Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Contract #20260103 for Preventive Maintenance and On-Call Repair Services for the City’s Irrigation Infrastructure with Hoover Pumping Systems Corporation.
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Submitted By: Max Previlon, CPPB - Procurement Contracting Officer, 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: Max Previlon, CPPB - Procurement Contracting Officer, PMD.
2. Parties: City of Port St. Lucie and Hoover Pumping Systems Corporation.
3. Purpose: To establish a term contract with Hoover Pumping Systems Corporation, the manufacturer of the City’s irrigation pumping equipment, to ensure consistent preventive maintenance and timely repairs of the City’s irrigation pump stations. Regular maintenance is necessary to avoid preventable systems failures, maintain reliable irrigation performance, and protect the long-term integrity of the City’s landscaping installations. The irrigation system is a critical asset that supports the health and sustainability of citywide landscaping.
4. New/Renewal/Modified: New.
5. Duration: The Contract Period shall commence on the date the agreement is fully executed and shall terminate three (3)-years thereafter. The City shall have two, one-year options to renew.
6. Benefits to Port St. Lucie: Securing preventive maintenance and timely repairs directly from the original equipment manufacturer ensures that the City’s irrigation pumping systems operate reliably and effectively. Continuity of services reduces the risk of equipment failures, minimizes irrigation downtime, and helps avoid costly emergency repairs. Regular maintenance extends the lifespan of the City’s pumping infrastructure, protects prior capital investments, and supports essential irrigation services for public landscapes. Overall, the contract enhances operational reliability, cost efficiency, and responsible asset management.
7. Cost to Port St. Lucie (Annual and Potential): The estimated total expenditure for the three-year term is $294,157.71. This amount is based on the annual cost of $98,052.57 which includes $78,052.57 for the preventive maintenance program service agreement and $20,000.00 to cover labor rates and markup on parts and supplies for any future on-call repairs.
Presentation Information: N/A.
Staff Recommendation: Move that the Council waive the bidding process, per City Code of Ordinances, Section 35.08(c) (good cause shown), and approve Contract #20260103.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract # 20260103.
2. Move that the Council not approve and provide staff with direction.
Background: The City has historically relied on Hoover Pumping Systems Corporation (“Hoover”) to provide annual service for pump stations equipped with Hoover controls. To date, this work has been performed under a basic service agreement; however, the City now seeks to formalize this arrangement through a term contract. Establishing a contract will ensure that all essential pump stations receive comprehensive and consistent maintenance, and that critical replacement parts remain readily available. This approach protects the City’s investment in its irrigation infrastructure and supports the long-term reliability of the system.
Issues/Analysis: Staff is requesting Council to waive good cause shown under City Code of Ordinances, Section 35.08(c), because using the manufacturer for this service allows expedited access to parts, as well as maintaining warranty for items that qualify.
Entering into a term contract with Hoover is expected to provide consistent, comprehensive maintenance for all City irrigation pump stations equipped with Hoover controls. A formal contract will ensure timely servicing, improved system reliability, and expedited access to critical replacement parts and warranty support, reducing the likelihood of preventable system failures.
Without a structured agreement, maintenance has been performed on an annual, ad-hoc basis, creating gaps in service coverage and increasing the risk of equipment downtime. These gaps threaten the performance of the City’s irrigation system, which is essential to preserving the health and longevity of citywide landscaping assets.
Establishing a contract addresses these concerns by securing predictable service levels, ensuring warranty compliance, and protecting the City’s long-term infrastructure investment.
Financial Information: Funds are appropriated in the PW / Road & Bridge / Irrigation Maintenance Fund (#104-4127-534000-00000).
Special Consideration: City staff has gathered the necessary list and pricing to include current and additional pump stations to come online in the foreseeable future. This contract meets the needs of the City and the requirements of the City’s procurement ordinance. Hoover is a current service provider to the City and has proven to be a reliable and responsible vendor.
Location of Project: Citywide.
Attachments:
1. Signed Contract #20260103.
2. Hoover Proposal - Attachment A.
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 Numbers: 26029-07; 26063-03.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.