CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 23-062, Cross-Connection Control Testing Records Administration, to Backflow Solutions Inc. for an amount not to exceed $621,600.00 and for a three-year term starting from date of award through February 28, 2026.
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DEPARTMENT: Water Utilities
SUBMITTED BY: Darrell Blenniss, Director
BOARD/COMMISSION REVIEW:
N/A.
BACKGROUND:
In September 2023, the Water Utilities issued RFP 23-062 seeking a firm to provide a Cross- Connection Control Testing Records Administrator to assist with administration of Illinois Environmental Protection Agency (IEPA) mandated cross-connection code compliance records.
The records administrator interacts directly with the City’s Water Utilities customers. In addition, the administrator will request, receive, record, and maintain testing and compliance data. The backflow program administrator is responsible for all notifications sent to customers, acceptance and recording of test results and reporting all test data to the City for submittal to the IEPA.
DISCUSSION:
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Advertisement Date: |
9/22/23 |
Notices Sent: |
55 |
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Opening Date: |
10/18/23 |
Planholders: |
7 |
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Proposals Received: |
3 |
Proposals were received from the following vendors:
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Aqua Backflow |
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Backflow Solutions Inc. |
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Vepo |
A selection team comprised of staff from the Water Utility and Traffic, Engineering and Development evaluated the proposals, which were scored based upon the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Offeror 20%
2. Suitability and Quality of the Utility Web Portal/Database 20%
3. Suitability and Quality of the Approach/Methodology 30%
4. Milestones and Deliverables 10%
5. Outcomes to be Achieved 20%
After review and scoring of the proposals, the selection committee invited only the top vendor, Backflow Solutions Inc., to attend interviews/conduct demonstrations. Following the completion of the interviews/demonstrations, the selection committee rescored the vendor.
A scoping meeting was held with the top firm, Backflow Solutions Inc., to finalize the scope of work for the project. The vendor then submitted their fee proposal. The fee proposal was opened, and the quality adjusted cost was calculated:
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VENDOR |
PROPOSED FEE |
QUALIFICATION SCORE |
QUALITY ADJUSTED COST |
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Backflow Solutions, Inc. |
$621,600 |
84.90 |
$732,155.48 |
Per the RFP document, Backflow Solutions, Inc., the vendor with the lowest quality adjusted score is recommended for award.
Vepo was not asked to attend interviews and demonstrations because they did not meet minimum requirements. Aqua Backflow was not asked to attend interviews and demonstrations because their total weighted score was significantly lower than Backflow Solutions, Inc. at 71.1.
The term of the contract from date of award to February 28, 2026, with two, two-year options to extend.
FISCAL IMPACT:
Costs associated with cross-connection testing services are paid directly by residents as testing is required/ conducted. Though there are no direct costs to the city for the program, minor costs have been expensed for the mailing of final notices and failed devices by the contractor. The City awards the contract to ensure the record-keeping process is maintained and remains in compliance with IEPA mandates. Staff monitors the impact to ensure testing does not exceed the authorized limits.