Agenda 09/13/2016 R Item #16C 5 16.C.5
09/13/2016
EXECUTIVE SUMMARY
Recommendation to waive competition and authorize a sole source purchase in the amount of
$55,358.50 from E.H.Wachs Company for a complete valve turner package consisting of the ERV-
750 Automated Valve Operator,Exercisor and Rehabilitator,and the Utility Hydro-Vac.
OBJECTIVE: To enable the Wastewater Division Irrigation Quality (IQ) Water section to open and
close valves safely and efficiently while performing preventative maintenance and emergency repairs.
CONSIDERATIONS: The Collier County Wastewater Division IQ Water program is a leading
producer of irrigation quality water in the state. In FY16, it is anticipated that more than five billion
gallons of reclaimed water will be beneficially reused by more than 50,000 end users, including golf
courses,parks, schools,medians, residential and commercial areas.
The Wastewater IQ Water system consists of more than 1,000 valves of different sizes in various
conditions, which must be exercised regularly as dictated by Florida Administrative Code 62-555
(Permitting, Construction, Operation and Maintenance of Public Water Systems), and 62-610 (Reuse of
Reclaimed Water And Land Application),as well as other local,state and federal rules and regulations.
These valves often require hundreds of turns each way to open and close. Manual turning increases the
risk of injury and lost man hours. Motorizing this task saves not only many hours, but valuable personnel
resources and equipment. The automatic valve turner has the potential to reduce lost man hours and
workers compensation claims related to repetitive or physical injuries incurred by employees manually
turning valves.
System valves can become frozen or locked up, often requiring two employees to try to manually turn the
valve with the strong potential for over torquing, stripping or breaking the valve stem. When this occurs,
the valve has to be dug up and replaced. The automated valve turner is programmed to operate at the
lowest torque required to maintain valve stem rotation and prevent stripping of the valve and breakage.
Pursuant to Sections 9 B2 and 4 of Collier County Procurement Ordinance 2013-69, as amended, staff
requests that the Board of County Commissioners find that it is in the best interest of the public to waive
competition and to use E. H. Wachs Company as a sole source vendor for the ERV-750 Automated Valve
Operator, Exercisor and Rehabilitator, and the Utility Hydro-Vac at best value (see attached Business
Case that details research done to determine the proper procurement process for this item).
FISCAL IMPACT: Funding is available in, and is consistent with,the FY2016 Capital Budget approved
by the Board of County Commissioners September 24, 2015. The funding source for the capital outlay
and annual operating costs is the Collier County Water-Sewer District Operating Fund (408). This asset
has a life expectancy of approximately ten years. Maintenance costs are approximately $1,000 per year
for replacement filters, oil changes and other routine maintenance. The estimated replacement cost would
be approximately$62,100.
CERTIFICATION BY THE PROCUREMENT DIRECTOR: By approval of this Executive
Summary,the Procurement Services Director certifies that:
1. The item is the only one available that can properly perform the intended function;
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09/13/2016
2. The recommended vendor is the only one ready, willing and able to meet the county's
requirement; and,
3. That it is in the best financial interest of the county to authorize E.H. Wachs Company as the sole
distributor for the ERV-750 Automated Valve Operator, Exercisor and Rehabilitator, and the
Utility Hydro-Vac.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval.-SRT
RECOMMENDATION: That the Board of County Commissioners, Ex-officio the Governing Board of
the Collier County Water-Sewer District, authorizes the sole source purchase in the amount of$55,358.50
from E.H. Wachs company for a complete valve turner package consisting of the ERV-750 Automated
Valve Operator, Exercisor and Rehabilitator, and the Utility Hydro-Vac, and authorizes the issuance of a
purchase order in that amount.
Prepared by: Sue Jacobs,Operations Analyst,Wastewater Division
ATTACHMENT(S)
1. EH Wachs-Quote JS90165 (PDF)
2. EH Wachs- Sole Source_VMT-VMS (PDF)
3. Collier County Waiver Request-E. H. Wachs 8-2016 (PDF)
4. Business Case-Valve Turner (PDF)
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1 6.C.5
09/13/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.5
Item Summary: Recommendation to waive competition and authorize a sole source purchase in
the amount of$55,358.50 from E.H. Wachs Company for a complete valve turner package consisting of
the ERV-750 Automated Valve Operator, Exercisor and Rehabilitator, and the Utility Hydro-Vac.
Meeting Date: 09/13/2016
Prepared by:
Title: Operations Analyst—Public Utilities Department
Name: Susan Jacobs
08/08/2016 12:41 PM
Submitted by:
Title:Division Director-Wastewater—Wastewater
Name: Beth Johnssen
08/08/2016 12:41 PM
Approved By:
Review:
Public Utilities Operations Support Joseph Bellone Level 1 Sim.Reviewer 1-8 Completed 08/29/2016 1:28 PM
Public Utilities Department Margie Hapke Level 1 Division Reviewer Completed 08/29/2016 1:35 PM
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 08/29/2016 1:37 PM
Wastewater Beth Johnssen Level 1 Sim.Reviewer 1-8 Completed 08/29/2016 1:55 PM
Water Robert Kaine Level 1 Sim.Reviewer 1-8 Completed 08/29/2016 3:09 PM
Procurement Services Swainson Hall Level 1 Purchasing Reviewer 1-4 Completed 08/31/2016 10:48 AM
Procurement Services Allison Kearns Level 1 Purchasing Reviewer 1-4 Completed 09/01/2016 11:34 AM
Procurement Services Scott Johnson Level 1 Purchasing Reviewer 1-4 Completed 09/01/2016 11:46 AM
County Attorneys Office Len Price Level 2 Attorney Review Skipped 08/28/2016 10:00 AM
Public Utilities Department Susan Jacobs Level 2 Division Administrator Review Skipped 09/01/2016 11:50 AM
Budget and Management Office Ed Finn Level 3 OMB 1st Reviewer 1-4 Completed 09/01/2016 11:56 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/01/2016 1:48 PM
County Attorney's Office Jeffrey A.Klatzkow Level 3 County Attorneys Office Review Completed 09/02/2016 11:33 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/06/2016 4:45 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/13/2016 9:00 AM
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16.C.5.a
E FLWACHS Water Utility Products
455 Comanche Circle Harvard,IL 60033 Quotation
ADivision ofG T:+1.815.943.4785 I F:+1.815.943.5098
Superior Equipment,Complete Support: ehwachs.com
Page 1 of 2
TO: Rob Kaine Date: 6/28/2016
Collier County Water Quotation Number: JS90165
4370 Mercantile Ave Payment Terms: Net 30
Naples, FL 34104 Shipping Terms: FOB Destination
Valid Through: 8/27/2016
Reference: KR76770
E.H. Wachs is pleased to offer the following quotation.
Unit Price Line Total
Item Number Description Qty U/M (USD) Disc% (USD)
1 77-000-07 Utility Hydro-Vac (Gas) - HYD: A 27 HP (20 kW) Kohler overhead cam, air 1 EA 37,500.00 5.0% 35,625.00 m
cooled gasoline engine provides ample power for all contained functions, L
including an auxiliary HTMA Class II circuit; 10 gallon (38 L) reservoir, fan
cooled heat exchanger, continuous duty rated for 8 GPM(30.3 LPM)® 1,800 m
PSI (125 bar) with 50' (15 M) retractable hose reel. A positive displacement
blower provides 500 CFM (14.2 cmm)-11" (280mm) Hg vacuum, with spoils
contained by a 250(950 L) gallon tank utilizing our exclusive hydraulic side w
and dump system and latching rear door. Also driven from the common
power train is a 2.5 gpm (9.5 LPM) ® 3000 PSI (210 bar) pressure washer m
system with 3 gallon (11.4 L) anti-freeze tank and 80 gallon (303 L) vertical
water tank. Includes 2-1/2" (63.5mm), 1-1/4" (31.75mm) a 7/8" (22mm) O
suction wands, short a long wash-down guns, 20' (6 M) suction hose and 50' •,
(15 M) retractable hose reel. Domestic destination and freight charges
included.
2 79-000-01 Wachs ERV-750(without Datalogger) Automated Valve Operator, Exercisor 1 EA 13,995.00 5.0% 13,295.25
and Rehabilitator. Featuring Wachs Patented Automation. Extendable arm
produces a full 750 Ft lbs (1020 Nm) of torque.The system utilizes a dual N
pivot point to locate over any valve box/Hydrant. Locking disc brake holds —�
the full torque of the machine while operating, 3" (76.2 mm) square steel a;
tube construction and mechanical lock system for travel. Includes operation 0
manual. Requires Ruggedized ERV-750 Controller/Datalogger C'!
(Part#79-722-01/02). Domestic destination and freight charges included.
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3 79-422-01 Wachs HC-100(North America) ruggedized Controller/Datalogger to operate 1 EA 2,990.00 5.0% 2,840.50 f
and collect data (including GPS) during the operation of ERV-750, TM7 and tC
TM-6 machine (includes PDA style PC, 12v vehicle charger kit, AC charging
kit, USB sync cable, machine control cable, screen protector Et preloaded
with Vitals Mobile software). Already GPS enabled, however adding option
79-412-01 (Pathfinder Pro 6T) for Submeter accuracy or 79-412-02
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(Pathfinder Pro 6H)for Decimeter accuracy. E
4 79-419-00 Bluetooth Adapter for ERV or TM-7. Allows connection between machine 1 EA 500.00 5.0% 475.00 u
and controller to function either wirelessly or tethered.
5 11-408-00 Telescopic Valve Key - 2" AWWA (Colder Climate). Manufactured from 1 EA 445.00 5.0% 422.75
high-strength steel, adjustable from 4ft (1.22 M) to 9ft (2.74 M) with spring
loaded pin to eliminate loss. Rated to 800 lb-ft(1,085 Nm)of torque for use
with the Wachs P/2 and RS/2 valve operators and ERV 750. Weighs only 24
lbs (10.9 kg). Add the Tee Handle adapter (11-408-10) for manual
functionality when machine is not in use.
6 SPART Standard Valve Maintenance Skid(VMS), model U14-007 1 EA 2,700.00 2,700.00
Total(USD) $55,358.50
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c ��///��/M\rQuotation
16.C.5.a
G.H. YYH�7 Water Utility Products '
455 Comanche Circle I Harvard,IL 60033 Q U of at I o n
A Division of 17Tf T:+1.815.943.4785 I F:+1.815.943.5098
Superior Ea ipment,Complete Support. ehwachs.com
Page 2 of 2
TO: Rob Kaine Date: 6/28/2016
Quotation Number: JS90165
Thank you for the opportunity to quote your application needs. If you have any questions or if I may be of any further
assistance to you please do not hesitate to notify me.
(SALES TAX!!!!) We collect sales tax in all but the following states: AK, DE, MT, OR and NH. If you are tax exempt please
supply your identification number and certificate with your order. If your exempt number is not on file, tax will be added to
your order.
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Jeff Swiatowy
Utility Products General Manager a)
815-943-4785
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jswiatowy@ehwachs.com
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Sales of E.H.Wachs products and services are expressly limited to and made conditional on acceptance of its current Terms and Conditions of Sale,found at 0
www.ehwachs.com("Terms').Any additional or different terms are hereby rejected.Commencement of work by E.H.Wachs or acceptance of delivery of products by
you constitutes your acceptance of the Terms.
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Cly E.H.WACHS'
An //7t Company Superior Equipment Complete Support: ehwachs.com
WATER UTILITY PRODUCTS
455 Comanche Circle Harvard,IL 60033
T_+1.815.943.4785 F:♦1.815.943.5098
866.392,1060
August 2,2016
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This letter serves as a sole source document for the Valve Maintenance Trailer (VMT) & Valve Maintenance Skid
(VMS)line of products(including the Hydro-Excavation units)manufactured by E.H.Wachs, Utility Products Division.
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The VMTNMS equipment and accessories are designed, manufactured, assembled and distributed solely by E.H a)i
Wachs. The design of this tool is so unique;it has been awarded multiple US patents:
Patent Number 9,188,240 — Locking brake system for valve operating machine a
Patent Number 9,038,667— Dual arm valve operating machine00
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Patent Number 8,025,078 -Vehicle mountable arm for valve operating machine
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Patent Number 5,937,373 - Method of controlling an underground fluid flow system
Patent Number 5,381,996 - Valve operator
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In the domestic US, regional distribution is through direct salesmen or exclusive territory dealers; for your area
Hassan Cruz is the only outlet to purchase these products.
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To the best of our knowledge, no other vendor manufactures and distributes units with these unique feature sets. cn
Please let me know should you need further details. u,
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Jeff Swiatowy f°
General Manager
Wachs Utility Products
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Instructions
Completed waiver re.ouests must be submitted to the department's procurement professional ror any amount above
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Purchases above 53000 require three quotes or formal competition. The department must provide justification to
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Purchase to request consideration to waive the competitive purchasing process and purchase from a 1_
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singie vencior. Waivers of greater than $50,000 will require approval by the. 5031t at County E
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Commissioners To qualify for a waiver select a waiver catedory provide an explanation of the researon m
conducted and the supporting rationale, ane acquire the approve.i signature from your drrector Send the waive'
reoue=1,3fly research information and contract matenais to your purchasing prof ess icn a i in Purchasing 2
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Requester Name:Rcb/...nc 1 svenoor Name:a v,,‘ ': co)
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;cati ', I Anticipated Cost:
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Ememency: Describe the public health or safety issues that requires the immediate cr
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product or service(i.e..The supply of vaccination was completely depleted within hours of 1-
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delivery'to the employee health center;the current vendor will not receive another shipment
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for 2 weeks) •,--
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Compatibility I Proprietary(One of a Kind or No Substitute Available): Describe.the 0
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research completed to determine that there is only one product or service capable of meeting
the County's existing conditions and that no other vendor can provide a product,component.
or replacement part that may be substituted. I
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Authorized Distributor Describe the research completed to find similar features and =
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operability,and a letter from the manufacturer naming the single source authorized a)
distributor(s)in the southwest Florida region. It
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tel E.H. Wachs is the Sole Source manufacture'and distributor of the ERV-750 valve c.)
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turning machine with Utility Hydro Vac. within the state of Florida ru
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It is a felony to knowingly circumvent a competitive process for commodities or services by m
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fraudulently specifying sole source. Florida Statute 835.22(2). 0
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Requested by: .// C.)
Date:8/15/2016
Department Director / Date:
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Procurement Professional: /..`,,,,y, ,.(.,- .1 Date: ; o
Matt Catoe Digitally signed by Matt Catoe
Date:2016.08.16 13:06:40-0400'
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�- er County
Public Utilities Department
Wastewater Division
Business Case
ERV-750 Automated Valve Operator,Exercisor and Rehabilitator, and Utility Hydro-Vac
1. What would the impact be to change to a different product (include: training, inventory
parts,maintenance,project(or staff time)to replace the item?
This not a replacement product; it is a new addition to IQ section maintenance equipment.
Training will be minimal as one IQ team member is currently trained in valve turner operation.
This will better utilize his time and optimize the resource. Various size valves require tools to
accommodate different turning rotations. Cost savings will be realized by utilizing the automated Fes.
valve turner over man hours expended plus individual tool use and replacement. >
2. If the product requested is one-of-a-kind item,provide background information on how this a,
was determined and backup resources utilized.
This product was selected because it offers a truck-mounted option and eliminates the need to
pull a trailer with the equipment mounted on it. This makes the valve turner more accessible to
be used in tight areas and off road. It also raises the level of safety and decreases the potential for co
accidents while driving or backing up a truck with a trailer.
3. Provide information on whyaparticularproduct and/or vendor was chosen.
The Water Distribution Section has purchased and tested many different makes and models of
valve turning machines and found the E. H. Wachs brand to be the most economical and
dependable.The product servicing is also exemplary.
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4. If unique features are required to successfully perform the required function, identify what
those features are any why they are required. (Be specific) c
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System valves can become frozen or locked up, often requiring two employees to try to manually
turn the valve with the strong potential for over torqueing, stripping or breaking the valve stern. c
When this occurs, the valve has to be dug up and replaced. The automated valve turner is °'
programmed to operate at the lowest torque required to maintain valve stern rotation and prevent
stripping of the valve and breakage. Manual control can increase the amount of torque in forward
or reverse. The cooler assembly maintains a comfortable temperature allowing the equipment to `5t
run for long periods of time.
5. Provide information on other models available and why they were rejected. Provide brand
name,model,vendor name, date and name of each resource contacted.
• Spin Doctor; ERB-800; Hurco;February 2016; Beckie Hurley($62,614.75)
• PV250-PT1000SH-D1-W;Pacific Tek;February 2016;Tyan Banks($75,000)
Both models were not chosen due to higher costs to purchase and maintain.
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Wastewater Division•4370 Mercantile Ave.•Naples,Florida 34104•239-252-5681
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6. Provide product listing of sole/single sourced items you are purchasing.
• Utility Hydro -Vac(gas)
• Wachs ERV-750
• HC-100 Controller/Data Logger
• Blue Tooth Adapter
• U14-007 Standard Valve Maintenance Skid
7. To "exactly match existing equipment" or to "inter-member (connect) with existing
equipment" is not normally an acceptable justification for sole brand. When you determine m
this is a justified factor that should be considered; the quantity, manufacturer, brand, c
model, property number of the existing equipment, and necessity for "interfacing" must be E—
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provided.
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Other suppliers of valve turners (Grainger and Balar) actually purchase the product from E. H. N
Wachs and then resell it at a higher price. E.H. Wachs is the sole distributor and servicer in the a9
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state of Florida. ct
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