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File #: 17-1624    Version: 1 Name: 121817- Watertap Renewal Contract Increase
Type: Resolution Status: Passed
File created: 12/18/2017 In control: City Council
On agenda: 12/18/2017 Final action: 12/18/2017
Enactment date: 12/18/2017 Enactment #: R-17-463
Title: Resolution to Approve an Amendment to Increase the Watertap, Inc. Renewal Agreement for Additional Materials and Services for Water Main Repair by $100,000.00
Attachments: 1. Watertap ITB 4309 Revised.pdf, 2. Executed Contract.pdf, 3. WT Ltr Contract Renewal thru 6-30-18.pdf, 4. WT Tap Price List for City of Ann Arbor.pdf, 5. Watertap R-13-360.pdf

Title

Resolution to Approve an Amendment to Increase the Watertap, Inc. Renewal Agreement for Additional Materials and Services for Water Main Repair by $100,000.00

Memorandum

City Council approval is requested to increase the purchase order for Watertap, Inc. by $100,000.00, $50,000.00 of which is needed for the emergency services that were required for the recent raw water main break.  The remaining request is to add an additional $50,000 to each of the current contract and subsequent year renewal periods (July 1, 2017 through June 30, 2019). The contract with Watertap, Inc. is for water main repair materials and services. Approval to add live taps to the contract according to the attached documentation is now being sought. The contract for the current renewal period is $75,000.00, per the original contract. The amendment and additional funds requested bring the total for this renewal period to $175,000.00. The increased contract will provide money for the recent emergency repair work, as well as provide added funding in the event future emergency repair services are needed. The request also includes the addition of contingency funds to the agreement.

 

Each year, while performing maintenance to the water system, staff discovers valves that are no longer operational. The materials purchased under this contract allow staff to replace valves, perform emergency repairs and install fire hydrants with minimal interruption of water service.

 

Public Works competitively bid ITB-4309, Water Main Line Stops and Insertable Valves in October 2013 and Watertap, Inc. was the successful bidder. On November 18, 2013, City Council approved R-13-360 authorizing a three-year contract with 3 one-year extensions with Watertap Inc. for an amount not to exceed $75,000.00 per year. The current renewal period was agreed to on June 28, 2017

 

Watertap, Inc. received Living Wage, Non-Discrimination, Conflict of Interest and Prevailing Wage approval in July of 2017.

 

Budget Fiscal Impact:

Sufficient funds for this amendment and additional purchasing authority are available in the approved FY18 Water System Supply Fund Operation and Maintenance Budget. 

Staff

Prepared by:  Paul Matthews, Public Works Manager

Reviewed by:  Craig Hupy, Public Services Area Administrator

Approved by:  Howard Lazarus, City Administrator

Body

Whereas, An amendment and additional funds to the renewal agreement with Watertap, Inc., are necessary to secure funding for making emergency repairs to the water system with minimal disruption in service and provide contingency funds in the event that additional emergency services are required;

 

Whereas, Watertap, Inc. was the successful bidder of the Water Main Line Stops and Insertable Valves and Related Services ITB-4309;

 

Whereas, Watertap, Inc. received Living Wage, Non-Discrimination, Conflict of Interest and Prevailing Wage approval in July of 2017; and

 

Whereas, Funding for the amendment and additional purchasing authority is available in the approved FY18 Water System Supply Fund Operation and Maintenance Budget;

 

RESOLVED, That City Council approve an amendment to the current July 1, 2017, through June 30, 2018 renewal agreement with Watertap, Inc., and a corresponding increase to the purchase order for Watertap Inc., in the amount of $100,000.00 for a total amount of $175,000.00;

 

RESOLVED, That City Council also authorize an increase in the amount of the subsequent renewal agreement, for the July 1, 2018 through June 30, 2019 renewal period, from $75,000.00 to $125,000.00;

 

RESOLVED, That City Council authorizes the City Administrator to extend the contract for one 1-year terms in the amount of $125,000.00 under the same terms and conditions of the original contract, subject to agreement by Watertap, Inc., and subject to the availability of funding in FY19; and

 

RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.