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One year price agreement with High Sierra Electronics as a sole source provider for preventative maintenance on the City rain stream gauges for a first year fee of $15,590, escalating by 3% each renewal year, and $5,000 for emergency service/unscheduled visits, with the option to renew for four additional one-year periods totaling $107,776 ($20,590 yr1 + $21,058 yr2 + $21, 540 yr3 + $22,040 yr4 + $22,548 yr5) if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms
Presenter
Stephanie Griffin, Floodplain Administrator/Stormwater Utility Manager
Recommended Action
Approve
Analysis
On January 6, 2009, the City Council approved a construction and maintenance contract to High Sierra Electronics in the amount of $319,351. The rain and stream gauge network provides invaluable data and alert notifications during rain events. The system monitors and records rainfall depths (inches) and stream stages (water surface elevations). It provides the City with the ability to predict when roads and problem areas will begin to flood and provide lead times based on forecasts of rainfall and models that theoretically predict water surface elevations. The actual water surface elevations, or stages, are recorded as well and real-time alert notifications are received by City staff. This system alerts motorists to flooding conditions with flashing lights. The system relays an alert to a base station monitored by the City such that the street can be closed or monitored closely during flooding conditions.
The wireless communication network is required to remain in a good state of maintenance with little or no down time. This agreement includes 24/7 repair responses to all onsite infrastructure, equipment services, and software upgrades.
High Sierra is a sole source vendor providing preventative maintenance and emergency field support for the City of Grand Prairie's Advance Flood Warning System. High Sierra has the distinction of being an ISO 9001:2008 Certified company.
This request is for a one year preventative maintenance agreement with the option to renew for four additional one-year periods with High Sierra Electronics on the City Rain Stream Gauges. The initial one-year contract value is $15,590 for the base preventative maintenance contract. The base preventative maintenance share of the contract shall increase by 3% each renewal year to a total of $16,058 in year 2, $16,540 in year 3, $17,040 in year 4, and $17,548 in year 5. Additionally, each year, an allowance of $5,000 is added to the maximum contract value to cover emergency service/unscheduled visits and replacement parts. This $5,000 per year allowance will not be paid unless these types of expenses are incurred at which time only actual expenses will be paid.
Financial Consideration
Funding in the amount of $20,590 is available in the FY 2014/2015 Stormwater Fund Budget, account 233010 63180 (Storm Water Maintenance). Funding for future renewals will be allocated from that year's City Council approved budget.