Title
Approve the award of a bid for valve and hydrant maintenance with R&M Service Solutions in the amount of $140,000 and authorize the City Manager to execute a standard governmental contract and purchasing rider for same.
Summary
Bids were solicited to obtain pricing for annual preventive maintenance and inspections of City water distribution valves and fire hydrants for one year, with the option for two annual renewals. R&M Service Solutions was the lowest responsible bidder of the four bids received, with a total cost of $140,000. R&M Service Solutions was awarded the contract for these services in FY17 in the amount of $141,000 and the agreement was renewed in annually in FY18 and FY19. The City has been satisfied with R&M's work over the term of the agreement and the vendor has proven to be reliable, accurate, and responsive.
Per the American Water Works Association (AWWA) best practices, all valves should be cycled from full open to full close and back to open on a regularly scheduled basis to isolate any issues in the system that could interrupt service to customers. Similarly, the AWWA recommends all fire hydrants should be inspected regularly to ensure their satisfactory operation. Based on manufacturer guidelines and AWWA best practices, City staff have determined that the maintenance threshold is that each distribution valve will be inspected at least once every three (3) years and fire hydrants will be inspected at least once every two (2) years. The City's distribution valves and fire hydrants have been grouped such that each unit is inspected in accordance with this recommended schedule.
Deadline for City Council Action
Consideration is requested on November 12, 2019.
Fiscal Impact
Funding Expected: Revenue ___ Expenditure _X_ N/A ___
Budgeted Item: Yes _X_ No ___ N/A ___
Amount: $_140,000_
1295 Form Required? Yes _X_ No ___
Legal Review Required: N/A _X_ Required ___ Date Completed: ____
Supporting documents attached
Bid solicitation documents
Bid tabulation
R&M Service Solutions bid sheet
Recommended Action
Authorize the City Manager to execute a documents with R&M Service Solutions in the amount of $140,000 for valve and hydrant maintenance.