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City Council Agenda Request
September 5, 2017
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AGENDA REQUEST NO: V.D.
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| | AGENDA OF: City Council Meeting |
| INITIATED BY: Brian J. Butscher, Assistant Director of Public Works
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| PRESENTED BY: Brian J. Butscher, Assistant Director of Public Works
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| | RESPONSIBLE DEPARTMENT: Public Works |
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| | | | | | | | | AGENDA CAPTION: | | Consideration of and action on authorizing execution of an initial fourteen-month Contract in the amount of $950,000.00 with Severn Trent, and with an option to renew four additional one year terms for scheduled backhoe repairs for utilities. |
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| | | | | | | | | RECOMMENDED ACTION: | The Public Works Department recommends that the City Council authorize the contract with an initial term for fourteen months with an option to renew four additional one-year terms to Severn Trent in the amount of $950,000.00 for the Scheduled Backhoe Repairs for Utilities. |
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| | | | | | | | | EXECUTIVE SUMMARY: | In 2013, the City expanded their services to include maintaining water utilities on the South side of the City of Sugar Land. These operations included service leaks, main breaks, hydrant repairs, sanitary repairs, and support for the treasury division. Prior to 2013, this work was completed through contracted services. To help manage the increased responsibility, contracts for both excavation and hydrant painting were initiated. On average, the City completes 500 – 600 excavated repairs per year for water/wastewater service lines and main lines, fire hydrants, manholes, and valves, of which City crews complete approximately 300 - 400. The other 200 additional excavations are completed through an annual utility service contract.
As the City prepares to annex Greatwood and New Territory, it is necessary for the City to increase the capacity of the existing excavation contract to support a portion of the expanded service area. The City recently solicited bids from qualified contractors. In addition to rebidding the current services, the City also included additional service items with the intent of establishing unit costs for additional Utility related services not currently in the excavation contract.
Two contractors, Si Environmental and Severn Trent attended the non-mandatory pre bid on June 26, 2017. Only one, Severn Trent, elected to submit a bid.
The contract terms specify a five-year renewable contract, which includes the original term (fourteen months) plus the option to automatically renew annually for four additional one-year terms. The current contract runs from August 1 through July 31. This overlap of fiscal years requires an issuance of multiple purchase orders for each annual renewal. Staff is recommending a 14-month initial award to align future years with the fiscal year.
Funding for this contract is available through the Public Works – Water Division – Operations & Maintenance FY17 and proposed FY18 budget. The amount of the contract is $950,000 which includes $114,000 for the portion of the contract from August 15, 2017 through September 30, 2017 and $836,000 in FY18 to provide the current service area and newly annexed areas.
The Public Works Department recommends that the City Council authorize the contract with an initial term for fourteen months with an option to renew four additional one-year terms to Severn Trent in the amount of $950,000.00 for the Scheduled Backhoe Repairs for Utilities.
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| BUDGET |
| | EXPENDITURE REQUIRED: $950,000.00 |
| | CURRENT BUDGET: $950,000.00 |
| | ADDITIONAL FUNDING: $0 |
| | FUNDING SOURCE: |
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