Item 4 - Wastewater Flow Monitoring Contract — original pdf

Backup

Item 4 Water & Wastewater Commission: March 12, 2025 Council: March 27, 2025 ..Title Posting Language Recommend approval to authorize a contract for wastewater flow monitoring for Austin Water with RJN Group, Inc., for an initial term of four years with up to four one-year extension options for a total amount not to exceed $18,400,000. Funding: $2,300,000 is available in Austin Water’s Fiscal Year 2024-2025 Operating Budget. Funding for the remaining contract term is contingent upon available funding in future budgets. Lead Department Financial Services Department. Client Department(s) Austin Water. Purchasing Language: The Financial Services Department issued a Request for Proposals solicitation RFP 2200 MLJ3005 for these services. The solicitation was issued on October 7, 2024, and closed on October 31, 2024. Of the three offers received, the recommended contractor submitted the best evaluated responsive offer. A complete solicitation package, including a tabulation of the bid received, is available for viewing on the City’s website. This information can currently be found at https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm? sid=141396 . MBE/WBE: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program). For the wastewater flow monitoring services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Council Committee, Boards and Commission Action: March 12, 2025- To be reviewed by the Water and Wastewater Commission. Additional Backup Information: The contract will provide wastewater flow monitoring services for over 2,800 miles of wastewater collection system piping throughout the city. Several Austin Water divisions will use different types of meters to obtain flow monitoring data to determine inflow and infiltration, serve as a warning tool for wastewater overflows, and ensure pipes and facilities are the appropriate size to safely convey wastewater from customers to treatment facilities. Data will be collected during wet and dry weather conditions to ensure that the wastewater systems have adequate capacity to convey all the wastewater in the City’s wastewater piping system. Austin Water uses the data to identify areas of concern, develop plans to provide adequate capacity, and prioritize capital improvement projects. This contract will replace a contract which expires December 20, 2025. The recommended contractor is the current provider of these services. The requested authorization amounts were determined using departmental estimates based on historical spending. Item 4 Water & Wastewater Commission: March 12, 2025 Council: March 27, 2025 An evaluation team with expertise in this area evaluated the offers and scored RJN Group, Inc. as the best to provide these services based on price, small business preference, local preference, plans, experience, personnel qualifications and resources, and equipment resources. If the contract is not secured, the City will not have the ability to actively monitor wastewater flow which will result in inadequate information to properly assess system capacities and cause critical, undetected problems in the wastewater system, limiting the ability to reduce the sanitary sewer overflows in the Austin Water wastewater collection system. City of Austin Council Meeting Backup: March 27, 2025 Contract Details: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 Total Length of Term 4 years 1 year 1 year 1 year 1 year 8 years File ID: 25-0312 Contract Authorization $9,200,000 $2,300,000 $2,300,000 $2,300,000 $2,300,000 $18,400,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Page 1 of 1