Item 4B - MemoItem 4B
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M E M O R A N D U M
(January 17, 2023)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize expenditures with Odessa Pumps for the purchase of
two new wastewater pumps along with any needed
repairs to existing pumps in an amount not to exceed $150,000.
Action
Requested: Authorize expenditures with Odessa Pumps for the purchase of two
new wastewater pumps along with any needed repairs of existing
pumps in an amount not to exceed $150,000.
Background
Information: The purpose of this item is to seek City Council approval to
authorize expenditures with Odessa Pumps for the purchase of two
new wastewater pumps and repair services for existing pumps in
an amount not to exceed $150,000. As part of the Public Works
Wastewater Division’s preventative maintenance program, lift
station pumps are rotated with their respective spare pump for each
site annually. Each site consists of either two or three pumps that
work on an alternating basis 24 hours a day. On a monthly basis
each pump at Shady Lane lift station has roughly 300+ starts with
30+ hours of runtime while a Lonesome Dove pump has 450+
starts and 25+ hours of runtime, equating to over four and a half
million gallons of wastewater per pump. Seven of the eight pumps
between Shady Lane and Lonesome Dove lift stations have
exceeded their 20-year life expectancy and need replacement,
specifically due to the increased demand to replace parts and
services for the current pumps.
Financial
Considerations: The City’s purchasing policy for this service is met through a Sole
Source letter. On October 27, 2022, the City of Southlake signed a
sole source letter with Odessa Pumps for the service and purchasing
of Fairbanks pumps. This sole source letter is good for one year from
the signature date.
Item 4B
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Below are the purchases and repair services to be performed by
Odessa Pumps in FY 2023:
New Pump & Repair Services Cost
Lonesome Dove New Pump Purchase $ 58,031
Shady Lane New Pump Purchase $ 52,962
Projected repairs to existing pumps if needed $ 39,007
Final Cost $ 150,000
Funding for the new pumps has been allocated in the FY 2023
Capital Improvement Funds. This authorization includes a
contingency of $39,007 for any repairs needed on the existing
pumps. The funds for repairs will be provided by the FY 2023
Wastewater Operation budget.
Strategic Link: This item links to the City’s Strategy Map strategic focus areas of
Safety & Security and Infrastructure. It specifically relates to the
City’s Corporate Objectives, C1: Achieve the Highest Standards of
Safety and Security, and F2: Invest to Provide & Maintain High
Quality Public Assets.
Citizen Input/
Board Review: None.
Legal
Review: None.
Alternatives: The City Council may approve or deny the request.
Staff
Recommendation: Authorize expenditures with Odessa Pumps for the purchase of two
new wastewater pumps along with any needed repairs
to existing pumps in an amount not to exceed $150,000.
Supporting
Documents: Attachment A: Executed Sole Source Letter
Attachment B: Quote for new submersible pumps
Staff
Contact: Rob Cohen, Director of Public Works
Jack Thompson, Deputy Director of Public Works - Operations
This form must accompany any document sent to the for signature. The document must be
reviewed and initialed by the Department Director.
Document Title: Odessa Pumps -Pentair FY23 Sole Source LettEB
Project Name: Odessa Pumps -Pentair Sole Source Letter
Project Manager: Jason Arellano
City Council Date:
Tvoe of Document: Sole Souret
Preferred Method of Return: Signed digital copy to requester
Project Folder Path: NA00-New N Drive\OPERAT IONS - PW DEPT\Wastewater\Purchasing\SoIe
�ace Letters\FY23
Director Approval:\��'
Rob Cohe
Xkk
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Date 10/27/2022
To: Shana Yelverton, City Manager
From: Jason Arellano, Pblic Works Supervisor
Subject: Sole Source Purchase Letter for Pentair - Odessa Pumps
This memo is to obtain authorization of a Sole Source Purchase. This memo details the Sole Source
request.
This is a sole source because: (Check all that apply)
One -of -a -kind — there is no competitive alternative on the market
Compatibility — must match existing brand or equipment for compatibility
Replacement part — for a specific brand of existing equipment
Unique design — must meet physical design or quality requirements
Other -
Describe the purpose of the purchase of goods or services and why this is a sole source:
-Annua-1 sole source letter renewal for existing Fairbanks pumps at Shady Ln and Lonesome
Dove lift stations in the event that repairs are required or replacement is necessary.
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The recommendation for sole source is based upon an objective review of the product/service required
and appears to be in the best interest of the City of Southlake.
Fv-1 Vendor Source /ett�erttached *(Required)
This sole source prhcurenfent rgk(uest is accurate and complete to the best of my knowledge and belief,
Director
Based upon the above, I authorize the sole source acquisition of the goods or services specified.
Approved Date
Shana YelvIIL)on, City Manager
E�
October 17, 2022
To Whom It May Concern,
Subject: Pentair Fairbanks Nijhuis Distribution
Greg Gaffney
PENrA1R FLOW TECHNOLOGES
419-685-0293
-,@pentair.com
This letter is to advise that Odessa Pump, with an office in Irving TX, is the exclusive authorized Pentair Flow
Technologies distributor for the Pentair Fairbanks brand in the municipal market for Tarrant County in the State
of Texas. Their contract'covers both new units and OEM repair parts for this county. Only companies such as
Odessa Pumps that are under contract with Pentair Flow Technologies are authorized to sell our products, OEM
parts, and services. Please contact Pentair should you have any questions regarding specific locations for
representation.
We thank You for your confidence in Pentair products and we took forward to serving your
requirements in the future through Odessa Pump.
Sincerely,
9 CALu
Greg Gaffney
Regional Sales Manager
cc: Jonathan Gaffney Odessa Pump
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10V28231:34:02PM
ODESSAPUMPS & EQUIPMENT, INC
wvmwodaonapumpo.uom
ODESSATX7O766
UNITED STATES
1-432-333-2817
Customer: A001259
JA8ONARELLANO
CITY OFSOUTHLAKE
14OOMAIN STSTE44U
SOUTHLAKETX70092-7042
UNITED STATES
Fax: 817-748-8048
EO-0018641 NET 3ODAYS 18/2023 2/2/2023 0P900 USD US Dollar
Quantity Item Unit Price Extended Price
1.000 QUOTED ITEM 58.031.00000 58.031.00
EA
5-D543OK8V-SUBMERSIBLE PUMP, 125HP
DUTY CONDITIONS;
SN18O4l0O
2'15OGPM @150ftTDH
18OOnpm.40OV/3Ph.38OFRAME
135HP.14.45in.IMPELLER DIAMETER
FARBANKSN|HJUSSUBMERSIBLE SOLIDS HANDLING PUMP, CAST IRON C0NST
EXPLOSION PROOF, CONTlN0USDUTY \NAIR, 1.15GF.75ftPOWER CORD, STGTL
CASE WEAR RING, STSTLIMPELLER BOLT AND WASHER, IMPELLER DYNAMIC
BALANCE, MOTOR COOLING JACKET
1.000 QUOTED ITEM
EA
5-D5438MV-SUBMERSIBLE PUMP, 10OHP
DUTY CONDITIONS;
8N—°**°
1862GPM @120tTDH
18U0rpm.40OV8Ph.300FRAME
1O0HP.13.2Oin.IMPELLER DIAMETER
FARBANKGN|HJU6SUBMERSIBLE SOLIDS HANDLING PUMP, CAST IRON C0NS[
EXPLOSION PROOF, CONT|NOUSDUTY \NAIR, 1.15SF.75ftPOWER CORD, 3TSTL
CASE WEAR RING, STSTLIMPELLER BOLT AND WASHER, IMPELLER DYNAMIC
BALANCE, MOTOR COOLING JACKET
52,962.00000
OP ODESSA PUMPS & EQUIPMENT, INC Page 1 of 2
OW ��PS Rewar)
ODESSAPUMPS &EQUIPMENT, INC
www.odassapumpo.uom
0DESSATX70766
UNITED STATES
1-432-333-2817
Customer: A001259
JASONARELLANO
CITY OF SOUTHLAKE
14OOMAIN STSTE44U
SOUTHLAKETX70092-7042
UNITED STATES
Phone:
Fax: 817-748-8048
EO-0016641 NET 30 DAYS
ODESSA PUMPS
2321 EPIONEER UR
|RWNGTX75061
FRTALLOWED TOJ08G|TE
LEADT|ME|SAPRX18-22WEEKS
THANK YOU -XAV|EREK8ANUELL|
18/2023 2/2/2023 0P90
Sale Amount:
Order Disc( 0.0080%):
Surcharge:
Sales Tax:
8Oisc Charges:
Total Amount:
REMIT TO: 0DESSAPUMPS & EQUIPMENT INC P.O.BOX 207014DALLAS.TX753207O14
USD US Dollar
OlN
110,993.00
OP C>DESSA PUMPS & EQUIPMENT, INC Page 2 of 2