Title
Water Meter Replacement and Installation - RFP 22-062
History
On October 3, 2022, the Village issued Request for Proposal (RFP) 22-062 “Water Meter Replacement Program Installation,” for Village-wide replacement of all small and large water meters in the system. The project consists of the provision of all labor and equipment necessary to complete the scope of work.
The Village began replacing its aging water meters in 2012 with Sensus iPerl meters. Over eighty-two (82) percent of the in-service water meters are old, mechanical-style three-quarter (3/4) inch in diameter, which is widely used for single-family homes and represents the majority of the Village’s residential customers. Collectively, this group accounts for over seventy (70) percent of the volume of water billed from 2019-2021, with commercial users representing the next largest share at nineteen (19) percent. The Village is looking to replace a total of sixteen thousand four hundred thirty-five (16,435) water meters, ranging from tree-quarter (3/4) inch residential to four (4) inch commercial meters.
There are several factors that can contribute to meter inaccuracy including, but not limited to, flow rates outside the meter’s operating range, mechanical wear and tear, debris or deposit build-up, and sensor drift. In particular, older mechanical meters are susceptible to degradation due to material build-up and pitting caused by air pockets in the water, which cause the meter to under-report the actual consumed water. Based on a comparative analysis with two (2) other industry competitors for similar communication (AMR/AMI) systems, the Village’s existing Sensus FlexNet AMI and Sensus iPERL are recommended to be kept and continued as part of the on-going meter replacement initiative. This strongly benefits the Village which has gained familiarity with the platform, as well as the lower costs associated with the implementation of the existing infrastructure. Additionally, Baxter & Woodman and Professional Meters, Inc. will be working with the Village’s Finance Department to keep the meter progress and the financial system up to date with the most current information.
Public Works contracted Baxter and Woodman Engineering of Mokena, Illinois as a consultant to assist with the selection of the best firm to complete this project. When RFP 22-062 opened on October 20, 2022, four (4) proposals were received. All four (4) proposals have been reviewed by Public Works staff and Baxter & Woodman. Although all the bids were received from qualified bidders, Water Services Company did not submit the required Technical Proposal, and has been eliminated from the evaluation process. The three (3) remaining responsive bidders were scored on the following: Technical Proposal (50%), Proposed Schedule (20%), and Cost (30%). The scoring matrix and Baxter & Woodman’s recommendation letter are attached. A summary of the proposed prices is below.
Calumet City Plumbing of Calumet, Illinois was $3,274,990.00
Professional Meters, Inc. of Morris, Illinois was $3,148,585.00
United Meters, Inc. of Morris, Illinois was $3,118,533.00
Based on bidder qualifications, Baxter & Woodman and Public Works staff recommends approving the proposal from Professional Meters, Inc. of Morris, Illinois, for the Water Meter Replacement and Installation Project for $3,500,000.00 ($3,148,484.92 plus $351,515.10 contingency). Higher contingency recommendation is due to the unforeseen conflicts and additional materials that may be necessary for installation, which includes replacement of plastic couplings with brass, broken valves, and large meter flange connection replacements.
Financial Impact
Funds are available in account 5008150-463350, pending the Board’s approval of the 2023 Budget.
Recommended Action/Motion
I move to approve awarding RFP 22-062 to Professional Meters, Inc. of Morris, Illinois, for a total amount not to exceed $3,500,000.00 ($3,148,484.92 plus a contingency of $351,515.10);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Allow the Village Manager to approve change orders not to exceed the contingency amount.