Department
Public Works
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Department of Public Works, 21ITB000019A-CJC, Water Meter Reading in an amount not to exceed $404,270.88 with Bermex, Inc. (Stow, OH) to provide water meter reading services. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2024, through December 31, 2024. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date, 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☐
District 1 ☒
District 2 ☒
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background:
Scope of Work: The contractor provides daily water meter readings and completes field service orders for the water distribution system in the north Fulton County service area. In order to accurately bill and collect funds for water use and sewage treatment, the quantity of water used by customers in the north Fulton County water system is continuously metered. Water meters are read on a monthly or bi-monthly basis to determine the amounts used and the associated charges to be billed. The contractor will be required to complete approximately 2,000-meter reads per workday, as assigned by the Department of Public Works and the Department of Finance.
The amount of the first contract renewal for this contract was reduced by having Transfer Orders, Item #7 on the Bid Schedule, performed by Public Works staff. The increase in the current, second renewal is the result of a 2% increase in unit pricing in the first contract renewal and a 3% increase in the second renewal as established in the contract.
Community Impact: Without accurate meter readings, the Departments of Public Works and Finance are not able to ensure timely and accurate collection of fees for the delivery of water service
Department Recommendation: The Department of Public Works recommends approval.
Project Implications: The failure to renew this contract will result in billing and collections being severely impacted.
Community Issues/Concerns: The Department of Public Works is not aware of any community issues or concerns.
Department Issues/Concerns: The Department of Public Works has no issues or concerns.
Contract Modification:
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0976 |
12/1/2021 |
$442,500.00 |
|
1st Renewal |
22-0821 |
11/2/2022 |
$392,496.00 |
|
2nd Renewal |
|
|
$404,270.88 |
|
Total Revised Amount |
|
|
$1,239,266.88 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $404,270.88
Prime Vendor: Bermex, Inc
Prime Status: Non-Minority
Location: Stow, OH
County: Summit County
Prime Value: $404,270.88 or 100.00%
Total Contract Value: $404,270.88 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit: 1 Contract Renewal Agreement
Exhibit: 2 Contract Renewal Evaluation
Exhibit: 3 Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Nick Ammons, Deputy Director, Public Works 404-612-7530
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$834,996.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$404,270.88 |
|
TOTAL: |
$1,239,266.88 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
201-540-2112-1160: Water & Sewer Revenue, Public Works, Professional Services - $404,270.88
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal options remain |
Overall Contractor Performance Rating: 73
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
|
7/3/2023 |
9/1/2023 |