CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Waive the applicable provisions of the Naperville Procurement Code and award Procurement 24-171, Backflow/RPZ Device Repair and Replacement, to Beery Heating and Cooling, Inc., for an amount not to exceed $83,362
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Building Operation (DPW-PBO) is responsible for the maintenance and operation of the Backflow/RPZ devices that are required to maintain water pressure and prevent contamination of the water supplied to domestic waterlines, fire suppression, and irrigation systems.
DPW-PBO has historically retained the services of a professional contractor to perform the state mandated annual inspection and testing of each device. Additionally, repairs, modifications, new installations, and project work are part of the contractor’s scope of work. In January 2024, the City issued a purchase order to Beery Heating and Cooling, Inc. for a one-year term through December 3, 2024, with two options to extend for one year.
DISCUSSION:
In May 2024, Beery Heating and Cooling, Inc. completed the inspection and testing of 98 Backflow/RPZ devices on City facilities and found 28 need repair and six require full replacement. DPW-PBO staff verified the contractor’s findings. Because the proposals for this work total $83,362, per Procurement code, this work may not be added to the existing purchase order through a conventional change order.
Since potentially including a third party will create maintenance and warranty confusion, DPW-PBO recommends awarding the Backflow/RPZ replacement and repairs to the City’s existing contractor, Beery Heating and Cooling, Inc. Completing these repairs promptly is also important.
The City had three contractors respond to the RPZ bid. Beery Heating and Cooling, Inc. submitted the lowest per-unit testing and straight-time rates. Additionally, they have agreed to hold their rates for the option years. Over the past 10 years, DPW-PBO and Beery Heating and Cooling, Inc. have developed an excellent partnership maintaining the City’s HVAC equipment. Also, during this time, their plumbing division has completed several large projects for the City. Beery Heating and Cooling is familiar with the City’s facilities and systems and continues to professionally respond to both routine and emergency work.
Approval of the award for Procurement 24-171 requires a Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Procurement Code because the recommended process is not one of the enumerated methods under the Code.
The completion date for the replacement and repair of the Backflow/RPZ devices is September 30, 2024.
FISCAL IMPACT:
CIP #: N/A
Backflow/RPZ Device Repair and Replacement is expensed to the Building and Grounds Maintenance accounts listed below. A total of $655,000 is budgeted for building maintenance services. The requested award of $83,362 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$796,400 |
|
31341300-531302 |
Electric Utility Fund |
$120,000 |
|
31341500-531302 |
Water Utility Fund |
$56,700 |