HomeMy WebLinkAbout2024 04 29 Regular 500 West WRF, Disk Filter PurchaseREGULAR AGENDA ITEM 500
CITY COMMISSION AGENDA | APRIL 29, 2024 REGULAR MEETING
TITLE
West WRF (Water Reclamation Facility), Disk Filter Purchase
SUMMARY
The West WRF is located in the western part of the City and provides wastewater
treatment service and reclaimed water (RCW) to the City’s RCW distribution system.
During the cleaning and rehabilitation of the WRF a temporary disk filter was added to
the treatment process to provide additional filtration capacity. The existing sand filters
are beyond the end of their service life and do not respond to changes in TSS well.
The existing sand filters will be replaced with the new WRF construction. The
temporary disk filter has provided additional reliability so that the facility can continue
to produce public access RCW.
Invitation to Bid (ITB) #05-21 JN for West Water Reclamation Facility Temporary Disk
Filter was approved by Commission September 27, 2021 to Veolia Water Technologies,
Inc. (VWT) as the lowest most responsible bidder. The equipment has performed well
since deployment and has been leased on a month-to-month rental basis. The new
WRF design is in progress and the new construction will be a number of years before
completion. It has been determined the best path forward is to retain the existing disk
filter equipment for reliability. The unit is still relatively new and should not have any
major cost expenditures for some years. The City would incur significant cost to
disconnect and return the existing rental equipment plus additional cost to install a
new unit. A new disk filter is currently estimated to have a 22 to 36 week lead time for
delivery.
VWT and City staff have worked collaboratively to develop the lease-purchase
agreement. The City will purchase the disc filter for a total of $354,150.00 for the
equipment as outlined in the agreement, including spare parts and onsite services for
12 months. The City will continue to pay the monthly rental fee of $16,450 during the
purchase payment period anticipated to be six months, which will be applied to the
purchase price. The City will make three additional lump sum payments during the 6
month period to acquire ownership of the disc filter, totaling $255,450.00. The
demobilization fee under the existing lease will not be charged and the transportation
trailer will be returned to VWT. The equipment will become City property at the end of
the purchase agreement time frame. VWT is offering an additional 12 months of
service visits (six visits over months 13 to 24) for $19,985. One set of replacement
panels is currently $52,500 plus freight.
26
Pursuant to Section 180.24, Florida Statutes, the need to purchase a disc filter was
advertised by posting three notices in three conspicuous places in the City, one of
which was on the door of the city hall, at least 10 days prior to the City Commission
meeting. Further, Staff requests the City Commission waive the City’s competitive
bidding requirements of the City’s Purchasing Policy for this equipment as the
purchase is in the best interest of the City. As stated above, the City would incur
significant cost to disconnect and return the existing rental equipment plus additional
cost to install a new unit, which would have to be fitted for use at the plant. A new disk
filter is currently estimated to have a 22 to 36 week lead time for delivery.
FUNDING SOURCE
RECOMMENDATION
Staff requests the City Commission to waive the competitive bidding requirement of
the City Purchasing Policy adopted by Resolution 2023-20 as it is in the best interest of
the City for the purchase of the disc filter from Veolia Water Technologies, Inc. and to
approved the lease-purchase agreement for the disc filter in the amount of
$354,150.00, as well as the purchase of an additional 12 months of service (months 13
to 24) for $19,985, and a complete set of replacement panels for $52,500 plus a 10%
contingency of $5,250 (contingency for panels only) for a total of $431,885.00.
Additionally, authorization for the City Manager and City Attorney is requested to
prepare and execute any and all applicable documents consistent with this Agenda
item.
27
The following was provided to the City
Commission by Finance Director
Holly Queen at the April 29, 2024 City
Commission Meeting during Item
500.
19
1+*M boo
Approx, Invoice Date Description Amount Payment Due Date Cost of Lease Savings
5/13/2024 Rental 5/13/24 -6/12/24 $16,450 Net 30 3 Years 592,200 $ 238,060
6/13/2024 Rental 6/13/24 -7/12/24 $16,450 Net 30 4 Years 789,600 $ 435,450
1 _ ----
450 Net 30
8/13/2024 Rental 8/13/24 - 9/12/24 $16,450 Net 30�
9/13/2024 Rental 9/13/24 - 1 011 2/24 $16,450 Net 30
10/13/2024 Rental 10/13/24 11/12/24 $16,450 Net 301
N.A 1 st(initial) buyout payment $63,862.50 5/12/2024
N/A 2nd buyout payment $127,725.00 9/9/2024
N/A 3rd (final) buyout payment $63,862.50 10/13/2024 $354,150,
7/13/2024 Complete set of replacement filter panels (not including labor or freight) - PO $52,416 Net 30
issued — 5/13/2024 with delivery— 60 days
11/13/2024 - 1/12/2025 Continuance of Onsite Service, 1 Visit $0.00 N/A
1/13/2025 - 3/12/2025 Continuance of Onsite Service, 1 Visit $0.00 N/A
3/13/2025- 5/12/2025 Continuance of Onsite Service, 1 Visit $0.00 N/A
5/13/2025 -7/12/2025 Additional service, 1 visit $3,330.83 Net 30
7/13/2025 -9/12/2025 Additional service, 1 visit $3,330.83 Net 30
9/13/2025- 11/12/2025 Additional service, 1 visit $3,330,831 Net 30
11/13/2025 - 1/12/2026 Additional service, 1 visit $3,330.83 Net 30
i
1/13/2026 - 3/12/2026 Additional service, 1 visit $3,330.83 Net 30 I
3/13/2026 -5/12/2026 Additional service, 1 visit $3,330.83 Net 30
Warranty- parts, labor, and freight (when operating within design parameters
5/13/2024 - 11/12/2024 and recommendations) $0 N/A
Warranty- parts (when operating within design parameters and
11/13/2024 - 3/12/2025 recommendations) $0 N/A
signed and payment by 5/12/23