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APPROVE A MOTION AUTHORIZING A SERVICE AGREEMENT WITH XYLEM DEWATERING SOLUTIONS INC., DBA WACHS WATER SERVICES FOR HYDRANT INSPECTION SERVICES
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a three-year service agreement in the amount of $363,050 with Xylem Dewatering Solutions Inc., dba Wachs Water Services to provide hydrant inspection services.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
3. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Stockton Fire Department (SFD) inspects approximately 9,000 fire hydrants annually. On January 12, 2023, the City advertised a Request for Proposal (RFP) for fire hydrant inspection services. On February 16, 2023, one proposal was received from Wachs Water Services (WWS). It is recommended that Council approve a motion authorizing the City Manager to execute a three-year agreement for hydrant inspection services in the amount of $363,050 with WWS.
DISCUSSION
Background
Fire hydrants play a vital role in fire suppression, demanding regular inspections and testing to guarantee their reliability during critical situations. The inspection and testing protocols for fire hydrants encompass thorough assessments aimed at gauging their overall condition. Visual inspections serve to detect any signs of damage, corrosion, leaks, or potential problems. Furthermore, flow tests are carried out to assess water pressure and flow rates, ensuring compliance with the necessary standards. These evaluations offer valuable insights into maintenance needs, facilitating prompt repairs, replacements, or upgrades as necessary. National Fire Protection Association (NFPA) 291 mandates that fire hydrant flow tests occur every five years, while fire hydrant inspections must be conducted annually.
SFD inspects approximately 9,000 fire hydrants annually and reports deficiencies to the Municipal Utilities Department Hydrant Division to ensure all public hydrants are maintained and working properly. Historically, these inspections have been completed by on-duty Suppression personnel. SFD spends an estimated 600 hours per year inspecting fire hydrants. Outsourcing hydrant inspections will allow SFD to reallocate suppression personnel to higher-level tasks such as emergency response and training.
Present Situation
On January 12, 2023, the City advertised a Request for Proposal (RFP) for fire hydrant inspection services. On February 16, 2023, one proposal was received from WWS. A selection committee evaluated the proposal based on the firm’s expertise, experience, qualifications, and cost, and determined that WWS is qualified to provide hydrant inspections services for SFD.
With over 22 years of experience, WWS is the leading provider of hydrant inspection and maintenance services in North America. They have performed preventative services, testing, reporting, diagnosing problems, painting, and field repairs on over 250,000 fire hydrants.
As the hydrant inspection provider, WWS will look for obstructions that could interfere with hydrant operation, check water flow, verify hydrant location, report inoperable hydrants that need repair or replacement, and provide to the City a hydrant assessment report for each hydrant inspected. This agreement specifically pertains to the inspection of hydrants, with all maintenance responsibilities remaining under the purview of MUD's Hydrant Division. All hydrant inspections and maintenance will continue to adhere to NFPA standards.
Outsourcing hydrant inspections will redirect approximately 600 hours of SFD’s suppression resources back to emergency response, training, community engagement, recruiting, and other core functions of the Fire Department. Staff recommends a three-year agreement for a total cost of $363,050 over the three-year term.
Findings
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. The proposed findings include:
1. The Fire Department is required to inspect all public fire hydrants annually.
2. Use of the RFP process is appropriate for this agreement because it relies on the evaluation of professional qualifications and performance as the basis for selection. Use of these criteria helps ensure selection of a vendor that will provide the highest quality service which is in the public interest.
3. Xylem Dewatering Solutions Inc., dba Wachs Water Services is qualified to provide hydrant inspection services for the Stockton Fire Department.
FINANCIAL SUMMARY
Staff recommends a three-year agreement with Xylem Dewatering Solutions Inc., dba Wachs Water Services for hydrant inspection services for an amount not to exceed $363,050. Fire Department has an annual budget allocation for hydrant inspection services in Fire Prevention Special Services account 4050-000-630006-220-225-20-40-000-000- for the proposed services. Costs for the subsequent years will be budgeted in the same account and subject to Council approval during the annual budget development process.
Attachment A - Hydrant Inspection Agreement