In March 2017, after a competitive bid process, the Village Board awarded a three-year contract to HBK Water Meter Services for our water meter service contract and to Taylor Plumbing for our backflow device service contract. These two services are typically bid together as numerous contractors can perform both services. The original contracts were awarded to these two firms based upon lowest responsible bids.

The water meter service contract is for the calibration and repair of Village owned water meters. This service ensures the accuracy of the water meters. It is the goal of Public Works to have all large commercial meters tested and calibrated every three years, with master meters tested every year.

The backflow device service contract covers the testing and repair of over 1,450 Village maintained backflow devices. This service ensures the protection of the water distribution system from potential cross connections and contamination.

Per Village Policy, contracts can be extended with Board approval, up to the original terms of the contract. Staff has been pleased with HBK’s and Taylor Plumbing’s quality of work. HBK and Taylor Plumbing have requested to extend the contract for one year, and both with an increase equal to ½ of the Consumer Price Index.  During this period that equates to 3.75%, and is in conjunction with contract terms.

Staff is requesting approval for the third of three possible one-year contract extensions for the water meter and the backflow device service contracts. These extensions would begin in April 30, 2022 through April 29, 2023.

Funds are available for these services in the Water and Sewer - Account Numbers 505-7201-561.21-35 and 505-7201-561.31-02.

RECOMMENDATION

It is recommended that the Village Board approve one-year contract extensions to HBK Water Meter Services and Taylor Plumbing for our water meter and backflow device service contracts at current unit prices, up to budget, and authorize Staff to execute the necessary documents.