DATE: September 15, 2017
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator for Finance and Administration
Michelle Hatcher, Water Management Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of emergency purchase from First Response of Goodlettsville, Tennessee of services related to repairing a sanitary sewer manhole in the Lockwood Glen subdivision, in the total amount off $32,330.50 for the Wastewater Collection Division of the Water Management Department (to be allocated to 431-82682-52212)
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Purpose
The purpose of this memorandum is to report the emergency purchase of services related to repairing a sanitary sewer manhole in the Lockwood Glen subdivision, in the total amount off $32,330.50 for the Wastewater Collection Division of the Water Management Department.
Background
On August 11, 2017, the City received a report that the contractor for the developer of the Lockwood Glen subdivision knocked off the manhole casting from a sanitary sewer manhole and filled that manhole with rock. On the same date, after City crews attempted to remove the rock, staff asked First Response to remove the rock and debris and repair any damage to the manhole. The repairs were made on August 11-14, 2017.
The following excerpt from the City’s Purchasing Policy describes how emergency purchases are to be handled:
When in the judgment of the City Administrator, the Department Head or the Purchasing Manager there exists an emergency impinging on public health, safety or welfare and a purchase valued at or greater than $10,000 is necessary, then the competitive purchasing provisions contained in this Purchasing Policy may be waived; provided, however, that if the emergency purchase is valued at or greater than $25,000 it shall be reported to the Board of Mayor and Aldermen at its next scheduled meeting.
As the sanitary sewer line in question does have service lines connected to it and is in use, staff determined that the services related to repairing the sanitary sewer manhole qualified as an emergency purchase. Further, as having the manhole repaired as quickly as possible seemed imperative, staff concluded that competitively pricing the necessary services was not a viable option. The City also contracts with First Response for the annual on-call cleaning services of the City’s sanitary sewer system, and is confident and comfortable with the work of this service provider.
Financial Impact
The manhole damage was not anticipated in the budget for fiscal year 2018. However, the contractor for the developer of Lockwood Glen subdivision has already reimbursed the City in full for the cost of the repair, including for City staff time.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of the emergency purchase from First Response of Goodlettsville, Tennessee of services related to repairing a sanitary sewer manhole in the Lockwood Glen subdivision, in the total amount off $32,330.50 for the Wastewater Collection Division of the Water Management Department. Purchasing Manager Brian Wilcox believes the staff recommendation appears to be made in a fair and impartial manner based upon the information available, and that the emergency purchase appears to be justified.