Request for City Commission Agenda

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1 Item # Request for City Commission Agenda Agenda Date Requested: August 5, 2014 (a.k.a. Facesheet) Contact Person: Description: Charles DaBrusco, P.E, Director Environmental Services Request to purchase eight (8) Flygt Pumps for use in Wastewater Lift Stations Fiscal Impact: $84, Budget Line Item #/Title: Impact on Cost of Housing: , Capital Outlay - Other Machinery & Equipment N/A Required Attachment: A cover memo from the Department Head to the City Manager further describing the requested agenda item and providing back-up information, analyses, and documentation. THE REMAINDER OF THE FORM IS RESERVED FOR PROCESSING OF THE REQUEST Ordinance Resolution Presentation Quasi-Judicial Public Hearing Public Hearing Public Hearing 2 nd Reading General Item Consent Agenda Final Action Consent Agenda First Reading Discussion Item OK FOR AGENDA: COMMENTS: By Date

2 Memorandum TO: FROM: Burgess Hanson, City Manager Charles DaBrusco, Director of Environmental Services DATE: July 21, 2014 RE: Request to purchase eight (8) Flygt Pumps for use in Wastewater Lift Stations The purpose of this memo is to obtain City Commission approval for the purchase of eight (8) Flygt Pumps with supporting parts, for use in existing wastewater lift stations. The new pumps will replace existing aged, worn and failing pumps. The City currently utilizes components of the Flygt brand of pumps on existing lift stations throughout the City. The City Staff responsible for the lift stations have become familiar with the operation and maintenance of this brand of pumps. The Flygt pumps have proven their quality and performed very satisfactorily over the years. The recommended vendor, Xylem Water Solutions USA, Inc., is the only authorized vendor for Flygt products in the State of Florida, east of the Apalachicola River and has provided a supporting sole source letter (attached). The City s Purchasing Division has reviewed and approved the purchase of the Flygt Pumps as a sole source purchase. The total cost of the eight (8) Flygt pumps including the supporting parts is $84, The pricing is in accordance with Quote #2014-WEP-0466 submitted by Xylem Water Solutions USA Inc,, dated 7/7/14 (attached). Funds for the purchase of the pumps shall be provided from account # , Capital Outlay - Other Machinery & Equipment. The current balance as of 7/21/14 is $152,000. Staff recommends to the City Commission the approval of the purchase of eight (8) pumps from Xylem Water Solutions USA, Inc. Attachments cc: David Santucci, Purchasing Manager Hugh Dunkley, Director of Management & Budget

3 RESOLUTION NO. 2014/ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA AUTHORIZING A SOLE SOURCE PURCHASE OF EIGHT (8) FLYGT PUMPS FOR USE IN EXISTING LIFT STATIONS FOR THE AMOUNT OF $84, FROM XYLEM WATER SOLUTIONS USA, INC. WHEREAS, the City of Deerfield Beach wishes to purchase eight (8) Flygt pumps for existing lift stations; and WHEREAS, the City currently uses components from the same brand of pumps in other lift stations in the City; and WHEREAS, Xylem Water Solutions USA, Inc. is the sole provider of Flygt pumps in Florida east of the Apalachicola and has provided a supporting sole source letter; and WHEREAS, City staff recommends the authorization by the Commission for the above referenced purchase; and WHEREAS, the City Commission finds that it is in the best interest of the City to purchase the pumps from Xylem Water Solutions USA, Inc.; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA, AS FOLLOWS: Section 1. The above referenced Whereas clauses are true and correct and made a part hereof. Section 2. The City Commission does hereby approve the sole source purchase of eight (8) Flygt pumps for existing lift stations from Xylem Water Solutions USA, Inc. for the amount of $.84, The City Manager and/or designee is hereby authorized to execute any necessary documents. Section 3. This Resolution shall become effective immediately upon adoption. PASSED AND ADOPTED THIS DAY OF, JEAN M. ROBB, MAYOR 1

4 ATTEST: ADA GRAHAM JOHNSON, MMC, CITY CLERK Deerfield/Resolutions/Flygt pumps Sole Source Purchase

5 Xylem Water Solutions USA, Inc. Flygt Products July 7, 2014 CITY OF DEERFIELD BEACH 200 GOOLSBY BLVD DEERFIELD BEACH FL Tenth Street W Riviera Beach, FL Tel (561) Fax (561) Quote # 2014-WEP-0466 Re: NEW PUMP QUOTE Xylem Water Solutions USA Inc. is pleased to offer for the following equipment. Pump Quote Qty Part Number Description Unit Price Extended Price Flygt Model NP " volute Submersible pump equipped with a 230 Volt / 3 phase / 60 Hz 20 HP 1750 RPM motor, 462 impeller, 1 x 50 Ft. length of submersible cable, FLS leakage detector, volute is prepared for Flush Valve $ 11, $ 71, Flygt Model NP " volute Submersible pump equipped with a 230 Volt / 3 phase / 60 Hz 10 HP 1750 RPM motor, 488 impeller, 1 x 50 Ft. length of SUBCAB 4G6+2x1,5 submersible cable, FLS leakage detector, volute is prepared for Flush Valve $ 6, $ 13, Total Project Price $ 84, Incoterm: 1 FCA - Free Carrier Named Placed: 02 - US WH/ Factory Incoterms 2010 clarify responsibility for costs, risks, & tasks associated with the shipment of goods to the named place. Terms & Conditions: This Quote will expire in ninety (90) days unless extended in writing by Xylem Water Solutions Inc. Quote does not include state and local sales tax (if applicable). Net 45 days after date of invoice or 100% payable before start-up (if applicable), whichever comes first. Partial billing will be made on any partial shipment. A service charge of 1.5% per month will be added to all balances unpaid 30 days after invoice date. Failure to pay in accordance with these terms will void all warranties. In the absence of a formally issued purchase order, a signed facsimile copy of this Quote is acceptable as a binding contract. We thank you for your interest in our equipment and look forward to being of service to you in the near future. Page 1 of 2

6 Sincerely, Clint Rueff Inside Sales Associate Phone: Company Name: Accepted By: Print Name: Date: Page 2 of 2

7 Xylem Water Solutions USA Inc. Flygt Products 1730 Tenth Street W. Riviera Beach, FL Tel: (561) Fax: (561) July 10, 2014 Mr. Fred Scott CITY OF DEERFIELD BEACH 200 Goolsby Blvd Deerfield Beach, FL Subject: FLYGT PRODUCTS SALES & SERVICE Please be advised that Xylem Water Solutions USA Inc. owns the Flygt Corporation and is the only authorized vendor for Flygt Products and OEM Parts. Xylem is also the only authorized service repair and warranty organization in the State of Florida; (East of the Apalachicola River). Our staff is properly trained to provide you with original equipment, spare parts, repairs and warranty service. Thank you for your interest in Xylem Water Solutions USA Inc. Please feel free to contact me if you have any questions regarding distribution or any other matter. Xylem Water Solutions USA, Inc. Steve Kiss Branch Manager, Riviera Beach, FL

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10 July 21, 2014 SOLE SOURCE NOTIFICATION FOR XYLEM SUBMERSIBLE PUMPS RESPONSES ARE DUE: TUESDAY, JULY, 29, 2014, AT 5:00 P.M. EST This is a notification that the City of Deerfield Beach intends to award a contract to Xylem Water Solutions USA Inc. for Xylem Submersible Pumps. Prospective vendors are asked to provide information regarding their ability to supply the commodities or contractual services described herein. Product Information: Manufacturer: Xylem Pumps Point of Contact: Brian Stengle Phone Number: Vendor: Xylem Water Solutions USA Inc. Address: 1730 Tenth Street W, Riviera Beach, FL Product Description: Submersible Pumps Make Model: (6) 4 NP 3153/462 20HP Pump (2) 4 NP Vendors who believe that they can provide a product of the same or greater quality that will produce the same or greater results for the City shall submit such evidence in writing to the City of Deerfield Beach Purchasing Division, 2 nd Floor, 401 S.W. 4 th Street, Deerfield Beach, FL by Tuesday, July 29, 2014 at 5:00 p.m. EST. For additional information, contact David Santucci, Purchasing Manager, (954) or dsantucci@deerfield-beach.com.

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