City council approves sole-source purchase of five pumps for Well 17 booster station

The City Council approved a sole-source purchase of five pumps for the booster station at Well 17 during a special meeting on May 12 to begin the 14-day notice period required under state procurement rules. The council voted unanimously to approve the purchase and authorize staff to start the notice period.

Rob McDonald, a city staff member who presented the item, said the pumps will replace existing units at Well 17, which includes a 2,000,000-gallon reservoir and a booster station that serves Zone 2 and Zone 3. McDonald said the existing pumps currently push about 690 gallons per minute each but the station was designed for pumps capable of about 1,400 gallons per minute each; the purchase will upsize the pumps to better meet peak demands. "The pumps right now push about, 690 gallons a minute each, but it was actually designed to be able to push about 1,400 gallons, each," McDonald said.

McDonald told the council the vendor identified as the only supplier compatible with the station's existing pumping housing is CH Spencer and that the purchase is being recommended as a sole-source procurement because using a different pump type would require replacing housings and other equipment, adding cost and time. He said the contract was reviewed by "Mister Waterman," with the vendor accepting the recommended contract changes.

The memorandum included a longer lead time but McDonald said the supplier now estimates delivery in about 10 to 12 weeks, compared with 21 to 23 weeks noted in the memo. He also said the item is budgeted and finance has reviewed it. When asked about tariff risk, McDonald said most fabrication is done in Texas but some components are sourced overseas and the contract includes a clause that could allow the vendor to pass on tariff-related cost increases.

Councilor Allgood moved to approve the purchase request as described; Councilor Doty seconded. The clerk conducted a roll-call vote; five council members present voted yes and the motion passed unanimously. After the vote McDonald said staff will begin the 14-day sole-source notice period required by state code to allow any other vendor to come forward before the city finalizes the order.

Questions from council members clarified that the purchase is intended to improve the system's ability to meet peak events, such as combating structure fires, rather than to increase the system's long-term overall capacity. McDonald also said the pumps being purchased are part of a larger city project to upgrade the station and some trunk lines; he indicated the larger project cost is approximately $1,500,000 and that the pumps and motors portion is about $353,000. He said the city may reuse or resell existing pumps if feasible but that older pumps are often worn.

The council did not take further action beyond approving the sole-source purchase and starting the required notice period. Staff will return as needed with procurement updates once the notice period ends and the order is placed.