DATE: December 12, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Brock, Assistant City Administrator / CFO
Michelle Hatcher, Water Management Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Sole-Source Purchase From Southern Sales - Tencarva Municipal, A Division Of Tencarva Machinery Co. Of Nashville, TN Of The Supply And Delivery Of A Quantity Of 60 Ultraviolet Lamps And Various Quantities Of Related Accessories In The Total Amount Of $36,430.95 Plus Freight For The Effluent Disinfection System At The Water Reclamation Facility, For The Water Reclamation Division Of The Water Management Department.
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Purpose
The purpose of this memorandum is to report the sole-source purchase from Southern Sales - Tencarva Municipal, a division of Tencarva Machinery Co. of Nashville, TN, of the supply and delivery of a quantity of 60 ultraviolet lamps and various quantities of related accessories for the effluent disinfection system at the Water Reclamation Facility. The new lamps would replace existing ones that are scheduled to be replaced during fiscal year 2020 due to age. City staff will provide the labor for installation of the new lamps.
Background
City Purchasing Policy allows for the following category of sole-source purchases valued at or greater than $25,000 not to require individual authorization by the Board of Mayor and Aldermen (but which shall be reported to the Board): Purchases of items necessary to maintain, expand or improve a manufacturer-specific system already in use by the City ... and that requires interconnectivity of and/or communication between the component parts, so long as the product manufacturer representative has stated in writing that the vendor is the sole source available to the City, and so long as the vendor has stated in writing that the quoted pricing is the lowest municipal unit pricing available at that time and in the foreseeable future for the quantity indi...
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