01-27-14 Special MeetingCITY COMMISSION I)EUM,( EACki
CITY OF DELRAY BEACH, FLORIDA
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SPECIAL MEETING - MONDAY, JANUARY 27, 2014
10:00 A.M. DELRAY BEACH CITY HALL
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equal opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the City.
Contact the City Manager at 243 -7010, 24 hours prior to the program or activity in order for the City to reasonably
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SPECIAL MEETING AGENDA
Pursuant to Section 3.12 of the Charter of the City of Delray Beach, the Mayor has instructed me to announce a Special
Meeting of the City Commission to be held for the following purposes:
PAYMENTS TO SENTRY INDUSTRIES: Consider approval of payments in the
aggregate amount of $102,000.00 to Sentry Industries for the purchase and delivery of
sodium hypochlorite for the Water Treatment Plant (WTP). The recommendation is in
compliance with Ordinance No. 29 -13, Chapter 36, "Acquisition of Goods and Services and
Disposal of City Property", Section 36.02 (C) "Direct Acquisition Method ", (5),
"Emergency Acquisitions ". Funding is available from 441 - 5122 - 536 -52.21 (Water and
Sewer Fund: Operating Supplies /Chemicals).
Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any
matter considered at this meeting, such person will need to ensure that a verbatim record includes the testimony and
evidence upon which the appeal is based. The City neither provides nor prepares such record.
MEMORANDUM
TO: Mayor and City Commissioners
FROM: Victor Majtenyi, Deputy Director of Public Utilities
Randal Krejcarek, P.E., Director of Environmenat Services Department
THROUGH: Louie Chapman, Jr., City Manager
DATE: January 24, 2014
SUBJECT: AGENDA ITEM SP. 1- SPECIAL MEETING OF JANUARY 27, 2014
PAYMENTS TO SENTRY INDUSTRIES
ITEM BEFORE COMMISSION
The item before the City Commission is to consider approval of payments in the aggregate amount of
$102,000 to Sentry Industries for the purchase and delivery of sodium hypochlorite for the Water
Treatment Plant.
BACKGROUND
In previous years, vendors who supplied Sodium Hypochlorite to the Water Treatment Plant were
problematic; quality of product and failure to make timely deliveries as required were primary issues
that were unacceptable.
Funding for annual chemical purchases and related plant operating contracts are from departmental
operating budgets, thus funding is not available until the City's budget is officially approved.
Therefore, recommendations for awards are generally presented to City Commission sometime after
October 1. Last year, through soliciting quotes from selected vendors (three vendors), Sentry Industries
provided the lowest quote for providing Sodium Hypochlorite for use in the water treatment process at a
unit cost of $0.76 /gallon. In March 2013, City Commission approved an annual award to Sentry
Industries. The blanket purchase order covered annual costs through September 30, 2013. However,
the chemical is essential to treatment operations and thus the plant continued receiving weekly
deliveries while engaging in the bid/solicitation process for acquisition of the chemical for the next
fiscal year. During this process, the plant will have received deliveries of sodium hypochlorite in the
estimated amount of $102,000, from October through the end of January 2014; this total includes
previous payments, invoices pending approval, and estimates based on delivery tickets not yet invoiced.
Staff requests City Commission approval of payments to Sentry Industries for having provided goods
and services under Ordinance 29 -13, Chapter 36 "Acquisition of Goods and Services and Disposal of
City Property", Section 36.02 (C) (5), "Direct Acquisition Method ", "Emergency Acquisitions ".
Via a separate agenda request, staff is recommending an award to Odyssey Manufacturing Co. for the
purchase and delivery of sodium hypochlorite at a unit cost of $0.74 /gallon for the balance of the Fiscal
Year 2014 operating budget.
FUNDING SOURCE
Funding is available from 441- 5122 -536 -52.21 (Water and Sewer Fund: Operating
Supplies /Chemicals).
RECOMMENDATION
Staff recommends approval of payments to Sentry Industries in the amount not to exceed $102,000 for
previous purchases and deliveries of sodium hypochlorite for the Water Treatment Plant.
Majtenyi, Victor
n nnw
From: Bullard, John
Sent: Tuesday, January 14, 2014 11:49 AM
To: Majtenyi, Victor
Subject: Corrected Sentry Invoices Breakdown and Odyssey Adjustment
Sentry Invoices
City Manager Requests — Approved and Paid
$12,948.88 - October 31, 2013
$13,692.16 - November 12, 2013
$8,006.60 - November 21, 2013
$10,363.36 — December 3, 2013
$45,011.00 — Total
City Manager Request — Pending
$11,704.00 — January 2, 2014 r
Invoices Received, Unpaid
$23,186.08 —Deliveries for Dec. 9, 16, 20, 24, 27, 30, Jan. 2, 3 0
Delivery Tickets, No Invoices Received
$9,100.24 —Jan. 6, 10, 14�
Projected Deliveries Until Odyssey Transition
$12,920.00 —Jan. 17, 21, 24, 28, 31 G
Total Remaining To Be Paid
$11,704.O01)
$23,186.08 01
$9,100.24!
Odyssey
With the adjustment above, let's estimate 1100 gals /day for odyssey
$199,430 — 245 days x 1100 gal's /day x $.74 /gal
$11,100 — 30 days x 500 gal's day x $.74 /gal (3 remaining chlorine burns)
$210,530 —Total for the last two thirds of the fiscal year