TO: Mayor and City Commission
FROM: Douglas E. Smith, City Manager
DATE: February 18, 2015
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APPROVING THE WAIVING OF BIDDING FOR THE SOLE SOURCE PURCHASE OF ELPRO RADIOS AND ASSOCIATED HARDWARE FROM GILSON ENGINEERING SALES, INC., IN AN AMOUNT NOT TO EXCEED $14,652.60 FOR THE DEPARTMENT OF ENVIRONMENTAL AND ENGINEERING SERVICES; PROVIDING FOR ADJUSTMENTS IN THE COST OF SHIPPING.
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BACKGROUND: The Department of Environmental and Engineering Services (DEES) budgeted for the purchase of ELPRO radios and associated hardware, to monitor and provide accurate updates of the flow data from each of the raw water wells. The information gathered will be used to monitor the performance of the wells, accurately measure raw water drawn from the wells, and provide for preventative maintenance of the wells to minimize equipment downtime and costly repairs.
The ELPRO product series is manufactured by Eaton Wireless Solutions. Gilson Engineering Sales, Inc., is the sole source distributor of the ELPRO product series in the State of Florida (refer to attached sole source letter and quotation). Staff reviewed similar products from two other companies (GE and Avanti Products). The price quote for ELPRO radios is much cheaper than the price quotes we received from both GE and Avanti. In addition, radios from both these companies are not compatible with our SCADA system (computer system that controls the operations in the water plant). Gilson Engineering staff gave a demo onsite of the ELPRO radios and confirmed that these radios are compatible with our system.
Staff is recommending that the Commission waive bidding and approve the sole source purchase of the ELPRO radios and associated hardware from Gilson Engineering Sales, Inc., in an amount not to exceed $14,652.60. The cost of shipping has been estimated at $300.00, and will be adjusted, if required, at the time of shipment. All radios include a full lifetime warranty.
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