PROJECT TITLE: Ruhrpumpen Vertical Turbine Pumps Maintenance and Repair Services SOLE SOURCE/SOLE BRAND REQUEST

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1 Page 1 of 10 B~~WARD COUNTY FLORIDA DATE: November 01, 2016 TO: Brenda J. Billingsley, Director, Purchasing Division M THRU: Alan W. Garcia, P.E., Director, Water and Wastewater Service~ FROM: Mark Darmanin, Director, Water and Wastewater Operations Divisio~ PROJECT TITLE: Ruhrpumpen Vertical Turbine Pumps Maintenance and Repair Services REQUISITION NO. SOLE SOURCE/SOLE BRAND REQUEST I. REQUEST: Provide a description of the features of the product/service or Scope of Work. Water and Wastewater Services Operations Division (WWOD) requests approval of sole brand Maintenance and Repair Services of Ruhrpumpen Vertical Turbine Pumps, from sole source provider Southeast Equipment Sales, LLC (SES) in the estimated amount of $200,000. Per the Florida State issued disposal permit, the Broward County Water and Wastewater Operations' North Regional Wastewater Treatment Plant disposes of approximately 60% (56,000 to 60,000 gallons) of treated wastewater (effluent) through deep well injection. There are a total or six deep wells powered by a total of five high service 800 HP Ruhrpumpen vertical pumps. Broward County (WWOD) is currently operating on four pumps since one of the pumps is currently out of service and is under repair. There will be no redundancy in the event of another pump failing or in a large water event placing Broward County in a vulnerable position that can result in sewer spills, plant failure, violation of disposal permit and can pose a threat to public health and safety. The scope of the maintenance and repair services includes, furnish all labor, materials, equipment and incidentals required to maintain, remove, tear down and provide quotations to bring pumps back up to original factory conditions with manufacturer direct bowl replacement parts. The work shall include pick up from County job site using crane services and transport the pump to a repair facility for evaluation. The Pump will be refurbished with new OEM parts and reset to factory tolerances per drawings to ensure the pump is restored to its original operating condition. The pump will be tested at the repair facility before it is transported back to the job site. The vendor will be required to provide a field service engineer to supervise the installation of the pump, couple and align the pump to the motor and perform start-up. II. JUSTIFICATION: Please check all boxes that describe your reason(s) for determining that only one source or brand is reasonably available. Only Sole Source/ Uniqueness Proprietary Item - this vendor/source has the only rights to provide this service or commodity. A letter [{] from the manufacturer or authorizing entity is included in this request. D D Technology Improvements - updates or upgrades to an existing system, software, software as a service (SaaS), hardware purchases. Engineering Direction - engineering drawing or specification identifies product; "no substitutes or equivalents will be acceptable." Only qualified supplier - reliability and maintainability of the product or service would be degraded unless specified supplier is used; may void warranty. This request includes a copy of the current warranty information. Other/or Additional information - the County requires this sole source, sole brand purchase for the following reasons: Due to the complexity and criticality of this equipment it is necessary that these pumps be maintained, evaluated and Sole Source or Brand Request Form (rev 3/16) Page 1 of 4

2 Page 2 of 10 restored back to original operating condition by a factory certified Ruhrpumpen service center with Ruhrpumpen factory certified technicians using OEM parts. SES is the Florida Municipal Ruhrpumpen Certified Service Center and has the rights to all of the factory drawings and clearances that are proprietary to Ruhrpumpen. Having these services and parts provided by a certified Ruhrpumpen Service Center ensures that Broward County will receive the pump back in the closest to original factory tolerances as possible and it ensures that the pump provides close to if not the same operational life in service before another rebuild Is necessary. Additionally, only SES can provide the needed field service engineer to provide on-site supervision when the serviced pump is re-installed and brought on-line for operation. Attached is a letter from Ruhrpumpen, confirming that SES is the sole Ruhrpumpen agent for repair in Florida. Sole Source or Brand Request Form (rev 3/16) Page 2of4

3 Page 3 of 10 D D D 0 Business Case (One/Most Reasonable Source or One/Most Reasonable Brand) Operational Compatibility - replacement parts from alternate suppliers are not interchangeable with original part and causes equipment incompatibility. Previous findings and/or documentation is included with this request. Ease of Maintenance - maintenance or retooling prohibits competition. Section Ill, Comparative Market Research includes estimated costs associated with changing current source and/or brand. Follow-On - potential for continued development or enhancement with same supplier and eliminates costs incurred by using different supplier. Section Ill, Comparative Market Research includes estimated costs for replacing current or existing system. Complies with existing community and safety standards, and/or laws, rules, and regulations. Exempted from the Procurement Code - per Section of Broward County Administrative Code. Other/or additional information - using this sole source, sole brand purchase benefits the County for the following reasons: Southeast Equipment Sales, LLC has the rights to all of the factory drawings and clearances that are proprietary to Ruhrpumpen. In order to restore proprietary clearances and tolerances back to their original operating condition It is necessary to have access to the pump drawings - these are copyrighted to Ruhrpumpen. Having these services and parts provided by a certified Ruhrpumpen service center ensures that Broward County will receive the pump back in the closest to original factory tolerances as possible and It ensures that the pump provides close to If not the same operational life in service before another rebuild Is necessary. Ill. COMPARATIVE MARKET RESEARCH: Provide a detailed source or market analysis for justification of sole source/brand or most reasonable source (attach extra sheets as needed). Estimated project value: $200,000 Contract length (if applicable): 3 YEARS Expenses to date: $84,343 Has this commodity or service been previously provided to the County? le Yes If yes, when and by whom? 4/29/16 by Southeast Equipment Sales (SES) l No How was item/service procured? Sole brand and sole source What is the current contract (MA) or purchase order number? WW If this is a sole brand, is there an "authorized" dealers list? (" Yes (e No Cost/Benefit Analysis: What would the cost be to utilize an alternate vendor or source? This explanation should include the savings and/or additional costs to the County by not using the preferred vendor or source. Attach additional sheets if needed. There is only one Ruhrpumpen certified repair facility located in Florida with access to the proprietary drawings needed to make inspections, repairs, adjustments, prepare shop drawings and modifications necessary to bring the pumps back to original factory conditions. The cost of an exact replacement Ruhrpumpen pump is approximately $150,000 while the repair will not exceed $75,000. Another brand of pump to replace the Ruhrpumpen brand would require extensive research, engineering design resulting in unacceptable delay to Operations. The deep well disposal process and equipment are a result of a custom engineering design. This process was designed for this particular application in this particular location in 2005 during a plant expansion. Southeast Equipment Sales (SES) was approved as the sole Ruhrpumpen agent for repair of a deep injection well pump under PO WW Sole Source or Brand Request Form (rev 3/16) Page 3of4

4 Page 4 of 10 X X A Request for Information (RFI No. Y F1) was advertised on December 19, 2016 and opened on December 23, 2016 with no responses received. There is no previous open-end contract for these services. There have been two fixed purchases for one time repairs of these pumps in the last three years; one repair in August 2013 totaling $39,022.90, and the other repair in February 2016 totaling $84,343. It is unknown the amount of future repairs that will be needed. The using agency estimates this new contract to be valued at $200,000 annually. AMY ALMANZAR Digitally signed by AMY ALMANZAR DN: dc=cty, dc=broward, dc=bc, ou=organization, ou=bcc, ou=pu, ou=users, cn=amy ALMANZAR Date: :36:10-05'00' 1/10/17 JAMES TILLMAN Digitally signed by JAMES TILLMAN DN: dc=cty, dc=broward, dc=bc, ou=organization, ou=bcc, ou=pu, ou=users, cn=james TILLMAN Date: :45:24-05'00' Glenn Marcos Digitally signed by Glenn Marcos DN: cn=glenn Marcos, o=purchasing Division, ou, =gmarcos@broward.org, c=us Date: :58:19-05'00' 3/8/17

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6 Page 6 of 10 Bid #Y F1 - Request for Information: Rhurpumpen Vertical Turbine Pumps Maintenance & Repair Nov 15, 2016 End Date Dec 23, :00:00 PM EST Start Date Dec 19, :06:30 PM EST Jan 3, 2017 Y F Supplier Unit Price Qty/Unit Total Price Attch. Docs Agency Product Code: Agency Notes: Supplier Notes: No Bids * *

7 Page 7 of 10 Solicitation Y F1 Request for Information: Rhurpumpen Vertical Turbine Pumps Maintenance & Repair Bid Designation: Public Broward County Board of County Commissioners

8 Page 8 of 10 Bid Y F1 Request for Information: Rhurpumpen Vertical Turbine Pumps Maintenance & Repair Bid Start Date Bid End Date Question & Answer End Date Not Applicable Not Applicable Bid Comments Vendors solicitation response must be submitted electronically through BidSync. It is the Vendor s sole responsibility to assure its response is submitted and received through BidSync by the date and time specified in the solicitation. The County will not consider solicitation responses received by other means. This Request for Information (RFI) is intended to ascertain whether the services specified below is currently only available from a single known sole source/sole brand. This is not a request for pricing or a commitment to purchase. Services Required Rhurpumpen Vertical Turbine Pumps Maintenance and Repair Services Quantity or Term Open -end Contract Using Agency Requester Broward County Water and Wastewater Services Carlos Garcia Known Reasonable Source/Brand Rhurpumpen Parts, Maintenance and Repair from Southeast Equipment Sales, LLC Justification for Reasonable Source/Brand Acquisition Broward County Water and Wastewater (WWS) Operations' North Regional Wastewater Treatment Plant disposes of approximately 60% (56,000 to 60,000 gallons) of treated wastewater (effluent) through deep well injection. There are a total or six deep wells powered by a total of five high service 800 HP Ruhrpumpen vertical pumps. WWS is currently operating on four pumps since one of the pumps is currently out of service and is under repair. There will be no redundancy in the event of another pump failing or in a large water event placing Broward County in a vulnerable position that can result in sewer spills, plant failure, violation of disposal permit and can pose a threat to public health and safety. The scope of the maintenance and repair services includes, furnish all labor, materials, equipment and incidentals required to maintain, remove, tear down and provide quotations to bring pumps back up to original factory conditions with manufacturer direct bowl replacement parts. The work shall include pick up from County job site using crane services and transport the pump to a repair facility for evaluation. The Pump will

9 be refurbished with new OEM parts and reset to factory tolerances per drawings to ensure the pump is restored to its original operating condition. The pump will be tested at the repair facility before it is transported back to the job site. The vendor will be required to provide a field service engineer to supervise the installation of the pump, couple and align the pump to the motor and perform start-up. Due to the complexity and criticality of this equipment it is necessary that these pumps be maintained, evaluated and restored back to original operating condition by a factory certified Ruhrpumpen service center with Ruhrpumpen factory certified technicians using OEM parts. It is believed that Southeast Equipment Sales, LLC (SES) is the only authorized, factory certified Ruhrpumpen service center in Florida and therefore the most reasonable source to obtain the requested repair services. Prospective vendors are requested to provide information regarding their ability to supply the services described. All vendor responses will be evaluated by the Using Agency which will be the sole determinate power in establishing the approved equal status of the services offered by the vendor. If it is determined in writing by the agency, after reviewing any information received from prospective vendors, that the services are available only from a sole source/sole brand, the agency shall: -Request approval from the appropriate award authority for the sole source purchase. -Issue a Request for Quotation to the sole source vendor for submission to the Purchasing Agent for processing and approval by the appropriate award authority. Page 9 of 10 Item Response Form Y F contract Prices are not requested for this item. Broward County Board of County Commissioners EV0056 Qty 1 Description

10 Page 10 of 10 Question and Answers for Bid #Y F1 - Request for Information: Rhurpumpen Vertical Turbine Pumps Maintenance & Repair Overall Bid Questions