DATE: October 26, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Mark Hilty, Water Management Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration of procurement award to Monitoring & Management Services, LLC of Franklin, Tennessee in the total estimated annual amount of $50,760 for sanitary sewer pretreatment program support services for up to five (5) years for the Water Management Department (Purchasing Office Procurement Solicitation No. 2017-004; $40,000 budgeted in 431-82560-52219 for fiscal year 2017; Contract No. 2016-0312) (11-08-16 WS)
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Purpose
The purpose of this procurement is to purchase sanitary sewer pretreatment program support services (including Fats, Oils & Grease (FOG) Program Support and Industrial Pretreatment (IPP) Program Support), for a term of award of three (3) years with options to extend the term of award twice, each time for up to one (1) additional year, for a maximum possible term of award of five (5) years total. The previous contract has expired and includes no more options to extend.
Background
The referenced sanitary sewer pretreatment program support services are a necessary component of the Water Management Department’s sanitary sewer pretreatment program which, in turn, is a necessary component of the department’s compliance with Tennessee Department of Environment and Conservation rules and regulations on the subject. The Water Management Department finds it cost effective to outsource the referenced support services and recommends the City continue to contract for them.
The City published on September 8, 2016 a Notice to Proposers in the Williamson Herald for sanitary sewer pretreatment program support services. In addition, solicitation documents were sent on or about the same date directly to eight (8) potential proposers known or thought to be interested in this solicitation, or thought to know of other firms that could be interested in this solicitation. Only one (1) proposal was received and it was publicly opened at the submittal opening held on October 11, 2016. (For the record, a representative of the Tennessee Association of Utility Districts, in response to a recent inquiry from the City, indicated that TAUD is not aware of service providers in middle Tennessee other than the one that submitted a proposal.) A tabulation of the proposal received for this solicitation is attached.
Financial Impact
The proposal ranked highest by the proposal evaluation team, from Monitoring & Management Services, LLC of Franklin, Tennessee, is in the total estimated annual amount of $50,760 for sanitary sewer pretreatment program support services. (This amount is the sum of $43,910 per year for FOG Program Support and $6,850 per year for IPP Program Support, both of which are estimates based on estimated annual quantities as indicated in the request for proposals.) The Water Management Department Wastewater General Expenses budget for fiscal year 2017 allocates $40,000 out of the Sewer Fund specifically for this consultant service. The Monitoring & Management Services bid amount is $10,760 (27%) over budget. For the comparable services on a weighted average basis, the 2016 proposal by Monitoring & Management Services indicates unit pricing that is about 21% higher than the unit pricing included in the 2011 Monitoring & Management Services proposal. Please note (1) that the City’s request for proposals indicated a term of award of three (3) years with options to extend the term of award twice, each time for up to one (1) additional year, for a maximum possible term of award of five (5) years total, with constant unit pricing over the course of the term of award, and (2) that the Monitoring & Management Services proposal complies with this provision.
Options
In accordance with the solicitation documents, the City reserves the right to reject any and all proposals.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2016-0312, the proposal ranked highest by the proposal evaluation team, from Monitoring & Management Services, LLC of Franklin, Tennessee, in the total estimated annual amount of $50,760 for sanitary sewer pretreatment program support services for up to five (5) years with constant unit pricing over the course of the term of award, and award this procurement to this proposer. Purchasing Manager Brian Wilcox believes that the prepared solicitation documents as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the proposals received. Contract No. 2016-0312 is not yet in final form and therefore is not attached. When it is in final form, and if the staff recommendation to accept the bid from and award the procurement to Monitoring & Management Services, LLC is approved by the Board of Mayor and Aldermen, then, pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2016-0312 will be executed by the City Administrator and reported to the Board of Mayor and Aldermen.