TITLE:
Receive Report and Consider Adoption of City Council Resolution Accepting the Bid of Coleman Environmental Engineering, Inc. as the Lowest Responsive Bid, Awarding Contract for the Construction of the 2021 Water Meter Replacement Project, City Project No. WTR-00020, to Coleman Environmental Engineering, Inc., and Authorizing the City Manager to Execute the Contract in an Amount Not to Exceed $2,534,658 (Account No. 651-6127-0731) ISSUE:
The City’s existing water meters have been in place for about 18 years, and have become less accurate with time. Currently, staff must be in close proximity in order to read the meters, which is done on a monthly basis. This project will remove and replace the existing meters with new efficient meters with a high level of accuracy. They use remote technology to send a reading to City Hall four times per day. The frequent readings will enable residents and staff to identify a leak almost immediately, and the user interface software will allow customers to view their data at any time. These meters will also allow staff to turn the meter on or off remotely rather than sending out a staff to complete the task.
Public Works released the Request for Proposals (RFP) for this project on December 2, 2021, and Five (5) bids were opened on January 7, 2022.
ANALYSIS:
The City’s water meters are nearing the end of their useful life. The current meters have mechanical internal parts that wear over time causing a loss of calculated water. The Water Meter Replacement Project (Project) will provide a number of important improvements to our distribution system and a reduction in staff time through remote valve shutoffs at the meter. The Project will reduce water loss through accurate measurement and provide water leak notification to customers. Excessive flow and reverse flow will also be recognized allowing customers to respond to leaks that may be in their home or a cross connection issue on their property.
The software used with these meters will allow customers to view their water use on a daily basis, provide self-help videos on how to search for leaks and potential fixes and provide a projected invoice amount according to their daily use.
Bids for this Project were evaluated on the amount of the base bid. The lowest bidder is Coleman Environmental Engineers, Inc., with a $2,534,658 bid. The second lowest bidder, Ghilotti Construction Company, Inc., came in with a bid of $2,711,500. The highest bidder was White Hawk Construction Company, with a bid of $3,250,243. Coleman Environmental has met the requirements for a responsive bid. References were contacted and they provided positive feedback.
RECOMMENDED ACTION:
Staff recommends awarding the contract to Coleman Environmental Engineering in the amount of $2,534,658.00.
ALTERNATIVE ACTION(S):
Council can choose to not award the contract. If that decision is made, Council could further choose to re-advertise the bid.
FISCAL IMPACT:
This project will be funded by a Community Development Block Grant (CDBG) in the amount of $2,944,365, of which 2,863,283 is designated for actual construction. Project accounting has been set up to run the CDBG funds through the Water capital fund (651-6127-0731) resulting in only one funding account being needed.
IMPLEMENTATION/TIMEFRAMES:
Once the project is awarded, the contractor will order the materials, which may take 3-4 months to deliver. Installation will begin once the materials have been received. Actual scheduling will be determined once the contract has been awarded.
ATTACHMENTS:
Resolution
Bid Opening results
Notice of Award
Contract
NOTIFICATION:
Coleman Environmental Engineering, Inc.
AGENDA ITEM NO. 8A
AGENCY: City CouncilMEETING DATE: January 24, 2022DEPARTMENT: Public WorksPRESENTED BY: John Smith/Diane O’ConnorEMAIL ADDRESS: [email protected]: City CouncilMEETING DATE: January 24, 2022DEPARTMENT: Public WorksPRESENTED BY: John Smith/Diane O’ConnorEMAIL ADDRESS: [email protected] AGENCY: City Council
MEETING DATE: January 24, 2022
DEPARTMENT: Public Works
PRESENTED BY: John Smith/Diane O’Connor
EMAIL ADDRESS: [email protected]
AGENCY: City Council
MEETING DATE: January 24, 2022
DEPARTMENT: Public Works
PRESENTED BY: John Smith/Diane O’Connor
EMAIL ADDRESS: [email protected]
AGENDA ITEM SUMMARY