Agenda 01/08/2019 Item #16D 801/08/2019
EXECUTIVE SUMMARY
Recommendation to authorize a sole source waiver for a period of one (1) year for the purchase of
irrigation pump systems design, install, service, and repair from Hoover Pumping Systems
Corporation as a sole source vendor.
OBJECTIVE: To effectively maintain pump system equipment at County athletic facilities through an
approved sole source vendor for parts, supplies, and services.
CONSIDERATIONS: Collier County Parks and Recreation currently has eleven (11) Hoover pump
systems installed throughout County park facilities. The Hoover Pumping Systems Corporation is the
original equipment manufacturer for Hoover irrigation pump systems. Hoover Pumping Systems'
products are not available through any distribution network but only directly from its factory in Pompano
Beach, Florida.
Hoover provides the Flowguard software that allows Parks and Recreation staff to run the irrigation
system without being on site, monitor water usage and determine issues that need to be corrected. The
Flowguard system allows for remote access to complete pump control and protection features including
sequencing and retirement controls, variable frequency drives (VFDs) operating and setup parameters,
status and set up controls for Thermal Protection, No Flow Protection, and Loss of Prime Protection.
It is in the County’s best interest to utilize Hoover products for cohesiveness, savings (with respect to
parts replacement and staff training), and to maintain the current level of service for park patrons. Large
investments in landscaping are jeopardized when irrigation pump system performance is not satisfactory.
Pursuant to Section Eleven, sub-paragraph 10 of the Collier County Procurement Ordinance 2017-08,
staff requests that the Board of County Commissioners (Board) find that it is in the best interest of the
County to purchase Hoover irrigation pump systems, warranty repair, design, installation, parts, service
and related materials from Hoover Pumping System as a sole source vendor through the end of calendar
year 2019. Staff estimates that purchases from this vendor will not exceed $90,000 per fiscal year.
Purchases would be initiated through the issuance of a Collier County Purchase Order.
Staff will conduct a thorough review in 2019 of competitors, peer communi ties, and prepare a cost to
benefit analysis to determine if the County should continue with Hoover Pumping Systems or migrate to a
different vendor.
FISCAL IMPACT: Annual expenditures will not exceed $90,000 per year. Funds are budgeted in the
Parks and Recreation operating and capital budgets.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this
action.
LEGAL CONSIDERATIONS: This Item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To approve sole source purchases from the Hoover Pumping Systems
Corporation through calendar year 2019, for the purchase of irrigation pump systems design, install,
service, and repair in an amount not to exceed $90,000 per fiscal year, with purchases initiated through
the issuance of a Collier County Purchase Order.
Prepared By: Matthew Catoe, Operations Analyst, Parks and Recreation Division
16.D.8
Packet Pg. 1475
01/08/2019
ATTACHMENT(S)
1. FY19 Waiver Request 068 - Hoover (Parks Board Approval) v2 (PDF)
16.D.8
Packet Pg. 1476
01/08/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.8
Doc ID: 7416
Item Summary: Recommendation to authorize a sole source waiver for a period of one (1) year
for the purchase of irrigation pump systems design, install, service, and repair from Hoover Pumpin g
Systems Corporation as a sole source vendor.
Meeting Date: 01/08/2019
Prepared by:
Title: Operations Analyst – Parks & Recreation
Name: Matthew Catoe
11/26/2018 9:36 AM
Submitted by:
Title: Division Director - Parks & Recreation – Parks & Recreation
Name: Barry Williams
11/26/2018 9:36 AM
Approved By:
Review:
Parks & Recreation Ilonka Washburn Additional Reviewer Completed 11/26/2018 9:58 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 11/26/2018 10:04 AM
Procurement Services Sara Schneeberger Additional Reviewer Completed 11/26/2018 10:26 AM
Procurement Services Ted Coyman Additional Reviewer Completed 12/10/2018 1:16 PM
Parks & Recreation Barry Williams Additional Reviewer Completed 12/11/2018 10:06 AM
Public Services Department Kimberley Grant Level 1 Reviewer Completed 12/11/2018 11:44 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 12/11/2018 2:49 PM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 12/13/2018 1:24 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 12/13/2018 3:33 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 12/17/2018 9:09 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 12/17/2018 11:22 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/17/2018 2:00 PM
County Attorney's Office Emily Pepin CAO Preview Completed 12/20/2018 8:17 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 12/20/2018 2:52 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 01/02/2019 10:59 AM
Board of County Commissioners MaryJo Brock Meeting Pending 01/08/2019 9:00 AM
16.D.8
Packet Pg. 1477
Instructions
Collier County
Waiver Request Form
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must
be submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver
requests greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on
having only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty,geographic territory, or other
factors, even though other competitive sources may be available.
Requester Name:Division:
Item/Service:Vendor Name:
Fiscal Year:Requested
date range: ______________
1RWWR([FHHG
$PRXQWper
Fiscal Year:
Is there an agreement
associated with this Yes No
Waiver?
Sole Source:Single Source:One Time Purchase:Multiple Purchases:
Description of Purchase: Enter a description of the item(s) items that will be purchased under this waiver.
Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations.
Citing the definitions provided at the top of this form, why is this either a Sole Source or a Single Source?
If a sole source please provide a letter from the manufacturer indicating so, or indicating a controlled distribution to only one
authorized source. If a Single Source please elaborate and justify.
Derrick Garby Parks and Recreation
Irrigation pump systems design, install, service and repair Hoover Pumping System
FY19 10/1/2018 - 9/30/2023 90,000
■■
Hoover irrigation pump systems design, install, service and repair.
Hoover provides the Flowguard software that allows Parks and Recreation staff to run the irrigation system without being on
site, monitor water usage and determine issues that need to be corrected. The Flowguard system allows for Remote access
to complete pump control and protection features including sequencing and retirement controls, VFD operating and setup
parameters, status and set up controls for Thermal Protection, No Flow Protection, and Loss of Prime Protection.
How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via
Procurementorifthereisahistorical precedenceestablishedfortheuse oftheproduct,pleaseexplainpurchaseand use history
and the current level of County investment in the product.
The Division has not formally solicited (ITB) for these pumps and attendant software/services. Rather, these systems have
been acquired through site specific solicitations. They are presently installed at 11 sites. The product is specifically designed
for use in areas with high heat and humidity and has performed well over the years.
What is the cost/benefit of using, or continuing to use, this vendor for this product(s)? Describe savings or benefit of staying
with this firm and the additional cost or down side of switching to another provider.
The Hoover Flowguard software enables staff to monitor and operate pumps remotely and proactively. Without this technology, maintaining the quality of our field
grass would likely deteriorate and be more costly as it would take more calendar days and man hours to detect leaks, overflows or shutdowns across the system.
The Division will seek a one year waiver in order to conduct a comparative cost/benefit analysis of procuring alternative, but similar systems. This analysis will review
current systems on the market, operating and maintenance costs associated with different systems and whether savings can be achieved through reinstalling newer
systems as the current systems are aged.
Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? When will your next evaluation be performed?
Staff intends to perform a comprehensive market evaluation in 2019.
Sole source letter attached.
■
16.D.8.a
Packet Pg. 1478 Attachment: FY19 Waiver Request 068 - Hoover (Parks Board Approval) v2 (7416 : Hoover Pumping System Sole Source Waiver)
Date of BCC standardization(if applicable):BCCItemnumber:
It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulentlyspecifying sole
source. Florida Statute 838.22(2).
Requested by:Signature:Date:
Division Director:Signature:Date:
Procurement Strategist:Signature:Date:
Procurement Director:or designee Signature:Date:
For Procurement Use Only:
&XUUHQW)<BBBB Approval:Multi-Year Approval:Start End
Matthew Catoe
Barry Williams
Sara Schneeberger
Catherine Bigelow
■11/06/2018 09/30/2023
Matt Catoe Digitally signed by Matt Catoe
Date: 2018.11.06 09:13:53
-05'00'
WilliamsBarry Digitally signed by WilliamsBarry
Date: 2018.11.06 10:03:22
-05'00'
SchneebergerSara
Digitally signed by SchneebergerSara
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions,
ou=ASD, ou=ASD Purchasing, ou=Purchasing User
Accounts, cn=SchneebergerSara,
email=SaraSchneeberger@colliergov.net
Date: 2018.11.06 10:20:29 -05'00'
Cat Bigelow Digitally signed by Cat Bigelow
DN: cn=Cat Bigelow, o=Collier County
Government, ou=Procurement Services,
email=catherinebigelow@colliergov.net, c=US
Date: 2018.11.06 13:15:26 -05'00'
16.D.8.a
Packet Pg. 1479 Attachment: FY19 Waiver Request 068 - Hoover (Parks Board Approval) v2 (7416 : Hoover Pumping System Sole Source Waiver)
16.D.8.a
Packet Pg. 1480 Attachment: FY19 Waiver Request 068 - Hoover (Parks Board Approval) v2 (7416 : Hoover Pumping System Sole Source Waiver)