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Home My WebLink About2013-03-06 PACKET 07.A.REQUEST OF CITY COUNCIL ACTION COUNCIL MEETING DATE 3/6/13 PREPARED BY Public Works ORIGINATING DEPARTMENT AGENDA ITEM # • Les Burshten STAFF AUTHOR ***�**********�***********�*********��********** COUNCIL ACTION REQUEST Consider awarding the contract for the Water Meter Replacement Project to DSG for their base bid of $243,991.53. Contract award also based on unit prices in base bid quote dated 2/21/13. STAFF RECOMMENDATION Adopt the resolution awarding the contract to DSG in the amount of $243,991.53. DSG submitted the lowest of two bids received. BUDGET IMPLICATION: $267,500.00 $243,991.53 Water Operating BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ SUPPORTING DOCUMENTS DATE REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ � MEMO/LETTER: Verne E. Jacobsen, Project Engineer, TKDA, letter dated 2/16/13 � RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Bid Tabulation ADMINISTRATORS COMMENTS �x � � � � � ��` 1�� ` � �, � � l� ,� � � r � � � � ��,�.�� `.�� .� ' �� _ � , �"City Administrator Date *************************************�*******�** COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Co��age G�rove �herQ F'ride an8 �'�pSPerity Mee� To: Honorable Mayor and City Gounci( Ryan Schroeder, City Adminisfirator From: Les W. Burshten, Director of Public Warks Date: March 4, 2�13 RE: Water Meter Replacemenfi Program Included since 20a9 in fihe C(P, and planned for 2013, �re funds fior th� replacement of water mefiers installed in City residences between 1984 and 1993 ($225,000 per year}. Replacemenf of these 7,500 mefi�rs will occur over the next five years (1,500 per year}. Additional funds for the r�placement/resale of ineters included in the R�'D ($15,46d.�3} are includ�d in the Water Operafing budget. These funds inc(ude any meters thafi the City would purchase tha# wau[d be used for replacement meters nr any meters that woufd be used fior res�f� as develapment happens. Pfease keep in mind that this number will go up or dawn as required. The bulk of this expens� �s reimbursable, however. Bids were received by two vendors, DSG and Ferguson Waterworks. Based upan review of the experience and lacaf support ava�labfe, it was recommended thafi the City of Cottage Grove award a confiract to DSG #or their base bid.of $243,991.53. The contract award is also based upon unit prices in their base �id quate. )ncluded in the meter bids are both material ($'i07.00} and instal[ation casfis {$41). It shouid be noted the installatian price is ultimately lower than could be complet�d in-house. Please keep in mind that this involves more than jusfi replacing the met�rs, !t also will take in#o consideratian scheduling, record keeping and hours that this service is available. Th� last time the City had a large replacement program was in 1993. At thaf time, 4,500 mefers were replaced at appraximately $110.00 per meter. The campany that was responsible at #hat fiime schedul�d appointments six (6) days per week and sometimes on Sundays. Hours available for r�sidenfs began af 6:OQ am up to 8:00 pm �ach day. We haven't discussed what the proposed ins#aller will da thi5 time, but it may be something similar. �� Pfease pface this item on the March 6, 20'[3 Counci! Agenda for approval. RESOLUTION NO. 13- RESOLUTION APPROVING CONTRACT FOR THE WATER METER REPLACEMENT PROJECT TO DSG IN THE AMOUNT OF $243,991.53. WHEREAS, Plans and specifications were completed according to city standards and, WHEREAS, bids were requested to provide the necessary work; and WHEREAS, 2 firms submitted bids; and WHEREAS, it appears that DSG the lowest responsible bidder; and WHEREAS, it is the recommendation of the Public Works Director that the contract be awarded to DSG. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, that the contract for the Water Meter Replacement Project be awarded to DSG in the amount of $243,991.53. Passed this 6th day of March, 2013. Myron Bailey, Mayor Attest: Caron M. Stransky, City Clerk ,� � February 26, 2013 444 Cedar Street, Suite 1500 Saint Paul, MN 55101 651.292.4400 tkda.com Mr. Les Burshten Director of Public Works City of Cottage Grove 12800 Ravine Parkway Cottage Grove, Minnesota 55016 Re: Bid Award Recommendation Water Meter Replacement Project TKDA Project No. 15118.000 Dear Mr. Burshten: On February 21, 2013, the City of Cottage Grove received proposals for the above referenced project. Two base bid proposals and two alternate bid proposals were received for the replacement of water meters over a three (3) year and possibly a five (5) year period. Base and alternate bid proposals were received from two vendors and summary information is as follows: Vendor Bid Proposal Price DSG $243,991.53 Ferguson Waterworks $301,273.90 Ferguson Waterworks E-Coder Register $334,322.39 Ferguson Waterworks R900i Meters $379,745.19 Base or Alternate Bid Base Base Alternate Alternate On February 26, 2013, City and TKDA staff met to discuss the proposals received. The Schedule No. 1 prices are for yearly installation with the prices held firm for three (3) years. The City has the option to extend the contract for two (2) additional years with adjustment of the unit prices by the Consumer Price Index. Below is a breakdown of the three (3) schedules for the base bids: BASE BIDS DSG FERGUSON WATERWORKS Schedule 1 $226,531.00 $284,008.65 Schedule 2- Replacement $15,460.53 $16,469.82 Meters Schedule 3- Annual Fee per $2�000.00 $795.43 Year An employee owned company promotfng affirmative action and equal opportunity Mr. Les Burshten City of Cottage Grove Bid Award Recommendation 2/26/13 Page 2 Based upon our review of the experience and the local support available and listed in the bid questionnaires from DSG and Ferguson Waterworks, we recommend that the City of Cottage Grove award a contract to DSG for their Base Bid of $243,991.53. Contract award is also based upon unit prices listed in their Base Bid quote dated February 21, 2013. Sincerely, � � � ° �, � �, � j ;l�-� �-° Verne E. Jacobsen, P.E. Project Engineer VEJ/mre Enclosures cc: Harry Taylor Rick Alt 0 m � � h J � Q � � m J � a � 0 � a � � � � � 0 0 N .,-. N f-- �rj � ~ N � O N a- Z �, h- Z ca 0 W � ° o � � w � a� w > r - u.. U p � >, Q � � c� � � � � w w� � � �z � � Q F- � �w ° � O � W w o � Q � Y � � U I- m � �/ Z i L � � � � � � W W � � � � W Z � +�+ N � � �� d � � � d � a o � � Z Y O � � � tn O � a � LLJ � .� wF-aa �- a � � � � W W Q W � Z _ C� ~ Z N W W Z O �. � N W 0 rn d c4 a� r' � O r � � 0 � d" CO M d' O CO O 1` O Cfl M � M � M � O CO M � f` N d; M C� M � N CO CO � N d O I` M r � M M M �� t1� N M O co 00 �t; rn o� ai � ri o co rn ti O d� I` N o�o � o N M �� O M O M O � O tn r- O O r- M Cfl O d� t1� d' O C� Cfl tf� N M N �- '�t N N E�} ff3 H) tfl O O 0 O O N N � m L N � � m � � � � F� N �- U � c6 � � c � Q �- N c� N � N � � � ��a�i � � � CITY OF COTTAGE GROVE WATER METER REPLACEMENT PROJECT TKDA PROJECT NO. 15118.000 BASE BID PROPOSAL DSG Metering Technology Ferguson Waterworks Proread Re ister ITEM �TEM UNIT QUANTITY UNIT PRICE TOTAL AMOUNT UNIT PRICE TOTAL AMOUNT NO. SCHEDULE NO. 1 1 Project Siart Up and Mobilization LS 1 $ 2,000.00 $ 2,000.00 $ 20,000.00 $ 20,000.00 2 5/8" X 3/4" Meter and Meter Seal EA 25 $ 133.16 $ 3,329.00 $ 166.85 $ 4,171.25 3 3/4" Meter and Meter Seal EA 1,475 $ 148.32 $ 218,772.00 $ 171.84 $ 253,464.00 4 Add for Pit Meter Register (5/8" - 1" Wet insiali) EA 5 $ - $ -$ 68.72 $ 343.60 5 3/4" or 1" Quarfer Tum Bali Vaive EA 30 $ 45.00 $ 1,350.00 $ 102.72 $ 3,081.60 6 3/4" or 1" First or Second Nipple Between Valve and Meter EA 30 $ 15.00 $ 450.00 $ 39.82 $ 1,194.60 7 Rate for Plumber HR 6 $ 65.00 $ 390.00 $ 155.60 $ 933.60 $ Install New Cable (22 gauge) from Meter Register io Outside Mount EA 10 $ 24.00 $ 240.00 $ 82.00 $ 820.00 (One Spare Wire) 9 Reading System Complete including Mobile Data Collector and Software LS 1 (ONLY FOR FERGUSON R900i METER) TOTAL SCHEDULE NO. 1: ITEMS NO 1-8 $ 226,531.00 $ 284,008.65 'Schedule No. 1 prices shall be firm for the first three years of instaliations. If the City elects to continue in year 4 and 5 the prices quoted will be adjusted yearly based on the Consumer Price Index (CPI) from January of the previous year to January of that year. SCHEDULE NO. 2- REPLACEMENT METERS AND TRANSMITTERS 1 5/8" X 3/4" Meter Only EA 35 $ 91.54 $ 3,203.90 $ 91.06 $ 3,187.10 2 3/4" Meter Only EA 40 $ 107.22 $ 4,288.80 $ 96.42 $ 3,856.80 3 1" Meter Only EA 5 $ 143.85 $ 719.25 $ 212.25 $ 1,061.25 4 1-1/2" Meter Only EA 5 $ 326.92 $ 1,634.60 $ 394.36 $ 1,971.80 5 5!8" X 3/4" Meter Compiete With Radio Transmitier EA 10 $ 169.74 $ 1,697.40 $ 178.10 $ 1,781.00 6 3/4" Meter Complete With Radio Transmitter EA 10 $ 169.74 $ 1,697.40 $ 183.46 $ 1,834.60 7 1" Meter Complete With Radio Transmiiter EA 3 $ 207.46 $ 622.38 $ 299.29 $ 897.87 8 1-1/2" MeterCompiete With RadioTransmitter EA 3 $ 402.35 $ 1,207.05 $ 481.40 $ 1,444.20 9 Replacement Radio Transmitter EA 5 $ 77.95 $ 389.75 $ 87.04 $ 435.20 TOTAL SCHEDULE NO. 2: ITEMS NO 1-9 $ 15,460.53 $ 16,469.82 *Schedule No, 2 prices shall be firm until January 1, 2016. After ihat the prices will be adjusted yearly based on the Consumer Price Index (CPI) from January of the previous year to January of that year through the year 2038. SCHEDULE NO. 3 -ANNUAL COST � Lump Sum annual fee for extended warranty, system maintenance and LS 1 $ 2,000.00 $ 2,000.00 795.43 $ 795.43 technical support. "Schedule No. 3 shall start one year aHer final payment for the 2013 installaiions. Prices shali be firm until the year 2017. After that the price will be adjusted yearly based on the Consumer Price Index (CPI) from January of the previous year to January of that year through the year 2038. TOTAL BID SCHEDULE NO. 1, 2, and 3 $ 243,991.53 $ 301,273.90 CITY OF COTTAGE GROVE WATER METER REPLACEMENT PROJECT TKDA PROJECT NO. 15118.000 ALTERNATE BID PROPOSALS Ferguson Waterworks Ferguson Waterworks E-Coder Re ister R900i Meter ITEM �TEM UNIT QUANTITY UNIT PRICE TOTAL AMOUNT UNIT PRICE TOTAL AMOUNT NO. SCHEDULE NO. 1 1 Project Start Up and Mobilization LS 1 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 2 5/8" X 3/4" Meter and Meier Seal EA 25 $ 171.84 $ 4,296.00 $ 186.77 $ 4,669.25 3 3/4" Meter and Meter Seal EA 1,475 $ 193.06 $ 284,763.50 $ 210.48 $ 310,458.00 4 Add for Pii Meter Register (5/8" - 1" Wet instali) EA 5 $ 74.88 $ 374.40 $ 98.39 $ 491.95 5 3/4" or 1" Quarter Turn Bali Valve EA 30 $ 102.72 $ 3,081.60 $ 102.72 $ 3,081.60 6 3/4" or 1" First or Second Nipple Between Valve and Meter EA 30 $ 39.82 $ 1,194.60 $ 35.86 $ 1,075.80 7 Rate for Plumber HR 6 $ 155.60 $ 933.60 $ 155.60 $ 933,60 $ Instail New Cabie (22 gauge) from Meter Register to Outside Mount EA 10 $ 82.00 $ 820.00 $ 80.00 $ 800.00 (One Spare Wire) 9 Reading System Complete including Mobile Data Coliector and Software LS 1 $ 18,536.99 $ 18,536.99 (ONLY FOR FERGUSON R900i METER) TOTAI SCHEDULE NO. 7: ITEMS NO 1-6 $ 315,463.70 $ 360,047.19 *Schedule No. 1 prices shall be firm for the first three years of installations. If the Gity elects to continue in year 4 and 5 the prices quoted will be adjusied yearly based on the Consumer Price Index (CPI) from January of the previous year to January of thai year. SCHEDULE NO. 2- REPLACEMENT METERS AND TRANSMITTERS 1 5/8" X 3/4" Meter Only EA 35 $ 96.42 $ 3,374.70 $ 96.42 $ 3,374.70 2 3/4" Meter Only EA 40 $ 119.18 $ 4,767.20 $ 119.18 $ 4,767.20 3 1" Meter Only EA 5 $ 225.64 $ 1,128.20 $ 225.64 $ 1,128.20 4 1-1/2" Meter Oniy EA 5 $ 407.75 $ 2,038.75 $ 407.75 $ 2,038.75 5 5/8" X 3/4" Meier Compiete With Radio Transmitter EA 10 $ 183.46 $ 1,834.60 $ 139.27 $ 1,392.70 6 3/4" Meter Compiete With Radio Transmitter EA 10 $ 206.22 $ 2,062.20 $ 164.71 $ 1,647.10 7 1" Meter Complete With Radio Transmiiter EA 3 $ 312.68 $ 938.04 $ 208.90 $ 626.70 8 1-1/2" Meter Complete With Radio Transmitter EA 3 $ 494.79 $ 1,484.37 $ 419.13 $ 1,257.39 9 Repiacement Radio Transmitter EA 5 $ 87.04 $ 435.20 $ 87.04 $ 435.20 TOTAL SCHEDULE NO. 2: ITEMS NO 1-9 $ 18,063.26 $ 16,667.94 'Schedule No. 2 prices shali be firm until January 1, 2016. After that the prices wiil be adjusted yearly based on the Consumer Price Index (CPI) from January of the previous year io January of that year SCHEDULE NO. 3- ANNUAL COST � Lump Sum annual fee for exiended warranty, system maintenance and LS 1 $ 795.43 $ 795.43 $ 3,030.06 3 3,030.06 technical support. `Schedule No. 3 shall start one year after final paymeni for ihe 2013 installations. Prices shall be firm until the year 2017. After that the price will be adjusted yearly based on the Consumer Price Index (CPI) from January of the previous year to January of ihat year through the year 2038. TOTAL BID SCHEDULE NO. 1, 2, and 3 $ 334,322.39 $ 379,745.19