The Water Department (Department) will use these Contracts to purchase water meters and appurtenances for the purpose of replacing aging water service meters, installation for new water services and evaluate new electronic metering technologies to be used in the water distribution system. The Request for Proposals (RFP) consisted of detailed specifications for water service meters and appurtenances that meet the federal Reduction of Lead in Drinking Water Act, which went into effect on January 4, 2014. No guarantee was made that a specific amount of products would be purchased. The Department has included sufficient resources in its budget to acquire this product on an as-needed basis. During the initial term of the Agreements, the Department estimates purchases in the amounts of $1,888,896.00 with Aqua Metric Sales Company and $629,634.00 with Atlas Utility Supply Company. The Department will prioritize water meter and appurtenance orders based on the workload demands for replacement meters, upgrades and the ongoing water meter replacement program for aging meters. The Water Department certifies that Aqua Metric Sales Company and Atlas Utility Supply Company meet the requirements stated in the specifications. Products will be ordered based on price and availability. BID ADVERTISEMENT - A Request for Proposals (RFP) was advertised in the Fort Worth Star-Telegram on Wednesdays between May 18, 2016 and June 15, 2016. Additionally, seventy-four vendors were solicited from the purchasing database system, five responses were received. The proposals were reviewed by an evaluation committee consisting of staff from the Water Department. The evaluation factors included conformance to specifications and responsiveness, product warranties, qualifications and price. The proposals from Aqua Metric Sales Company and Atlas Utility Supply Company, were found to present the best value to the City. PRICE ANALYSIS - There is no direct relationship to allow comparison of current unit prices to previous Agreements due to changes in Federal Law restricting lead and water service products. The Water Department Staff reviewed the proposed prices and certified that they are fair and reasonable. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 without specific City Council approval as long as sufficient funds have been appropriated. CONTRACT TERMS - Upon City Council's approval, the contract will begin on August 31, 2016 and expire on August 30, 2018. RENEWAL OPTIONS - The contract may be renewed for up to two two-year terms at the City's sole discretion. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. M/WBE OFFICE - A waiver of the goal for the MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. |
