REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Sean Crumby, Director of Public Works
PREPARED BY: Rafael Suarez, Public Works Contract Administrator
Subject:
title
Approve a sole source procurement request to purchase 3 Meeder Ransome vaporizer units to fuel backup generators for the water system’s booster stations
body
Statement of Issue:
Staff requests City Council approval for a sole source procurement of three Meeder Ransome vaporizer units to fuel backup generators for the water system’s booster stations at a total cost of $138,000. The City’s current backup systems were built around the specifications of Meeder Ransome vaporizer units, which are currently in use and operating well past their 10-year life cycle. Replacing these aging units is a priority of the system. As such, the City requests a sole source procurement to replace like for like, which will expedite the replacement process and preclude the modification of the existing system to fit a comparable product at significant cost.
Financial Impact:
No additional funding is requested. Sufficient funds for the vaporizer units are budgeted in the FY 2022-2023 Water Supply Equipment Maintenance - Maintenance Booster Stations, Business Unit 50685803.67715.
Recommended Action:
recommendation
Approve the sole source procurement request for the purchase of 3 Meeder Ransome vaporizer units to fuel backup generators for the water system’s booster stations.
end
Alternative Action(s):
Do not approve the recommended action, and direct staff accordingly.
Analysis:
The City’s water system utilizes booster stations that serve the critical function of pressurizing the system to deliver water to each of our customers. These booster stations must be properly maintained and equipped, in order to function reliably every day. To ensure the continuous operation of the booster systems, even during emergencies such as blackouts, each one is equipped with a backup power system.
These backup systems rely on vaporizer units to transform liquefied petroleum gas (LPG) into a vaporized gas that fuels the backup systems. Currently, the City utilizes Meeder Ransome vaporizer units that were built in 1993 and are operating well past their planned 10-year life cycle, which is not a best practice and requires replacement.
When the backup power systems were initially built, they were made to accommodate the specifications of Meeder Ransome vaporizer units. While there are comparable units from other manufacturers on the market today, incorporating and utilizing them would necessitate the replacement of the backup system (including intake and discharge piping), estimated to cost approximately $75,000 to $125,000 (in addition to the cost of the units themselves). Furthermore, a replacement of the backup system will delay the replacement of the aging vaporizer units, which creates a potential risk to the reliability of the water system. To minimize these risks, staff recommends utilizing a sole source procurement of three replacement vaporizer units from Meeder Ransome at a cost of $138,000. This includes the cost for Meeder Ransome to manufacture, deliver, install, and provide training to operate the units. This action would not require any modifications to the existing system to put the units into operation.
Environmental Status:
Not applicable
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Sole Source Procurement Request for Meeder Ransome Vaporizer Units