STRATEGIC PRIORITY: Core
AGENDA DATE: June 11, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for pipe leak detection equipment, maintenance, and repairs for the Dallas Water Utilities Department - FLUID CONSERVATION SYSTEMS INC, only proposer - Estimated amount of $733,260.52 - Financing: Dallas Water Utilities Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide for pipe leak detection equipment, maintenance, and repairs for the Dallas Water Utilities Department (DWU). This agreement will allow DWU to purchase new leak detection equipment as well as replacement parts needed to maintain existing equipment citywide. The leak detection equipment serves two purposes: it confirms the presence of a leak by sound profile and pinpoints the location of the leak by way of an electronic device known as a correlator.
DWU’s water distribution system contains 5,079 miles of water pipelines throughout the 700 square miles service area. The leak detection units are strategically placed on meters, valves, and fire hydrants to help identify non-surfacing leaks.
This agreement includes advanced-scheduled maintenance activities, focused excavation efforts, reduction in system downtime and unscheduled water service interruptions to customers, and it also extends the service life of pipelines, valves, and fire hydrants. Early leak detection reduces the rate of catastrophic pipeline failures in the system, thus saving the City extensive labor and material replacement cost. In addition, catastrophic failures negatively impact vehicular and pedestrian traffic and early leak detection minimizes water loss, which results in cost savings for water treatment, water delivery (pumping, storage, etc.), and lessens the potential impact on the environment.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Dallas Water Utilities Department1 (2)
• Department of Transportation and Public Works (2)
• Office of Procurement Services (2)*
*The Office of Procurement Services evaluated cost, local preference, and the Business Inclusion and Development Plan, if applicable.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Cost 30 points
• Experience 25 points
• Approach 25 points
• Business Inclusion and Development Plan 15 points
• Local Preference 5 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $22.05; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Dallas Water Utilities Fund |
$122,210.09 |
$244,420.17 |
$366,630.26 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$733,260.52 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity goal. |
|
• FLUID CONSERVATION SYSTEMS INC - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposal from solicitation number BVZ25-00026648. We opened it on February 21, 2025. We recommend the City Council award this service price agreement in its entirety to the only proposer.
*Denotes successful proposer
Proposers Address Score
* FLUID CONSERVATION 1960 Old Gatesburg Rd. 76.25
SYSTEMS INC Suite 150
State College, PA 16803
Note: The Office of Procurement Services conducted a single proposal review and found no exceptions.
OWNER/EXECUTIVE
FLUID CONSERVATION SYSTEMS INC
Tim Hawkins, Chief Financial Officer