Title
Resolution to Approve Purchase of Sodium Hexametaphospate for Water Treatment from Summit Chemicals, Bid No. ITB-3954 (estimated $105,600.00/yr)
Memorandum
Your approval is requested to authorize the purchase of sodium hexametaphosphate for the Water Treatment Services Unit. Sodium hexametaphosphate is used to avoid plugging of water filters used in the treatment process at the water treatment plant. Plugging of water filters will adversely affect water treatment plant's ability to meet water demands. The estimated total cost of this chemical for FY09 is $105,600.00.
The following bids were received:
Summit Chemicals - $132/cwt or $1.32/lb
Shannon Chemical - $227/cwt
Funds are specifically budgeted for this purchase in the approved FY09 Operations and Maintenance Budget for the Water Supply System.
It is recommended that the resolution be approved to satisfy the Water Treatment Services' requirements of sodium hexametaphosphate for the FY09 fiscal year from Summit Chemicals, as the lowest responsible bidder.
It is also recommended that the purchasing agreement be extended for up to three additional years at no increase in cost if the vendor is agreeable, and if the City deems it to be in its best interest.
In the event Summit Chemicals is unable to furnish the chemical, it is requested that the City Administrator be authorized to accept the next lowest responsible bidder for the sodium hexametaphosphate purchase.
Staff
Prepared by: Larry Sanford, Asst Manager, Water Treatment Services
Reviewed by: Sue F. McCormick, Public Services Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, The Water Treatment Services uses sodium hexametaphosphate to avoid plugging of water filters at the water treatment plant and maintain its ability to meet water demands;
Whereas, Contracts for supplying estimated requirements are the most stable and cost-effective way of meeting water treatment needs;
Whereas, Of the bids received to supply sodium hexametaphosphate per Bid No. ITB-3954, Summit Chemicals submitted the lowest bid; and
Whereas, Summit Chemicals received Human Rights approval on June 10, 2008;
RESOLVED, That Council accept Summit Chemicals' bid of $1.32/lb for sodium hexametaphosphate in accordance with the terms of Bid No. ITB-3954;
RESOLVED, That the City Administrator be directed to approve a purchase order with Summit Chemicals for purchase of sodium hexametaphosphate in accordance with this resolution at $1.32/lb, for a projected cost of approximately $105,600.00 for FY09;
RESOLVED, That the City Administrator be authorized to renew the purchase order for up to three one-year periods provided both parties agree to an extension and subject to the availability of funding;
RESOLVED, That the City Administrator be directed to accept the next lowest responsible bidder if Summit Chemicals is unable to furnish adequate supplies;
RESOLVED, That the purchase of sodium hexametaphosphate be funded from the approved FY09 Operation and Maintenance Budget of the Water Supply System; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.