Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Expenditure of Additional Funds for Contract #20150096 for Preventative Maintenance & Emergency Repairs to Blackwell, Tiffany, and Calais Pump Stations
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Submitted By: Keith Stewart, Procurement Manager, 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: Keith Stewart, Procurement Manager, PMD
2. Parties: City of Port St. Lucie MWI Rental Vero Beach.
3. Purpose: Approve additional funds for Public Works to facilitate preventative maintenance services and emergency repairs to be performed at 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 between parties.
6. Benefits to Port St. Lucie: This contract allows for preventative maintenance services and emergency repairs at Blackwell, Tiffany, and Calais Pumping stations should an unforeseen repair be required.
7. Cost to Port St. Lucie (Annual and Potential): Estimated expenditures for FY 24 -25 are $500,000. Future expenditures will be appropriated in each year’s budget.
Presentation Information: N/A
Staff Recommendation: Move that the Council approve the recommendation to expend additional funds for Contract #20150096 Preventative Maintenance & Emergency Repairs to Blackwell, Tiffany, and Calais Pump Stations.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve expenditure of additional funds for Contract #20150096.
2. Move that the Council not approve expenditure of additional funds for Contract #20150096 and provide staff with direction
Background: On July 27, 2015, the City Council approved the waiver of bid, per Chapter 35.04(c), for good cause shown, and awarded the contract to MWI, Inc. The City entered into a contract with MWI for $60,000. The contract was approved with the understanding that it would be a continuous contract until amended or cancelled. On September 12, 2022, the City approved an amendment to increase the daily, weekly and monthly rental rates of pumps as well as refurbishing rates for pumps due to inflationary issues. This amendment also increased the department spend from $60,000 to $150,000. This was an increase of $90,000.
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 increase will enable the City to pay outstanding invoices for unforeseen repairs/rentals and facilitate the authorization for future emergency rentals and repairs if a pump station is offline or damaged. This increase will also allow for a temporary unit to be placed on site while the existing unit is inoperable.
Issues/Analysis: Staff have reviewed the department’s budget and finds the increase expenditures align with the budget for the year.
Financial Information: Stormwater fund/Greebelt/Repair & Maintenance-Equipment (#401-4127-546300-00000)
Special Consideration: Council approved this contract at a budget of $150,000 for Public Works in FY 22.
Location of Project: Blackwell, Tiffany, and Calais Pump Stations
Attachments:
1. Original Contract.
2. Amendment #1.
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: N/A.
Legal Sufficiency Review:
N/A