HomeMy WebLinkAbout03/06/2012 Water Meter Service RFPMount
L am.
TO:
FROM:
DATE:
SUBJECT:
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
VILLAGE MANAGER, MICHAEL E. JANONIS
WATER/ SEWER SUPERINTENDENT
FEBRUARY 29, 2012
RESULTS OF WATER METER SERVICES RFP ($109,680)
BACKGROUND
In order to maintain the accountability of water consumption, annual water meter testing, meter
replacement and meter repairs are routinely performed within the Village's water system. To
accomplish this task, a 24 -month agreement has been written to replace, test, and repair,
Village -owned water meters on a contractual basis. In addition, private building inspections on
residential sewers will also be completed, during the water meter replacement task, to check for
improper sewer connections pursuant to the regulatory requirements of the Metropolitan Water
Reclamation District of Greater Chicago (MWRDGC).
Approximately 800 properties are annually targeted for water meter replacement and /or private
building inspections under this contract. Additionally, approximately 120 commercial water
meters are tested each year. Meter testing and meter replacement are important aspects of
the Village's water supply as accurate water meters are essential to account for the Village's
water use and to bill for the appropriate consumption of water.
On the advice of the village attorney, a requirement to pay prevailing wages was added to the
contract provisions. Previous contracts for this work did not include prevailing wage
requirements.
The contract documents stipulate that the contractors maintain their pricing for the entire
contract period. No price increases allowed for the entire two -year contract period.
RFP RESULTS
A Request for Proposals (RFP) was prepared by staff and sent out in January 2012 to six (6)
water meter service vendors. All vendors responded to the village with three (3) vendors
responding with proposals. Three vendors: Water Products, Wachs Water Services and Water
Resources responded that they either were not able to make a proposal at this time due to an
heavy workload or that they no longer offered these services.
The following table provides a comparison between the three proposals on various aspects of
the work.
Page 2 of 2
RESULTS OF WATER METER SERVICES RFP
February 13, 2012
Proposal Item
HBK Water Meter Service,
Calumet City Plumbing,
DeFranco Plumbing,
Palatine, IL
Calumet City, IL
Palatine, IL
Standard 5/8" x W Meter
$75.00
$134.00
$350.00
Replacement
Residential Building
$50.00
$145.00
$195.00
Inspection w/o meter
Meter Test- 2"
$131.00
$275.00
$405.00
Meter Test, Repair & Retest
$191.00
$160.00
$405.00
w/o parts - 2"
DISCUSSION
The lowest cost proposal presents an increase of approximately 33.5% when compared to the
most recent contract (2010 -2011) for water meter services. For example, the lowest cost price
currently proposed for the replacement of a 5/8" x %" water meter is $75. The cost for the same
work in the most recent water meter services contract was $56.20. Staff attributes the bulk of
this increase to the prevailing wage requirement.
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 the RFP in a satisfactory manner.
Sufficient funds exist in the current Budget, in accounts 050.80.84.87.0.381.569.001 - Meter
Installation ($60,000), 050.80.84.87.0.381.569.002 - Meter Testing & Repair ($24,750) and
050.80.84.88.0.383.571.002 - Building Sewer Inspections ($24,930). The available funding for
year one (2012) of the two -year contract for the tasks under this RFP is $109,680. The
contract award for year 2013 will be limited to annual funding levels approved by the Village
Board.
RECOMMENDATION
I recommend that the Village Board accept the lowest cost, responsible proposal for specified
water meter services as submitted by HBK Water Meter Services of Palatine, Illinois for an
amount not to exceed $109,680. Expenditures in year 2 of this 2 -year proposed contract will be
limited to amounts authorized in the Village budget.
/ _ Matt Overeem
I concur, I
Sean P. Dorsey,
Director of Public orks
MEO /meo
H: \Water \projects\2012 \water meter testing \Meter services Board report 2012rev.doc