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ITEM: AUTHORIZATION TO UTILIZE A CITY OF POMPANO BEACH CONTRACT, AS A BASIS FOR PRICING, FOR REPAIRS AND CALIBRATION OF FLOW METERS AND RELATED DEVICES
REQUEST: Authorization to utilize a City of Pompano Beach contract with P.C. Controls, Inc., as a basis for pricing, for repairs and calibration of flow meters and related devices, in an amount not to exceed $60,000.00 annually.
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EXPLANATION: The Utilities Department utilizes P.C. Controls for annual calibration and certification of electronic instruments for the Water Treatment Plant, Water Reclamation Facility, Water Supply Wells, Remote Water Booster Stations and Reclaimed Water Pump Stations. These devices are critical to system operations and are the source of data for the Supervisory Control and Data Acquisition Systems (SCADA) that operate the plant. The calibration process consists of determining the accuracy of each instrument and making adjustments to bring it into compliance with the manufacturers stated accuracy. This process also helps ensure regulatory compliance. The Utility has approximately 200 instruments that should be calibrated and certified annually. The work is beyond the expertise of existing Utility staff and therefore requires outsourcing.
The City of Pompano Beach awarded contract #L-51-16 to P.C. Controls, Inc. for repairs and calibration of flow meters and related devices and exercised the second renewal option effective through September 13, 2019. The contracted prices are shown on Exhibit A.
Staff requests authorization to continue utilizing P.C. Controls, Inc., a non-local vendor, for annual calibrations, troubleshooting and repairs for staff support. P.C. Controls, Inc. has provided superior services throughout the term of the existing contract.
Prior expenditures were approximately $40,000.00 annually. In an effort to be proactive, the Utility is expanding the instrument calibration program to include all instruments, which is anticipated to add an additional $20,000 annually. These funds are in the approved FY 2019 Utility Operating Budget.
In order to ensure the best pricing, staff conducted research and found that the City of Coral Springs, City of Dania Beach and Village of Palm Springs are utilizing the same Pompano Beach contract with P.C. Controls, Inc. for these services.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2018-2019 utilities professional technology services budget.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to utilize a City of Pompano Beach contract with P.C. Controls, Inc., as a basis for pricing, for repairs and calibration of flow meters and related devices, in an amount not to exceed $60,000.00 annually