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Home My WebLink AboutDocumentation_Regular_Tab 05_12/9/2021Agenda Item #5. Regular Council STAFF MEMO Meeting: Regular Council - Dec 09 2021 Staff Contact: Jeremy Allen, Village Manager Department: Manager 11 Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 1. American Water Chemicals, Inc. Quotation 21-03-600 / Utilities Dept., $16,000.00. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 1. American Water Chemicals, Inc. Quotation 21-03-600 / Utilities Dept., $16,000.00. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. This agenda item is respectfully submitted for your review and approval. American Water Chemicals, Inc Quotation 21-03-600.-Utilities Page 37 of 222 Agenda Item #5. Village of Tequesta 345 Tequesta Drive Tequesta, FL 33469 561-768-0700 www.tequesta.org To: Jeremy Allen — Village Manager Digitally signed by Jeremy Allen Jeremy AllenDate: 2021.11.17 15:19:19-05'00' Through: Matthew Hammond — Utilities Director From: Nate Litteral — Water Plant Superintendent CC: Hugh Dunkley— Finance Director Date: November 15, 2021 Re: Sole Source Purchase of RO Membrane Antiscalent The Utilities Department throughout the year has a need to purchase antiscalant for use at the Water Treatment Plant. Antiscalant is used to prevent scaling and fouling of the membranes in the reverse osmosis treatment process. The Village has been purchasing reverse osmosis antiscalant from American Water Chemicals, Inc. since 2009 with competitive pricing and very good operational results. Because of the pricing and low quantities used the annual purchase of antiscalant has historically been less than $10,000 precluding the requirement for competitive pricing in accordance with the Village Purchasing Directives and Procedures. Recent price increases, however, have resulted in the projected purchase of antiscalant in Fiscal Year (FY) 22 to exceed this threshold. Antiscalants are typically proprietary blends of chemicals designed for use in potable water. Changes of an antiscalant product often requires a pilot study to evaluate the effectiveness on the specific raw water at a given water treatment plant. As a result, staff recommends that the Village continue to use the AWC° A-102 Ultra antiscalant by American Water Chemicals, Inc. using the Sole Source provision of the approved Village Purchasing Directives and Procedures. A purchase requisition is requested for $16,,000.00 for the FY 22. The proposed purchase requisition will allow for the purchase of the anticipated annual antiscalant needs (approximately 12,575 Ibs) for the remainder of FY 22. The Village's approved Purchasing Directives and Procedures provides that the Village may acquire items that for all practical purposes can only be obtained from a single vendor, usually because of limiting technology, technological compatibility with existing systems or Items already in use by the Village or other unique qualities of the Items. Vice -Mayor Kyle Stone Mayor Frank D'Ambra, III Council Member Laurie Brandon Council Member Bruce Prince Council Member Molly Young Village Manager Jeremy Allen Page 38 of 222 Perfecting the Science of Membrane Treatment November 5, 2021 Village of Tequesta Utilities and Public Works 136 Bridge Road Tequesta, FL 33469 Dear Ms. McCorkle, This letter is to confirm that AWC A-102 Plus is a unique RO antiscalant manufactured by American Water Chemicals and it is not available for distribution from any other source. There are no identical equivalents on the market. Please feel free to contact us if you require any additional information regarding these products. Best Regards, Breanna Clark Inside Sales and Customer Service American Water Chemicals P: +1.813.246.5448 / E: infoC@membranechemicals.com // www.membranechPm'1(-P1(;,r-nm Page 39 of 222 AWC Form No. 320 R12 2/12/18 1802 Corporate Center Lane, Plant CitV, FL 33563 Agenda Item #5. Matthew Hammond From: Janet McCorkle Sent: Monday, November 15, 2021 2:41 PM To: Matthew Hammond Subject: FW: Village of Tequesta: AWC A-102 Plus Emergency Surcharge Attachments: We sent you safe versions of your files; Yellow Phosphorous Oct1.png; 21-03-600.pdf Matt, Please see email below and attached regarding pricing for antiscalant. Thank you. Janet McCorkle Village of Tequesta Utilities and Public Works 136 Bridge Road Tequesta, FL 33469 O: 561-768-0482 C: 561-214-2199 From: Nathan Litteral <nlitteral@tequesta.org> Sent: Wednesday, October 13, 2021 2:04 PM To: Janet McCorkle <jmccorkle@tequesta.org> Subject: FW: Village of Tequesta: AWC A-102 Plus Emergency Surcharge FYI... From: Timothy Rees <trees@membra nechemicals.com> Sent: Friday, October 8, 2021 2:54 PM To: Nathan Litteral <nlitteral@tequesta.org> Cc: Breanna Clark <bclark@membra nechemicals.com>; Melissa Fernandes<mfernandes@membra nechemicals.com> Subject: [EXTERNAL] Village of Tequesta: AWC A-102 Plus Emergency Surcharge Mimecast Attachment Protection has deemed this file to be safe, but always exercise caution when opening files. 'This Email was sent from an external source. Please be mindful of its content" Nate, it was a pleasure speaking with you yesterday afternoon. Based on our phone conversation and AWC's October 1, 2021 Email that you received, AWC would like to offer Tequesta an option for supplying AWC-A-102 Plus membrane antiscalant during the current worldwide, emergency phosphonate supply chain difficulties : As a result of the worldwide phosphonate supply issue, we are implementing a temporary 35% emergency surcharge on all AWC phosphonate-based antiscalants including AWC A-102 Plus. In Tequesta's case, this option would implement the 35% emergency surcharge on Tequesta's City of Clearwater's current piggyback contract price of $0.94 per pound. The Page 40 of 222 Agenda Item #5. AWC A-102 Plus emergency surcharge will be applied on the AWC A-102 Plus price and equals an additional $0.329 per pound. The emergency surcharge will be lifted as soon as the supply chain returns to normal. We have attached, for your review, a revised AWC-A-102 Plus sample price quote that includes the Emergency Chemicals Shortage Surcharge based on the Clearwater piggyback contract price. We also have attached the most recent China Yellow Phosphorous raw material price chart for your review. Nate, we do realize that this is a steep price increase, and we're here to work with you during these unprecedented times. The surcharge would be lifted as soon as material costs return to normal. Implementing this surcharge ensures that we can provide stable pricing and continuous supply to all our customers for at least 6-months. We thank you for your patience and understanding in this matter. Please contact me if you have any questions or require additional information. As always, we, at AWC, sincerely appreciate your business! Thank you ! Tim Rees Regional Sales Manager —Southeast American Water Chemicals°, Inc 1802 Corporate Center Lane Plant City, FL 33563 USA Tel: 813-246-5448, ext. 207 Mobile: 813.503.9465 Email: trees@membranechemicals.com www.membranechemicals.com 2 Page 41 of 222 Albenda lte'Y-'.n 5.m m7rC� fli 13 LM 0 CL 0 0 0 An Ln r- 4 ; CD C N C- r--4 w C rN r- un LA o LA r3 Lin r _ 0:1m OD � m . m > . LID C%61 <--:. 0:1 OD LID 1 1 OD m a� rf LID m Tt m � m Tt UD n n 7f 7f kD AD n Iag 4of 2 m �a m m Agenda Item #5. awc American Water Chemicals QUOTATION CUSTOMER ADDRESS Village of Tequesta 345 Tequesta Drive Tequesta, FL 33469-0273 Email: jmccorkletequesta.org n I itteraI a@teq uesta.org TEL: 561-768-0490 FAX: 561-575-6241 DAT E 101812021 QUOTATION # : 21-03-600 SHIP. TERMS : FOB DEST PPD Expiration Date: 111712021 YOUR REF# : 21-03-600 QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL: 200 Ibs AWC A-102 PLUS, 500 Ibs/drum 0.94 1,880.00 Four (4) Drums at $470 per drum 2,000 Ibs Emergency Chemicals Shortage Surcharge (35%): A-102 0.329 658.00 Plus Piggyback City of Clarwater's Contract: Contract ITB #38-20, Antiscalant TOTAL: $2, 538.00 PAYMENT TERMS: Net 30 Jeremy AllenDigitally signed by Jeremy Allen Date: 2021.11.171518:44-0500' SALES REP. TR E-mail: customerservice a@membranechemicals.com A WC Form 145 RI 0 10-02-20 1802 Corporate Center Lane, Plant City, FL 33563, USA -- Phone: 813-246-5448 — Fax: 813-623-6678 — Web: www.membraneRA%glsj,�,gf 222