AGENDA MEMORANDUM

Meeting Date: November 9, 2009

From: Mike Thornton, Purchasing Manager

Subject: Purchase requisition 41732 to Suntree Technologies, Inc. for a nutrient separating baffle box

Staff Recommendation:

Staff recommends approval of purchase requisition 41732 to Suntree Technologies, Inc. for a total amount of $40,970.00.

Analysis:

This nutrient separating baffle box will be used at the Lake Lucerne Water Quality Improvement Project.  This project has been approved by the Commission to improve water quality by removing debris and sediment from the storm water runoff currently going into Lake Lucerne.

The box is being purchased as a sole source based on the engineers design of this item.  AECOM USA, Inc has designed the baffle box based on the ability of Suntree Technologies, Inc. to construct the box.  Suntree Technologies holds the patent for the nutrient pollutant removal system built into this box.  The baffle box design has received approval from Saint John River Water Management District (SJRWMD) and the use of this patented nutrient pollutant removal system served as the basis for the districts approval of the entire project.

The City is using the State of Florida Owner Direct Purchase option available by state statute to municipalities.  Using Owner Direct Purchase will provide a savings of $2,458.20 in sales tax. In addition, placing an order for this item will eliminate delays on the project once the contractor is selected.  This item has the longest material lead time on the project.

Approval of this purchase is for the baffle box only.  The City must still issue an Invitation to Bid to select a contractor for the project.

Options:

1.  Approve the purchase requisition to Suntree Technologies, Inc.; or,

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The Lake Lucerne project has a total of three grants that are used together to reduce the City’s required match.   Two of these grants are specifically earmarked for the Baffle Box portion of the project.

The Project is funded as illustrated below:

Funding Sources	Amount
SJRWMD	$40,093
Lake County Water Authority	50,815
City Match	10,722
Total Project Available	$101,630

Funds are available in the Lake Lucerne project which was budgeted in Fiscal Year 2008-09 and will be rolled into the current Fiscal Year.

Submission Date and Time:    11/6/2009 12:56 PM____

Department: Environmental Services_____ Prepared by:  _ Mike Thornton ________                      Attachments:         Yes____   No __X____ Advertised:   ____Not Required __X___                      Dates:   __________________________                      Attorney Review :       Yes___  No __X__ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. ______JB__________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. 014-5171-537-6310____ Project No. 140002______________ WF No. ___0515262_____________ Budget  ___$101,630.00___________ Available __$101,630.00___________