BACKGROUND

In May 2013, after a competitive bid process, the Village Board awarded a two-year contract to HBK for Water Meter Service and Skirmont Mechanical for Backflow Device Services. Public Works is requesting the Board of Trustees to approve the extension of these existing contracts for Water Meter and Backflow Device Services  for one year, as the first of two possible one year extensions. The duration of the extension would begin in May 21, 2015 and conclude May 20, 2016.

Both HBK and Skirmont Mechanical have proposed to extend the contract with an increase of 0.2 percent, which is equal to one half the consumer price index for the Chicago area. The proposed increase is in accordance with the extension terms of the contracts with HBK & Skirmont Mechanical.

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. The backflow device service contract covers the testing and repair of over 1000 village maintained backflow devices. This service ensures the protection of the water distribution system from potential cross connections. While the total costs are dependent on the actual quantities used, Public Works expenditures will not exceed the total budgeted amount of $275,400.

RECOMMENDATION

It is recommended that the Village Board award a one-year contract extension to both HBK and Skirmont Mechanical for the Water Meter and Backflow Device Services with an increase of 0.2% to the original unit prices and original contract terms from 2013 and authorize execution of all necessary documents. The vendors have been determined to be responsible.