RCA.pdf

This document is a Request for Commission Action from the City of DeLand dated May 5, 2025, concerning the award of a bid for Backflow Device Testing, Certifications, and Repairs for the city's Utilities Department. The project involves testing and repairing approximately 9,000 city-maintained backflow devices, with an estimated 200 devices expected to fail annual testing and require repair. The bid was advertised via local newspaper and the Demand Star System, with only one firm submitting a proposal. The contract will be awarded to Aaron's Backflow Services Inc. for a 2-year term with subsequent 1-year renewals, ensuring a seamless transition for ongoing backflow device maintenance.

The fiscal impact of the project is $500,000 included in the FY 24-25 budget, with the awarded bid totaling $232,247. The bid documents require the contractor to supply all materials needed for repairs and installations, with a markup based on an acceptable contract schedule. Funds are available in the Utility Enterprise Account, and the project aligns with the city's strategic focus on high-value government and facilities and infrastructure sustainability. The recommendation is for the City Commission to award the bid to Aaron's Backflow Services Inc., the current vendor, which will facilitate a smooth continuation of essential utility services.