SUBJECT/RECOMMENDATION:
Title
Authorize a Purchase Order to Hach Company of Loveland, CO for the purchase of testing equipment, laboratory instruments, chemicals, parts, and related supplies and services in the amount of $361,864.64, of which $11,864.64 is a ratify and confirm, for the term of June 14, 2025, through August 4, 2026, with two (2), one-year renewal options pursuant to Clearwater Code of Ordinances Sections 2.563(1)(a) single source and 2.563(1)(d) non-competitive purchases - impractical. (consent)
Body
SUMMARY:
Hach Company provides Public Utilities specifically with testing equipment, laboratory instruments, chemicals, parts, supplies and related supplies and services required for routine water and wastewater testing and analyses. Hach Company is the sole authorized manufacturer, direct distributor and repairer for their equipment. Hach does not recognize or authorize any other service organization to repair or recalibrate their analyzers or to service any of their equipment. This sole source contract between Hach and the City of Clearwater is required to comply with public water testing regulations, consistency, accuracy, and uniformity in water analyses, and to ensure quality water for our citizens.
For the reasons stated above, Public Utilities and the City of Clearwater have standardized their equipment and materials to Hach products, which has allowed the City to consistently meet regulatory requirements and process control testing needs. This contract will provide for the purchase of testing equipment, laboratory instruments, chemicals, parts, and associated repairs and services necessary to maintain these standards. Additionally, this contract will allow the City to maintain current warranties on all Hach equipment, as only Hach’s factory-trained service personnel are authorized to perform repairs, start-up of services, or maintenance on Hach equipment. Utilizing a non-Hach vendor for such services would void the equipment warranties, potentially resulting in increased costs and operational delays. Furthermore, replacing all existing standardized Hach equipment and wiring throughout all Public Utilities’ facilities would be cost-prohibitive time-consuming, and would require extensive retraining of the City staff, making it impractical.
APPROPRIATION CODE AND AMOUNT:
Funding for the current year’s portion of these purchase orders is available in Public Utilities operating cost centers, cost code 550400, operating supplies and materials. Future funding will be requested within the contract calendar and spending limits. The Public Utilities Department is funded by revenues from the Water and Sewer Utility Enterprise Fund.
STRATEGIC PRIORITY:
These services help accomplish Strategic Plan Objectives 1.1, maintaining municipal performance, and promoting accountable governance; 1.2, maintaining public infrastructure; 1.3, identify resources required to sustain level of service.
Establishing this contract meets the City’s strategic objective of Environmental Stewardship by ensuring our plants and facilities are operational and running at peak performance. It also satisfies the strategic objective of High Performing Government by providing a high level of service to our residents and maintaining vital infrastructure.
