Submitted By: Laurie Hornberger
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Presentation By: Sean Lanier
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Department: Water & Sewer
STAFF RECOMMENDATION (Motion Ready):
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Contract for fire hydrant and valve installation, repair, and maintenance services with R & M Service Solutions LLC., with an estimated expenditure not to exceed $974,464 end
OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The City of Ocala maintains a vast water infrastructure that includes over 5,000 fire hydrants and more than 10,000 valves, with sizes ranging from two to 36 inches. These components require annual testing, maintenance, and mapping to ensure optimal performance and reliability. This contract encompasses fire hydrant flow testing and protective coatings, as well as valve maintenance, identification marking, and GPS mapping for all distribution hydrants and valves.
FINDINGS AND CONCLUSIONS:
The Water Resources Department has an ongoing need for the provision of annual testing, maintenance and mapping of fire hydrants throughout the city to ensure they are, and remain, properly functioning.
R&M Service Solutions, LLC (R&M), based in Dade City, Florida, provides flow testing, protective coating application, valve maintenance, identification marking and mapping services.
After a competitive solicitation process, the City of Longboat Key, Florida awarded Contract No. IFB 24-091 (the “Longboat Key Agreement”) to R&M for hydrant and valve installation, repair, and maintenance services for a term of three years, commencing on January 5, 2025, and ending on January 5, 2028. The Longboat Key Agreement offers two (2) optional one-year renewal periods upon mutual written agreement between the parties.
On October 8, 2025, after evaluation of the Longboat Key Agreement, Procurement and Contracting Department staff granted the Water Resources Department’s request for a procurement exception to piggyback the Longboat Key Agreement for the purchase of fire hydrant and valve installation, repair, and maintenance services. The Longboat Key Agreement was competitively bid, however R&M was the sole bidder. To ensure that the City is receiving the best pricing Water Resources benchmarked the pricing bid by R&M against the pricing of Hydromax, USA which was awarded a contract for similar services by The Interlocal Purchasing System (TIPS) governmental purchasing cooperative, Contract #240501. The R&M pricing was found to be better pricing. R&M has agreed to extend to the City of Ocala the same fair and reasonable pricing, which maximizes best value for the City.
The company has a well-documented history of performance and has consistently delivered high-quality work in collaboration with the Water Resources Department. Staff recommends approval of the Cooperative Purchasing Agreement for Annual Hydrant Maintenance, Repair, and Replacement Services with R&M Service Solutions, LLC from November 5, 2025, to January 5, 2028.
FISCAL IMPACT:
The Fiscal Year 2025-26 budget includes funds in account number 455-030-300-533-53-46010 for the maintenance and repair of fire hydrants and valves. Funds for subsequent years will be budgeted.
PROCUREMENT REVIEW:
These goods and services were procured in compliance with the City’s procurement policy.
LEGAL REVIEW:
This Agreement has been reviewed and approved for form and legality by City Attorney William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny