Request for Proposal -Water Meter Replacement Project_Vernon System/Barrington Lakes Copyrighted
April 17, 2017
City of Dubuque Consent Items # 6.
ITEM TITLE: Request for Proposal -Water Meter Replacement Project-
Vernon Water System and Barrington Lakes Subdivision
SUMMARY: City Manager recommending approval to issue a Request
for Proposal for the Westside Water System
Improvements, Water Meter Replacement Project that
would solicit bids from Iowa licensed plumbing contractors
to replace the existing approximately 320 water meters with
the current City of Dubuque water meter system hardware
in Cedar Crest, Key City, Wildwood Estates Subdivisions
(known as the Vernon Water System)and Barrington Lakes
Subdivision.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Westside Water System Impro\ements RFP-MVM City Manager Memo
Memo
Staff Memo Staff Memo
THE CITY OF Dubuque
DUB E i"
Masterpiece on the Mississippi 2007.2012.2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Westside Water System Improvements
Water Meter Replacement project 2017
Request for Proposals
(CIP 7402703)
DATE: April 13, 2017
Water Department Manager Denise Ihrig recommends City Council approval to issue a
Request for Proposal for the Westside Water System Improvements, Water Meter
Replacement Project. This RFP would solicit bids from Iowa licensed plumbing
contractors to replace the existing approximately 320 water meters with the current City
of Dubuque water meter system hardware in the following subdivisions: Cedar Crest,
Key City, Wildwood Estates Subdivisions (known as the Vernon Water System) and
Barrington Lakes Subdivision.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Denise Ihrig, Water Department Manager
THE CITY OF Dubuque
AII4meric11 a City
DUBgkE r
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Denise Ihrig, Water Department Manager
DATE: 12 April 2017
RE: Westside Water System Improvements
Water Meter Replacement Project 2017
Request for Proposals
(CIP 7402703)
INTRODUCTION
The purpose of this memorandum is to request authorization to solicit for cost proposals
using the Request for Proposal procedure, for the Westside Water System
Improvements, Water Meter Replacement Project 2017. These improvements include
the replacement of existing water meters and installation of new meters, along with
associated appurtenances, in the Cedar Crest subdivision, Wildwood Estates, Key City
Subdivision and Barrington Lakes Subdivision. The meters are to be replaced with the
City of Dubuque's Neptune AMI units.
BACKGROUND
In December 2016, the City of Dubuque purchased the Vernon water system and the
Barrington Lakes water system from Central Iowa Water Association (CIWA). Prior to
the City's acquisition of the systems, the Iowa Department of Natural Resources (IDNR)
required CIWA to provide a back-up or secondary water supply no later than December
311 2016. Following IDNR negations with the City, the IDNR granted a one year time
extension to provide the adequate second water supply. The IDNR requires the two
water systems be provided with a back-up or secondary water supply no later than
December 31, 2017. The intent of the City is to provide the direction connection of the
City's water supply to the systems, and abandon the current primary water supply wells
located in Vernon and Barrington Lakes.
Following connection of the City's water supply to the subdivisions served by the
Vernon and Barrington Lakes water systems, the water usage metering system is
scheduled to be changed to the City's current advanced metering infrastructure
technology which includes the replacement and installation of Neptune water meters.
file:///T:\Engineering\WATER\BarringtonVernon\
DISCUSSION
The City of Dubuque Water Department has prepared a request for proposal document
requesting bids from Iowa licensed plumbing contractors to replace the existing
approximately 320 water meters with the current City of Dubuque water meter system
hardware in the following subdivisions, Cedar Crest, Key City, Wildwood Estates
Subdivisions (known as the Vernon Water System) and Barrington Lakes Subdivision.
The successful Plumbing Contractor will be expected to perform services related to the
removal of existing water meter hardware and replace with the City of Dubuque water
meter hardware and accessories. A summary of the services required are as follows:
• The contractor shall be responsible for scheduling appointments via letter, text,
phone call, signage, or other contractor selected method, to each water customer
for water meter replacement work. The contractor is to provide the City at the
time proposals are due, a profile of the firm demonstrating areas of expertise in
conducting a meter change out program, along with the project team
qualifications.
• Where an existing meter exists, the contractor shall be responsible for removal of
the existing water meter, meter transmitter and wiring. Per the agreement with
CIWA, the existing water meter and transmitter will be returned to the City of
Dubuque Water Department for return to CIWA. There are some residents that
do not currently have a water meter and the contractor will be responsible for
installation of a new meter and appurtenances meeting City of Dubuque water
standards.
• The contractor shall be responsible for installing pressure regulators on all
service lines that have water pressure of 73 PSI or above, to meet current
standards.
• Where necessary, the contactor shall be required to field verify water use at each
residence and commercial building and install backflow protection.
• The proposal requires the successful contractor hold a current, valid State of
Iowa Masters Plumbing License.
City of Dubuque water department meter staff will install the transmitter wire and
meter interface unit (MIU), unless the successful plumbing contractor can provide
qualifications of having successfully completed such work. The plumbing contractor
will coordinate with the City water department staff to ensure a representative from
both are present at the same time for completion of the work to avoid multiple
interruptions to the water customer. The contractor will be required to obtain a City of
Dubuque plumbing permit for each meter installation, these will be issued at no cost,
and will be used for tracking purposes only as the properties are outside of the City
limits.
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PROJECT SCHEDULE
The advertisement for proposals would be on April 21 , 2017. Proposals would be due
on May 4, with recommendation to council on May 15, 2017. As the project is being
funded through the State of Iowa SRF program, the project must undergo environmental
review and SRF environmental clearance, therefore to provide the adequate time for a
contractor to perform the work, the estimated project completion date is October 20,
2017.
BUDGETIMPACT
The cost estimate for the Westside Water System Improvements, Water Meter
Replacement Project 2017 is shown below:
Project Description Estimate
Water Meter Replacement/Conversion $225,000.00
Contingency, 10% $22,500.00
RFP Development, Project Administration and Inspection to be $18,000.00
performed by City of Dubuque Water Department Meter Staff
Total Project Cost Est. $265.500.00
Funding the project is to be provided for through the State of Iowa Revolving Fund
(Iowa SRF) program, as part of the Westside Water System Improvements project
documents prepared by IIW, P.C. consulting engineers. The water meter replacement
project is identified as a line item in the loan documents and provides for improved
water system efficiency as traditional water meters will be replaced with the City's AMI
technology.
Fund Account Fund Description Fund Amount
No.
7402703 State of Iowa, Revolving Loan Fund: Westside $265,500.00
Water System Connection, Water meter
conversion
Total Project Funding $265,500.00
REQUESTED ACTION
I respectfully request authorization to solicit for cost proposals using the Request for
Proposal procedure, for the Westside Water System Improvements, Water Meter
Replacement Project 2017.
cc: Jenny Larson, Budget Director
Alexis Steger, Assistant Budget Analyst
Brant Schueller, Water Distribution Supervisor
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