DATE: February 6, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Mark Hilty, Water Management Director
Paul Holzen, Director of Engineering
Brian Wilcox, Purchasing Manager
SUBJECT:
Consideration Of Contract Award To Hach Company Of Loveland, Colorado In The Total Estimated Amount Of $341,890.00 Over Three (3) Years For Supply, Delivery, Installation, Operation And Maintenance Of The Specified Estimated Quantities Of Sanitary Sewer Flow Meters And Rain Gauges For An Initial Term Of Award Of Three (3) Years With Two (2) One-Year Options To Extend At $7,435 Per Month Also For The Specified Estimated Quantities, For The Water Management Department (Purchasing Office Procurement Solicitation No. 2015-013; $98,000 Budgeted In 431-82560-52219 For Fiscal Year 2015; Contract No. 2015-0035) (02/24/15 WS)
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Purpose
The purpose of this procurement is to purchase supply, delivery, installation, operation and maintenance of sanitary sewer flow meters and rain gauges for the Water Management Department. This equipment, which would not be owned by the City but would be provided by the service provider, would allow the City to measure wastewater flows in the collection system and plan for growth and subsequent capital projects needed to maintain available capacity.
Background
The City anticipates it will be facing increased regulatory constraints from the United States Environmental Protection Agency (USEPA) and the Tennessee Department of Environment and Conservation (TDEC) in order to maintain compliance with EPA's Capacity Management Operation Maintenance Initiative requirements. According to the City's request for Proposals, the flow meters and rain gauges are to be capable of isolating and measuring sewer flows and rainfall data. The flow monitoring program will provide data needed to meet the following objectives:
1. Develop inflow and infiltration (I/I) estimates;
2. Develop dry weather flow estimates;
3. Quantify flow from different basins; and
4. Quantify rainfall data within the basin.
The City anticipates the need at the outset of the term of award for supply, delivery, installation, operation and maintenance of 13 permanent wastewater flow meters, 17 temporary wastewater flow meters (for an anticipated duration of four months) and 5 rain gauges throughout the City. The City anticipates that an unspecified quantity of additional flow meters and rain gauges may need to be provided before the end of the term of award. The designated sites are indicated in Attachment A.
Data will be used in the wastewater hydraulic model to determine available capacities as well as refine prioritization of sanitary sewer rehabilitation.
The City published on November 6, 2014 a Notice to Bidders in the Williamson Herald for installation, operation and maintenance of sanitary sewer flow meters and rain gauges. In addition, solicitation documents were sent on or about the same date directly to three (3) potential proposers known or thought to be interested in this solicitation. Proposals from four (4) vendors were publicly opened at the submittal opening held on January 8, 2015. A tabulation of the proposals received for this solicitation is attached.
Financial Impact
The proposal ranked highest by the proposal evaluation team, from Hach Company of Loveland, Colorado, is in the total estimated amount of $341,890.00 over three (3) years for the specified estimated quantities of the specified equipment. This estimated total amount includes non-recurring fees of $74,230 and recurring fees of $7,435 per month, and is based upon estimated quantities of equipment required over the term of the award. Both Purchasing Office Procurement Solicitation No. 2015-013 and City Contract No. 2015-0035 contemplate two (2) one-year options to extend the initial term of award to a maximum term of five (5) years utilizing the same unit pricing established at the outset of the term of award. The Water Management Department Wastewater General Expenses Division budget for fiscal year 2015 allocates $98,000 out of the Sewer Fund for this procurement, an amount which would be sufficient for this program to commence on or about April 1, 2015.
Options
In accordance with the solicitation documents, the City reserves the right to reject any and all proposals.
Recommendationec
Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2015-0035, the proposal ranked highest by the proposal evaluation team, from Hach Company of Loveland, Colorado, in the amount of $341,890.00 over three (3) years for the specified equipment in the specified estimated quantities, with two (2) one-year options to extend the initial term of award to a maximum term of five (5) years at $7,435 per month for the specified estimated quantities. Purchasing Manager Brian Wilcox is of the opinion 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.