M&C Review


COUNCIL ACTION:  Approved on 3/20/2018 

DATE: 3/20/2018 REFERENCE NO.: **P-12171 LOG NAME: 13P18-0115 WEATHER STATION COMPONENTS JPB TPW
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Execution of Agreement with Blue Water Design Technologies, LLC and Campbell Scientific Inc., for Weather Monitoring Station Components in an Annual Amount Up to $172,000.00 and Authorize Four Annual Renewal Options for the Transportation and Public Works Department Using Grant Funds (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize execution of an Agreement with Blue Water Design Technologies, LLC and Campbell Scientific Inc., for weather monitoring station components in an annual amount up to $172,000.00 and authorize four annual renewal options for the Transportation and Public Works Department using Grant Funds.

 
DISCUSSION:

On June 7, 2016, the City Council authorized applying for and accepting  the Texas Water Development Board (TWDB) Flood Warning Grant (M&C G-18750). One of the projects to be funded under this grant was implementation of flood warning system. The Transportation and Public Works Department (TPW) approached the Purchasing Division to establish an annual Agreement for the purchase of weather monitoring station components. It is intended to update equipment from current Alert based high water warning system to an Alert 2 flood warning system with new sites for weather gauging, additional water level gauging at existing stations, and Alert 2 communication equipment. Staff issued an Invitation to Bid (ITB) consisting of detailed specifications listing materials and specifications to 19 related vendors.  The Bid was advertised in the Fort Worth Star-Telegram on January 10, 2018, January 17, 2018 and January 24, 2018.  The City received three bids.  

Staff evaluated the bids based on preset evaluation criteria and recommends awarding one-year contracts to Blue Water Design Technologies, LLC and the Campbell Scientific Inc., with four one-year options to renew. Bid evaluation summary is attached. Staff reviewed the pricing and found pricing to be fair and reasonable. No guarantee was made regarding the amount of these services that would be purchased.  The Bid amount is $156,044.40.  An additional $15,955.60 is being requested for contingency purposes.  The proposed contracts would allow the unit price to be increased so long as the City approves the increase.  In addition, an administrative change order or increase may be made by the City Manager in the amount up to $43,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

M/WBE OFFICE - A waiver of the goal for 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.  

Upon City Council approval, the Agreement shall begin upon execution of the Agreement and shall end one year from that date.


 
FISCAL INFORMATION/CERTIFICATION:

The approval of this action provides purchasing authority up to $172,000.00 as specified.  The Director of Finance certifies that funds are available in the current operating budget, as appropriated of the Grants Operating State Fund and that prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds. This is a reimbursement grant.

BQN\18-0115\JPB
TO
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Program Activity Budget
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FROM
    Fund Department
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Account Project
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Program Activity Budget
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Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Jay Chapa (5804)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Cynthia Garcia (8525)
John Padinjaravila Baby (2279)

 
 
ATTACHMENTS
  18-0115 Bid Evaluation Summary.pdf
  18-0115 Form 1295 BWD.pdf
  18-0115 Form 1295 Campbell.pdf