SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders to Carolina Filters, Inc., Core and Main LP, and Harrington Industrial Plastics, LLC for Reverse Osmosis Plant Cartridge Filters, in the cumulative annual not-to-exceed amount of $160,000.00, for the period of July 17, 2026 through July 16, 2027, with the option for two one-year renewals at the City's discretion, pursuant to Invitation to Bid 23-26, Reverse Osmosis Plant Cartridge Filters; and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Public Utilities operates two reverse osmosis (RO) water treatment plants that use cartridge filters for pretreatment. Cartridge filters remove particulate matter, such as sand and grit, from source water before it reaches the RO membranes. This helps protect the membranes and supports reliable treatment plant operations. Filter usage varies based on source water quality, pretreatment system performance, RO cleaning frequency, and whether concentrate recycling is in operation.
Invitation to Bid ITB 23-26 was issued on March 24, 2026, and bids were opened on April 24, 2026. Public Utilities and the Procurement Division recommend award to the lowest most responsible bidders by filter line. Carolina Filters, Inc. is recommended as the primary vendor for the RO1 Primary Filter, with Harrington Industrial Plastics, LLC as the secondary vendor. Harrington Industrial Plastics, LLC is recommended as the primary vendor for the RO2 Primary Filter, with Core and Main LP as the secondary vendor.
Due to critically low inventory levels of the RO2 Primary Filters and the potential impact to water treatment operations, Public Utilities requested and the Procurement Manager approved the purchase of RO2 Primary Filters from Harrington Industrial Plastics at the bid-awarded unit price in the amount of $29,994.12. This purchase was necessary to maintain uninterrupted operation of the City's reverse osmosis treatment facilities and avoid the risk of operational shutdown resulting from a lack of available filters.
The initial contract period will be from July 17, 2026, through July 16, 2027, with the option for two one-year renewals at the City’s discretion. Renewal pricing may be adjusted based on the Producer Price Index (PPI) WPU114908 - Filters and Strainers. Approved renewal prices shall remain firm for each renewal term.
APPROPRIATION CODE AND AMOUNT:
Funding for this purchase order is available in the Public Utilities cost centers, cost code 550400, operating supplies and/or 564000, >$10K Machinery & Equipment (based on item cost). The Public Utilities Department is funded by revenues from the Water and Sewer Utility Enterprise Fund.
STRATEGIC PRIORITY:
Establishing this contract meets the City’s strategic objective of High Performing Government by providing critical water treatment components that keeps our water system running and producing high quality drinking water for Clearwater’s residents.
