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Item # 7.

Council Meeting

Meeting Date:	04/12/2022
Department:	Public Works
Pillars:	Excellence in Asset Management
Milestones:	Effectively utilize and promote the Silver Line development with a first mile/last mile solution

AGENDA CAPTION:

Consider Action on a Resolution Approving a Professional Services Agreement with Hydromax USA for Annual On-Call Fire Hydrant Auditing, Inspecting, and Testing Services and Authorizing the City Manager to Execute the Agreement in an Amount Not to Exceed $45,654 Plus a Contingency in an Additional Amount of $15,000.

BACKGROUND:

The purpose of this item is to award a contract for Fire Hydrant Auditing, Inspecting, and Testing Services.

The scope of work includes, but is not limited to, the annual Global Positioning System (GPS) locating, inspecting, flow testing, hydrant flushing, and making any necessary repairs to all of the Town's approximately 1,100 fire hydrants.

On November 17, 2021, Request for Proposal (RFP) 22-06 for Fire Hydrant Auditing, Inspection, and Testing Services was advertised. It closed on January 13, 2022. The initial contract period is 12 months with options to extend the term of the agreement for four additional one year periods. Each year the contractor will be required to submit updated material and labor prices for the Town's review and approval. If the Town does not agree with the updating pricing, at the Town's option, the amounts can be negotiated or the contracts can be terminated, and a new Request for Proposals can be issued.

Four vendors submitted proposal in response to the RFP. The proposals were scored by an evaluation committee consisting of Town staff based on the following criteria:

Price - 50 Points
Experience/Past Performance - 20 Points
Resources/Capacity - 20 Points
Conformation to Solicitation - 10 Points

The following is a breakdown of those evaluation scores:

Vendor Name	Total Score (100 Point Max)
Hydromax USA	100
Fire Hydrant Servicing	66
R&M	65
DFW Services	25

Hydromax USA (Hydromax) received a score of 100 out of 100 points and was found to be the best value for the contract. Hydromax submitted a base bid in the amount of $45,654. This item is being brought forth to the City Council because Town staff is recommending a $15,000 contingency for unforeseen fire hydrant repairs and parts that may be needed at the Town's discretion. This would bring the total contract amount to $60,654, above the $50,000 threshold that requires Council approval.

These expenditures are budgeted in the utility fund annual operations budget for the Fiscal Year 2022.

If approved, the Town will issue a written notice to proceed after submission of all necessary bonds and insurance. This work is anticipated to commence in May of 2022.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Hydromax USA Fire Hydrant Services
Solicitation for Bids #22-06
Hydromax USA Proposal