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Water & Wastewater Commission Review and Recommendation Health and Environment; Safety COA Strategic Direction: April 10, 2020 Commission Meeting Date: Council Meeting Date: Department: Purchasing May 7, 2020 Client: Danielle Lord, Brian Haws, Rick Coronado Agenda Item Recommend approval to award and execute a multi-term contract with Westcoast Rotor Inc., to provide Robbins and Myers progressive cavity pump parts, for up to five years for a total contract amount not to exceed $617,500. Amount and Source of Funding Funding is available in the Fiscal Year 2019-2020 Operating Budget of Austin Water. Funding for the remaining contract terms are contingent upon available funding in future budgets. The Purchasing Office issued an Invitation for Bids (IFB) 2200 BYO1006 for these goods. The solicitation issued on January 21, 2020 and it closed on February 6, 2020. Of the five offers received, the recommended contractor submitted the lowest responsive offer. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Solicitation Documents. April 10, 2020 – To be reviewed by the Water and Wastewater Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE:  The contract will provide the City with approved original equipment manufacturer (OEM) by Robbins and Myers progressive cavity pumps. The progressive cavity pumps process the sludge in the water and wastewater treatment plants. The progressive cavity pumps require OEM or OEM approved parts in order to maintain warranty and efficiency. The preventative maintenance and repair of the cavity pumps are completed by in house mechanics. The requested authorization amount for this contract was determined using departmental estimates based on historical spend; along with a small annual increase to account for an increase in pump repairs due to aging equipment. If the City is unable to secure a contract, proper maintenance and unscheduled repairs would not be accomplished, risking pump failures. Pump failures potentially affect the processing of the sludge impacting the City’s wastewater treatment, thereby creating a stockpile which could contaminate the soil. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $247,000 $123,500 $123,500 $123,500 $617,500 Note: Contract Authorization amounts are based on the City’s estimated annual usage.