2017.
4. New/Renewal/Modified: Renewal.
5. Duration: October 11, 2021- September 30, 2022, with options for up to three one-year renewals. The Contract was renewed on September 26, 2022, for an additional year for service through September 30, 2023.
6. Benefits to Port St. Lucie: The USD has worked with this vendor in the past with no issues and great service.
7. Cost to Port St. Lucie (Annual and Potential): The Contract was renewed on September 26, 2022 with a 15.84% price increase. JEA anticipates an expenditure of approximately $32,000 for cleaning, but the cost will be higher if repairs are needed. Prineville’s tanks have been cleaned, but repairs are anticipated to be approximately $35,000.
Presentation Information: N/A
Staff Recommendation: Move that the Council approve cooperative purchase with Bay County BOCC for Contract #20220052 for In Depth Inc. to provide tank cleaning and diving services for the USD.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve cooperative purchase with Bay County BOCC for Contract #20220052 for In Depth Inc. to provide tank cleaning and diving services for the USD.
2. Move that the Council not approve the cooperative purchase and provide staff with direction.
Background: Bay County BOCC previously competitively procured the services for tank cleaning, diving and related repairs with In Depth Inc via Invitation to Bid 21-53. Bay County recently renewed the agreement with this vendor for an additional year with an increased price. The City is requesting authorization to enter Contract #20220052 with In Depth Inc. for the same services provided to Bay County BOCC.
Issues/Analysis: Bay County’s contract does not allow for any price adjustments within the first 12 months of the contract, which secured PSL’s contract price until September 2022. The City approved the Bay County piggyback for the term through September 2022. However, the Contract with Bay County and the vendor has been renewed for an additional year with a 15.84% increase.
Financial Information: The USD spends approximately $75,000 per year on these services. With approval of this Contract, the impact to the USD’s budget for the upcoming Fiscal Year is approximately $11,250. This Contract was previously authorized for services up to $49,999. Account #431-3310-546300/431-3312-546300.
Special Consideration: The USD seeks approval of this Contract with a 15.84% price increase to reflect the same terms and conditions in Bay County’s contract. Section 35.04(c) of the City’s code of ordinances provides a waiver of the competitive bidding for purchases if, for good cause shown and upon written recommendation by the city manager, the city council, by affirmative vote, may waive the provisions of Sec. 35.04 and authorize the purchase, or authorize the making of an offer to purchase any goods, supplies, materials or services without competitive bidding.
Location of Project: Water Treatment Facilities.
Attachments: 1. Bay County Invitation to Bid 21-53; 2. Bay County’s Contract 3. Addendum #1; 4. Bay County Bid Tabulation Report; 5. Bay County Renewal; 6. Executed Contract #20220052 with the City of Port St. Lucie.
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: 7758
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.