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Water & Wastewater Commission Review and Recommendation September 1, 2021 Mobility; Health and Environment COA Strategic Direction: Commission Meeting Date: Council Meeting Date: Department: Purchasing Client: Rick Coronado September 30, 2021 Agenda Item Recommend approval to negotiate and execute various multi-term cooperative contracts to provide heavy equipment rental services, with Anderson Machinery Austin Inc.; R B Everett Co; Vermeer Equipment of Texas Inc.; and other contractors, each for up to 33 months for total contract amounts not to exceed $585,000, divided among the contractors. Austin Water’s total requested authorization is $180,000. Amount and Source of Funding Funding in the amount of $60,000 is available in Fiscal Year 2021-2022 Operating Budget of Austin Water. Funding for the remaining contract term is contingent upon available funding in future budgets. Multiple contractors within this cooperative purchasing program were reviewed for these services. The Purchasing Office has determined these contractors best meet the needs of the departments to provide the services required at the best value for the City. N/A September 1, 2021 - To be reviewed by the Water and Wastewater Commission. These procurements were reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services there were no subcontracting required opportunities; therefore, no subcontracting goals were established. theses procurements, for Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: These contracts are for the rental of heavy-duty equipment including pneumatic rollers, broom sweepers, pavers, excavators, milling machines, front-end loaders, pumps and trommel screeners. These contracts will allow departments to rent equipment required for continuing operations when City-owned equipment is unavailable due to project demand or maintenance and repairs. The equipment rentals are needed by Public Works for preventative maintenance on roadways such as seal coating, which extends the overall life of road surfaces. Austin Water requires the ability to rent pumps for potential failures at any of its 130 lift stations and other equipment to facilitate compost operations at the Hornsby Bend Biosolid Facility. The Watershed Protection Department requires the ability to rent pumps, plugs, and other equipment as needed to facilitate operations in the field. The Local Government Purchasing Cooperative administered by Texas Association of School Boards (BuyBoard) establishes competitively bid contracts that can be utilized by the State and other government agencies through a cooperative agreement. Cooperative agreements save taxpayer dollars by leveraging the volume-buying power to drive down costs on hundreds of contracts through a streamlined cooperative purchasing program. The contracts will replace contracts with several of the same contractors, which expire October 29, 2021. The requested authorization amounts are based on historical spend and departmental estimates for upcoming work. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Length of Term 9 mos. 12 mos. 12 mos. 33 mos. Contract Authorization $195,000 $195,000 $195,000 $585,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. PRICE ANALYSIS a) Cost Analysis: The proposed contract pricing is consistent with an 1.64% decrease represented in the market.