Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Sole Source Contract #20250138 to Purchase Pumps with Tencarva Machinery Company, LLC D/B/A Hudson Pump & Equipment.
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Submitted By: Alaina Knofla, Acting Procurement Manager, Procurement Management Department (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Alaina Knofla, (PMD).
2. Parties: City of Port St. Lucie and Tencarva Machinery Company, LLC D/B/A Hudson Pump & Equipment.
Purpose: To execute a sole source contract with Tencarva Machinery Company, LLC DBA Hudson Pump & Equipment for the purchase and repair of Goulds, Seepex, and Milton Roy Chemical Pumps. These pumps are integral to the Utility Systems Department’s (“USD”) operational infrastructure to ensure redundancy and continuity of operations.
3. New/Renewal/Modified: N/A.
4. Duration: Three (3) years with the option to renew for one additional three (3) year period.
5. Benefits to Port St. Lucie: Multiple systems are nearing the end of their operational life spans. To ensure plans for redundancy and continuity of operations, it is essential to account for the projected costs associated with equipment replacements and upgrades. Fewer variations in pumps allows for the USD to have a standardization of inventory thus reducing costs.
6. Cost to Port St. Lucie (Annual and Potential): Estimated expenditure will be $150,000-$175,000 annually.
Presentation Information: N/A.
Staff Recommendation: Move that the Council waive the bidding, per Chapter 35.08(a)(24)(a)(6), where the item is a component or replacement part for which there is no commercially available substitute, and which can be purchased only from the manufacturer or distributor.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20250138 with Tencarva Machinery Company, LLC D/B/A Hudson Pump & Equipment.
2. Move that the Council not approve Contract #20250138 with Tencarva Machinery Company, LLC D/B/A Hudson Pump & Equipment and provide staff with direction.
Background: The USD currently uses Hudson Pump as a distributor for Goulds, Seepex, and Milton Roy Chemical Pumps. The USD recommends the continued utilization of these pumps to avoid costly redesigns and modifications as customized piping has already been configured to fit these pumps. In accordance with Section 35.08 of the City’s Code of Ordinances, the City is required to conduct competitive bidding on all purchases over $100,000 for non-construction-related activity. Since these pumps are only available from one source, the City Council is asked to waive the requirements of the Procurement Code and authorize these purchases by waiving the bidding, per Chapter 35.08(a)24(a)6, as the item is a component or replacement part for which there is no commercially available substitute, and which can be purchased only from the manufacturer or distributor.
Issues/Analysis: The USD recommends approval to contract with Tencarva Machinery Company, LLC D/B/A Hudson Pump & Equipment due to the compatibility requirements of the current water and wastewater treatment facilities.
Financial Information: Various Accounts.
Special Consideration: N/A.
Location of Project: USD Water & Wastewater Treatment Facilities.
Attachments:
1. Signed Contract.
2. Sole Source Justification.
3. Approved Sole Source Report Checklist.
4. Sole Source Justification Letter from Vendor.
5. Sole Source Justification Letter - Milton Roy.
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: 25148-01.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.