Loading...
Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: January 14, 2025 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Hardin & Associates Holdings, LLC, to perform cross-connection testing and training services for the Water Utilities Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8657 – awarded to Hardin & Associates Holdings, LLC, in the not-to-exceed amount of $62,675.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Support Healthy and Safe Communities. INFORMATION/BACKGROUND Staff recently issued a Request for Proposal (RFP) to secure cross-connection testing and training services. This initiative is part of our commitment to expanding reclaimed water use while maintaining rigorous water quality standards and ensuring staff proficiency in managing alternative water resources. Texas regulations mandate that all public water suppliers implement programs to protect the public water supply from contamination originating from the customer side of metered connections. A significant risk arises when a customer’s water line connects to a potential contamination source, known as a cross- connection. During a backflow event, contaminants from the customer’s side can enter the public water system. The City of Denton operates a reclaimed water program that distributes treated wastewater effluent through separate main lines for non-potable uses. Properties with both reclaimed water and potable water connections present a heightened risk for cross-connections between these two lines. To mitigate this, an annual cross-connection test, as well as a Customer Service Inspection and Water Use Survey, is required at each reclaimed water customer to verify that no such cross-connection has occurred, or is likely to occur. The City of Denton has not previously conducted these tests for reclaimed water customers. Therefore, we seek a consultant with expertise in performing these specialized tests for each of our reclaimed water customers, preparing comprehensive reports, and providing training to our backflow department to enable future in-house testing. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com The deliverables outlined in the RFP included: • Protocol Development for each site that utilizes reclaimed water. • Shutdown/Pressure tests at each site that utilizes reclaimed water. • CSI and Water Use Surveys at each site that utilizes reclaimed water. • Comprehensive reports detailing the outcomes from the tests and surveys. • Training for our staff on how to perform these tests and surveys going forward. Request for Proposals was sent to 1,067 prospective suppliers, including 38 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. One (1) proposal was received, and references were checked to ensure the vendor can provide the services requested in the Scope of Work. The department is awarding the contract to Hardin & Associates Holdings, LLC. NIGP Code Used for Solicitation: 918 - (Service Only) - Consulting Services Notifications sent for Solicitation sent in IonWave: 1,067 Number of Suppliers that viewed Solicitation in IonWave: 25 HUB-Historically Underutilized Business Invitations sent out: 160 SBE-Small Business Enterprise Invitations sent out: 415 Responses from Solicitation: 1 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On January 13, 2025, this item will be presented to the Public Utilities Board (PUB) for consideration. RECOMMENDATION Award a contract with Hardin & Associates Holdings, LLC, to perform cross-connection testing and training services for the Water Utilities Department, in a not-to-exceed amount of $62,675. PRINCIPAL PLACE OF BUSINESS Hardin & Associates Holdings, LLC Carrollton, TX ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval with a completion date within one (1) year. FISCAL INFORMATION These services will be funded from Outside Contract Services account 630200.7879. Requisition #168345 has been entered into the Purchasing software system in the amount of $62,675. The budgeted amount for this item is $62,675. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Michael Hunter, 940-349-7526. Legal point of contact: Marcella Lunn at 940-349-8333.