Westside Water System Improvements - Water Meter Replacement Project Reauthorization Copyrighted
December4, 2017
City of Dubuque Consent Items # 6.
ITEM TITLE: Westside Water System Improvements -Water Meter
Replacement Project Re-Authorization for Solicitation of
Cost Proposals
SUMMARY: City Manager recommending re-authorization to solicit cost
proposals for the Westside Water System I mprovements -
Water Meter Replacement Project 2018.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Westside Water System Impro�ments Water Meter City Manager Memo
Replacement Project-NNM Memo
Staff Memo Staff Memo
THE CITY OF Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Westside Water System Improvements
Water Meter Replacement Project 2017-2018
Request for Proposals
(CIP 7402703)
DATE: November 30, 2017
The City originally solicited proposals for the Westside Water System Improvement
Water Meter Replacement Project in April 2017, and only received one proposal, which
was significantly higher than the engineer's estimate. The proposal was not
recommended for award. Staff inet to discuss possible options to increase the number
of contractors submitting proposals for the project and to review the possible factors that
resulted in a higher than estimated cost. Changes were made to how the project was
presented and the duration and timing when the project would need to be completed.
Water Department Manager Denise Ihrig recommends City Council re-authorization to
solicit cost proposals for the Westside Water System Improvements-Water Meter
Replacement Project 2018.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen �� �
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Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Denise Ihrig, Water Department Manager
THE CITY OF Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Denise Ihrig, Water Department Manager
DATE: November 29, 2017
RE: Westside Water System Improvements
Water Meter Replacement Project 2017-2018
Request for Proposals
(CIP 7402703)
INTRODUCTION
The purpose of this memorandum is to request re-authorization to solicit for cost
proposals for the Westside Water System Improvements - Water Meter Replacement
Project 2018. The requested 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 lowa Water Association (CIWA). Prior to
the City's acquisition of the systems, the lowa Department of Natural Resources (IDNR)
required CIWA to provide a back-up or secondary water supply no later than December
31, 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 City is currently on schedule to provide direct 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 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, the specified meter
used in the City of Dubuque.
f le://!T:\Engineering\WATER\BarringtonV ernon\
In April 2017, the City of Dubuque solicited for cost proposals to conduct the meter
change out program in the Cedar Crest, Wildwood Estates, Key City, and Barrington
Lakes subdivisions, and received one proposal. The proposal was from Jaeger
Plumbing and Pump of Dubuque, lowa and it was significantly greater than the
engineer's estimate and the funds available to complete the project. The proposal was
in the amount of $362,440.00. The engineer's estimate is between $225,000 and
$240,000 with funding of $200,000 available from the lowa State Revolving Fund. The
proposal was not recommended for award. A complete funding description is listed
below under Budget Impact.
A City staff ineeting was held in May of 2017 to discuss possible options to increase the
number of contractors submitting proposals for the project and to review the possible
factors that resulted in a higher than estimated cost. Staff inembers from the Water
Department, Engineering, Finance, Budget, and Legal departments' along with the City
Manager discussed and agreed upon changes to how the project was presented and
the duration and timing when the project would need to be completed. Changes to the
request for proposal include:
1 . Separate the single contract into five contracts allowing for small, medium and
large plumbing contractors to submit proposals on a single or combination of
subdivisions (Contract 1 : Cedar Crest, Contract 2: Wildwood Estates, Contract 3:
Key City, and Contract 4: Barrington Lakes) or Contract 5, the entire project as a
whole.
2. Set the completion date such that contractors will have at least 6 months to
complete the project.
3. Request cost proposals outside the construction season when plumbing
contractors may have greater availability.
4. Existing meter pits shall be removed by the City of Dubuque Water Department
along with site restoration.
DISCUSSION
The City of Dubuque Water Department has prepared five proposal documents
requesting proposals from lowa 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(s) 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
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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
lowa 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.
PROJECT SCHEDULE
State of lowa Revolving Loan Obtained
Advertise Request for Proposals December 8, 2017
Receipt of Proposals December 21 , 2017
Project Award January 2, 2018
Project Completion June 15, 2018
The project is being funded through the State of lowa SRF program, therefore is also
subject lowa SRF approval. The project has obtained the necessary SRF environmental
clearance.
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BUDGETIMPACT
The cost estimate for the Westside Water System Improvements, Water Meter
Replacement Project 2017 is shown below:
Proiect Description Estimate
Water Meter Replacement/Conversion $225,000.00
Contingency, 10°k $22,500.00
Total Project Cost Est. $247.500.00
Funding the project is to be provided for through the State of lowa Revolving Fund
(lowa 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 lowa, Revolving Fund loan: Westside $200,000.00
Water System Connection, Water meter
conversion
7402703 State of lowa, Revolving Fund loan, Contingency $20,000.00
10°k
7402703 Water Construction Fund, local funds $27,500.00
Total Project Funding $247,500.00
REQUESTED ACTION
I respectfully request authorization to solicit for cost proposals using the Request for
Proposal procedure as described above, for the Westside Water System Improvements,
Water Meter Replacement Project 2018.
cc: Jenny Larson, Budget Director
Alexis Steger, Assistant Budget Analyst
Brant Schueller, Water Distribution Supervisor
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