AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 20, 2016
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for the purchase of one (1) wet well, two (2) non-clog submersible pumps, and one (1) lift station control panel for the City of Denton West Lift Station Project; providing for the expenditure of funds therefor; and providing an effective date (RFP 6186-awarded to Xylem Water Solutions, USA Inc. in the not-to-exceed amount of $115,808.11). The Public Utilities Board recommends approval (7-0).
Body
RFP INFORMATION
The existing Denton West Lift Station (DWLS) provides service to the wastewater drainage area as shown in Exhibit 1. The DWLS was constructed in the early 1970’s, and has been in operation for over forty years. The wastewater flows from the DWLS wastewater drainage basin have increased over time, and the station is operating at close to pumping capacity. There is currently substantial residential and commercial construction in the DWLS wastewater drainage basin, as well as proposed construction in the near future. This will lead to additional wastewater flows that will exceed the pumping capacity of the DWLS.
PUB and Council approved the engineering design contract with Kimley-Horn for the design of the lift station in 2015. The design was completed, and a Request for Proposal (RFP) was sent out to equipment vendors. Requests for Proposals were sent to 270 prospective suppliers. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Three (3) responses were received. The proposal were evaluated based upon published criteria including price, delivery, compliance with specifications, and indicators of probable performance (Exhibit 1). Two of the vendors submitted proposals that did not meet the minimum specifications or requirements for the Pump impellers as specified within the engineered specification’s document. The proposal submitted by Xylem Water Solutions, USA Inc. (Xylem) met and exceeded the specifications. A Best and Final Offer was requested from Xylem which resulted in a reduction of cost, and savings in the amount of $32,119.36. Therefore, based on the evaluation scoring including satisfactory performance and estimated life cycle costs for the future, staff is recommending award to Xylem Water Solutions, USA Inc., as the best value for the City.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 12, 2016, the Public Utilities Board recommended approval to forward this item to the City Council for consideration.
RECOMMENDATION
Award to Xylem Water Solutions, USA Inc. in the not-to-exceed amount of $115,808.11.
PRINCIPAL PLACE OF BUSINESS
Xylem Water Solutions, USA Inc.
Charlotte, NC
ESTIMATED SCHEDULE OF PROJECT
Delivery of the equipment will be made within 120 days of receipt of the purchase order.
FISCAL INFORMATION
The equipment will be funded from the Wastewater Capital Fund account 640271545.1350.40100. Requisition #130432 has been entered in the Purchasing software system.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Public Infrastructure
Related Goal: 2.3 Promote superior utility services and facilities
EXHIBITS
Exhibit 1: Drainage Area Map
Exhibit 2: Evaluation/Ranking Sheet
Exhibit 3: Public Utilities Board Minutes
Exhibit 4: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: P.S. Arora at 349-7189.