In 2015, the Village Board approved three-year contracts to HBK of Palatine, Illinois and Midwest Meter of Edinburg, Illinois for Fire Line Meters and Associated Parts & Equipment. The bid was awarded to two separate contractors based upon lowest unit prices. Both contracts will expire in December 2019.

The purchase of large diameter water meters is for new construction and existing water meter replacement. When VAH-PW purchases a water meter for new construction, the cost is recovered through the construction permit process. The primary component of the meters is either bronze or ductile iron, which have been susceptible to price increases in recent years.

Both contractors have offered to extend the contracts for 12 months, without an increase in price. This would be the last of three possible extensions.  The term of the extension would begin in January 1st, 2020 and conclude December 31st of 2020. Both contractors were the low bidder when this contract was bid five years ago.

Funding is available in Account No. 505-7201-561.50-15 (EQ9401) ($50,000) and in Account No. 505-7201-561.31-02 ($56,000).

RECOMMENDATION

It is recommended that the Village Board award a one-year contract extension for Fire Line Water Meters and Associated Parts & Equipment for the 4", 6", 8" & 10" Meters to HBK of Palatine, Illinois.  It is also recommended that the Village Board award a one-year contract extension for Fire Line Water Meters and Associated Parts & Equipment for the Itron Radios to Midwest Meter of Edinburg, Illinois. It is further recommended to authorize execution of all necessary documents.