Title
Resolution to Approve a Sole Source Purchase Order with Waterworks Systems & Equipment Inc. for New Flocculation Drive Stuffing Boxes ($40,169.00)
Memorandum
This memo and resolution requests approval of a Sole Source/Best Source purchase order with Waterworks Systems & Equipment Inc. for new flocculation drive stuffing boxes.
The Water Treatment Services Unit (WTSU) uses the flocculation process as a key step in water clarification and lime softening. Flocculation is a mixing process that allows particles to aggregate and form larger particles which are then removed through settling. The flocculation equipment is operated using motorized drive assemblies with various components in both submerged and non-submerged environments separated by a concrete wall. Flocculation Basin No. 4 consists of four (4) motor drives, and each drive includes a stuffing box assembly that provides a watertight seal where the drive shaft passes through the wall. In recent years, repair and maintenance efforts have increased, resulting in extended equipment downtime and frequent leakage through the stuffing boxes resulting in wet floors and drainage issues. The stuffing boxes in Basin No. 4 have reached the end of their service life and require replacement.
Waterworks Systems & Equipment Inc. is the only vendor capable of providing retrofit components for the WTSU flocculation equipment. Therefore, Waterworks Systems & Equipment Inc. is the sole source for replacement stuffing boxes. This purchase order provides the owner-procured equipment for installation under City’s Capital Improvements Plan Project UT-WS-26-16. The construction contract for this CIP project is expected to be executed in January 2026, and the long lead time would result in missing the WTP’s shutdown opportunity for installation if not procured sooner.
It is recommended that City Council approve a Sole Source/Best Source Purchase Order for the procurement of four new flocculation drive stuffing boxes.
Budget/Fiscal Impact: Funds to finance this purchase are included in the approved Water Supply System Capital Budget.
Charter language requires best source goods procurement over $25,000.00 receive City Council Approval.
Staff
Prepared by: Emily Schlanderer, Water Treatment Plant Engineer
Reviewed by: Jordan Roberts, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Water Treatment Service Unit flocculation equipment is critical to the water clarification and lime softening process;
Whereas, Flocculation Basin No. 4 drive assembly stuffing boxes have reached the end of their serviceable life and require replacement;
Whereas, Waterworks Systems & Equipment Inc. is the sole source to provide the correct components;
Whereas, Funding for the purchase order is available in the approved Water Supply System Capital Budget; and
Whereas, Waterworks Systems & Equipment Inc. complies with the City’s conflict of interest and non-discrimination ordinances;
RESOLVED, That City Council approve the Sole Source/Best Source purchase order with Waterworks Systems & Equipment Inc. to provide four (4) stuffing boxes for the Water Treatment Services Unit in the amount of $40,169.00; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.