Submitted By: Rusella Bowes-Johnson
presenter
Presentation By: Sean Lanier
end
Department: Water & Sewer
STAFF RECOMMENDATION (Motion Ready):
title
Approve additional expenditures under the contract for fire hydrant and valve installation, repair, and maintenance services with R & M Service Solutions, LLC with increased estimated aggregate expenditure amount of $370,000
end
OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place
PROOF OF PUBLICATION:
N/A
body
BACKGROUND:
The City of Ocala has more than 4,500 fire hydrants and 10,000 valves system-wide ranging from 2” to 36” which require testing, maintenance, and mapping on an annual basis. This contract provides for fire hydrant flow testing, and coatings, along with valve maintenance, marking, and GPS mapping for all distribution valves and hydrants.
R&M Service Solutions, LLC (R&M) was the successful bidder under a competitive solicitation conducted by Seminole County for hydrant and valve installation, repair, and maintenance services. The contract awarded to R&M by Seminole County is effective for an initial term of three years beginning December 11, 2020, through December 10, 2023 (the “Seminole County Agreement”). The Seminole County Agreement offers two additional one-year renewal terms.
On October 20, 2021, Water Resource’s sought and was granted a procurement exception to piggyback the Seminole County Agreement for an initial term through December 10, 2023. City Council approved the contract award on December 21, 2021, with an initial aggregate expenditure amount of $200,000 ($100,000 annually) for the initial contract term. Expenditures have been tracked under City Contract No. WRS/210986.
FINDINGS AND CONCLUSIONS:
To date, expenditures under WRS/210986 have totaled $160,848.46. Staff now seeks approval to add an additional $170,000 to cover required work through the end of the contract (December 10, 2023). Due to current staffing issues, R&M will be performing work that is required under state permitting requirements.
R&M is from Dade City, Florida and their experience is well documented. They have worked well with the Water Resources Department in past years and have done excellent work.
Staff recommends approval.
FISCAL IMPACT:
Funding is available in the FY24 budget in the amount of $170,000 in account number 455-030-300-533-53-46010 for the maintenance and repair of fire hydrants and valves.
PROCUREMENT REVIEW:
These goods and services have been procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The underlying contract was reviewed and approved for form and legality by former City Attorney Robert W. Batsel, Jr.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny