SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order(s) to Harrington Industrial Plastics of Dallas, TX and American Fabric Filter Co., Inc. of Wesley Chapel, FL, for a cumulative annual not-to-exceed amount of $160,000.00 for the period of March 17, 2023 through March 16, 2024, with the option for two, one-year renewals at the City’s discretion, at not-to-exceed amounts of $175,000.00 for year two and $193,000.00 for year three, pursuant to Invitation to Bid 10-23, Reverse Osmosis Plant Cartridge Filters, and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
Invitation to Bid (ITB) #10-23 Reverse Osmosis (RO) Plant Cartridge Filters was issued on January 17, 2022. Six bids were received on February 20, 2023, and were considered responsive to the requirements set forth in the solicitation. Harrington Industrial Plastics and American Filter Co., Inc. were selected as the lowest, most responsible bidders for Reverse Osmosis Plant Cartridge Filters. Award recommendation is as follows:
Harrington Industrial Plastics: RO1 Primary Filter, RO2 Primary Filter and RO1 Alternate Filter
American Fabric Filter Co., Inc.: RO2 Alternate Filter
To ensure a continuity of supply, the Public Utilities Department requests the flexibility to use either vendor as a secondary provider and will allocate a cumulative annual not-to-exceed amount of $160,000.00 between these contractors to provide cartridge filters as needed.
Public Utilities Department operates two reverse osmosis water treatment plants that are equipped with cartridge filter pretreatment. The cartridge filters remove particulate matter such as sand, grit, etc. from the source water to protect the Reverse Osmosis Membranes. Cartridge filter usage rates are determined by the quality of the water source, pre-treatment system efficiency and RO cleaning frequency. Historical cartridge filter life ranges between 3 to 120 days depending on these factors. The contract quantities have taken these life ranges into account.
The initial contract period will be from March 17, 2023, to March 16, 2024, with the option for two, one-year renewal terms. Contract renewals allow for pricing increases based on the appropriate PPI Index. Public Utilities request for funds is based on filter changeout determined by an evaluation of past usage.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for FY23 are available in Public Utilities’ cost centers, cost code 550400 Operating Supplies.
Funding for future fiscal years (FY24 through FY26) will be requested within contract calendar and spending limits.