Title
Fire Hydrant Flushing and Valve Exercising to Assess Water System - RFP 24-039
History
The Public Works Department is requesting to implement a “Water System Assessment Program”. This program has five (5) primary goals to keep our system properly maintained:
1. Perform a fire hydrant assessment on the distribution system to such an extent as to locate, evaluate, and improve the operability of the fire hydrants through hands on field activities.
2. Perform water main capacity assessment on the distribution system to such an extent as to assess, record water flowed, mark, and grease fire hydrants through hands-on field activities.
3. Perform a valve assessment on the distribution system to such an extent as to locate, evaluate, and improve the operability of the valves in the water distribution system through hands on field activities.
4. Document, integrate, and analyze location, operational, and physical information of fire hydrants and valves in the water distribution system through this program.
5. To continually develop and redevelop the scope of this project for continuation as an ongoing program.
There are three (3) scopes to the overall project as follows.
Scope of Service 1: Fire Hydrant Assessment
Develop, plan, and execute a program to locate, inspect, assess, operate, record water flowed, mark, grease, create a deliverable database in a format suitable and compatible with the Village of Orland Parks current GIS/Database system platform, and create work orders for fire hydrants. This program will address approximately one thousand nine (1,009) fire hydrants per year [20% of Village’s five thousand eleven (5,011) total fire hydrants] for three (3) years, with the option for two (2) one-year extensions.
Scope of Service 2: Water Main Capacity
This scope is for flow testing of fire hydrants within the utility to determine main capacity for approximately one thousand nine (1,009) fire hydrants per year [20% of Village’s five thousand eleven (5,011) total fire hydrants] for three (3) years with the option for two (2) one-year extensions. This flow testing will determine the current availability of water supply in all areas of the utility’s water distribution system for fire suppression. The information derived from these tests shall be recorded and maintained in a web-based database program.
Scope of Service 3: Valve Assessment
Develop, plan, and execute a program to locate, inspect, assess, exercise, mark, record mapping grade GPS data, document, create a deliverable asset database that integrates seamlessly with the Village GIS software platform and create work orders for valves or valve boxes needing repair. This program will address all four thousand three hundred two (4,302) mainline water valves of all sizes throughout the Village water distribution system. The Proposer will inspect and exercise 20% of all valves each year of the three (3) contract and for the duration of the optional two (2) one-year extensions.
RFP 24-039 Water System Assessment Program 2024-2026, with the option to extend two (2) additional years, was published on BidNet Direct on February 19, 2024, and closed on March 18, 2024. Eighteen (18) vendors downloaded partial or full documents, and one (1) proposal was submitted by M.E. Simpson Co., Inc. of Valparaiso, Indiana. The total project cost for each year is as follows:
Year 2024 - $100,000.00
Year 2025 - $162,000.00
Year 2026 - $169,600.00
2027 (Optional Year) - $178,200.00
2028 (Optional Year) - $185,000.00
After the bid opening, Public Works completed a market evaluation to determine if the single proposal pricing was fair and reasonable. Staff also reviewed M.E. Simpson’s past performance. They have worked with the Village for the past twenty-six (26) years and have provided quality service through detailed project management and project field management.
Based on this market evaluation, staff therefore recommends that the proposal from M.E. Simpson Co., Inc. of Valparaiso, Indiana be accepted.
Financial Impact
Funds are available in 5008150-443800, and the proposal is under the 2024 Budgeted amount of $240,000.00.
Recommended Action/Motion
I move to approve awarding RFP 24-039 Water System Asset Management Program to M.E. Simpson Co., Inc. of Valparaiso, Indiana for a three (3) year contract with two (2) one-year options to extend, for an amount not to exceed $100,000.00 in FY 2024, and the Board approved budgeted amount for FY2025 and FY2026;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.