HomeMy WebLinkAbout02/07/2017 Water Meter Services Plinge of Mount 13rosp"I
Item XI. C.: Motion to accept bid results for water meter services in an amount not
to exceed $94,000
Department: Public Works Department
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Information:
In order to limit water loss or unaccounted water consumption in the Village-owned
potable water distribution system; Public Works performs water meter testing, water
meter replacements, and meter repairs on a scheduled basis.
This work generally requires access to water meters installed behind locked doors
on private property. As a consequence; it is often necessary to schedule
appointments with property owners prior to performing this task.
In addition to this work; inspections of sump pumps and storm water conveyances
installed on private property are also performed. These inspections are required by
Village Code and are pursuant to the Village's Long-Term Maintenance obligations
under the Metropolitan Water Reclamation District of Greater Chicago (MWRDGC)
Sewer Ordinance. The MWRDGC requires that the Village inspect at least 2% of all
single family homes each year.
Also planned in this effort is the identification of the type of pipe material used in the
water service as this is a new State law being implemented by the Illinois
Department of Public Health. All of this work will be scheduled in one appointment
to reduce the inconvenience to the property owner.
The Village has awarded multi-year water meter testing, replacement and repair
contracts since 1985. The clear water inspection of sump pumps and downspouts
was added in 1999.
The Village aggressively converted water meter accounts to the new automated
water meter reading (AMR) system over the past four years and at the same time
replaced the bulk of the older water meters with new. Basically, any water meter
older than seven (7) years was replaced. The newer meters had only an AMR
endpoint installed on to the existing meter.
Village Board Meeting-February 7,2017 Page 100 of 107
In the past, the water meter replacement program changed out approximately 800-
900 meters annually. Since the AMR work was completed, the number of water
meters to be replaced each year has been reduced to 200-300 meters.
Approximately 300 properties will be targeted annually for the MWRDGC clear water
inspections under this contract.
Additionally, approximately 120 commercial water meters are annually tested for
accuracy in accordance with national standards.
Staff prepared a detailed set of specifications for each of the efforts and requires
the contractor maintain unit pricing for the three-year contract period. No price
increases will be allowed during the contract.
The successful contractor is required to be a licensed plumbing contractor in the
State of Illinois and to employ properly licensed plumbers to perform the work.
A Request for Proposals (RFP) was sent to five (5) area firms that perform this type
of work. HBK Water Meter Services, Inc. of Rolling Meadows and Calumet City
Plumbing of Calumet City responded.
Proposals were received on January 23, 2017. The unit pricing was extended for
the 2017 planned work is denoted in Attachment A.
The estimated total cost for 2017 based on the proposed fees and the projected
quantities:
Firm Cost
HBK Water Meter Service $85,462
Calumet City Plumbing $194,433
HBK Water Meter Service, Inc. has been the Village's water meter replacement
contractor and meter testing service provider for previous contracts and has an
outstanding record of service with the Village. HBK Water Meter Service, Inc. has
previously performed all of the tasks outlined in a satisfactory manner.
Sufficient funds exist in the current Budget. The available funding for year one
(2017) of the three-year contract for the tasks under this bid is $164,166. The
contract award for year 2018 and 2019 will be limited to annual funding levels
approved by the Village Board. In the estimated total costs are fees of
approximately $15,000 for commercial water meter testing and repairs that will be
reimbursed to the Village from the commercial accounts as allowed by the Village
Code. Staff is recommending an approximate 10% contingency be added to the
award to adjust for the actual quantities tested, inspected and or repaired during the
Village Board Meeting-February 7,2017 Pagel 01 of 107
year. This contingency will bring the contract award amount to $94,000.
Alternatives:
1. Accept proposal for water meter services submitted by HBK Water Meter
Service, of Rolling Meadows, Illinois.
2. Discretion of the Village Board.
Budget Impact:
This proposed expenditure will require the expenditure of $94,000 from the
water/sewer enterprise fund. Expenditures in years 2 and 3 of the proposed
contract will be limited to amounts appropriated and approved by the Village Board.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and facilities
ATTACHMENTS:
Description Type Upload Date File Name
Attachment A_
D Water Meter Cover Memo 2/1/2017 mete r_services_2017rev2.pdf
Services
Village Board Meeting-February 7,2017 Page 102 of 107