Title
The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6003102 for the purchase of DWSD specific hydrant locks, wrenches and keys from McGard LLC with a total contract not-to-exceed amount of $450,000 and a term of five years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Body
Agenda of March 17, 2021
Item No.: 20-0423
Contract No: 6003103
Contractor: McGard LLC
Address: 168 Sullivan Drive, Homer, GA 30547
Total Contract Amount: $450,000
Contract Term: 4/1/2021 - 3/31/2026 (5years)
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed DWSD Contract 6003103
Single Source Contract for Hydrant locks, keys & wrenches
McGard LLC
MOTION
Upon recommendation of Mamata Burgi, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6003102 for the purchase of DWSD specific hydrant locks, wrenches and keys from McGard LLC with a total contract not-to-exceed amount of $450,000 and a term of five years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
Around 2014-15, DWSD Engineering, conducted an extensive analysis of available hydrant locking systems - at that time, the McGard hydrant lock was selected as a stand-alone security measure / system. The hydrants with locks require manufacturer specific wrenches and keys to operate the hydrants once a lock is installed. The locks ensure the hydrants are only used by authorized personnel. Since the hydrants are used by the fire department in emergency situations where time is of the essence, it is critical for public health and safety to not have a wide variety of locking systems each requiring their own specific wrench. As it currently stands, the Detroit Fire Department must carry a standard wrench and a McGard wrench on every emergency response vehicle.
This contract will allow for the as-needed purchase of hydrant locks, keys and wrenched to maintain stock levels. To ensure a dedicated source for replenishment and continued supply of these critical and custom DWSD specific items, the Central Warehouse stocks four (4) part numbers for use by DWSD Maintenance & Repair teams. Due to the high security nature of these items, McGard is required under this contract to restrict sale of these items to DWSD. The exception to this is only under the written authorization from DWSD COO / Engineering Manager. Other entities that have requested to purchase these items are: Great Lakes Water Authority (GLWA), Detroit Fire Department (DFD) and select Demolition contractors who have contracts with the Detroit Demolition Department.
The items being purchased under this contract are as follows:
• Hydrant Operating Wrench - Stock #509818
• Hydrant Stem Lock - Stock #509819
• Hydrant Socket Key - Stock #509912
• Hydrant Lock Assembly - Stock #601280
PROCUREMENT METHOD
The original contract was 2911209was approved in 2015 and has expired in 2018.
Due to the exclusive nature of these items and the security controls needed, this contract is being procured, in accordance with item 5 of the DWSD Procurement Policy, as a single source exception to competitive solicitation to support operational needs and ensuring long-term commitment to the source for these dedicated products.
The Exception to Competitive Solicitation (ECS) Form was signed by Director Brown on 9/3/20.
This contract is for a term of five (5) years with a not-to-exceed amount of $450,000.
McGard’s clearances expire on 9/18/2021 and they have signed the formal contract document.
SUMMARY
A. Contract Number: 6003103
B. Contract Term: 4/1/2021 - 3/31/2026 (5years)
C. Contract Amount: $450,000
D. Projected Fiscal Year (FY) Contract Expenditures:
FY 20-21: $22,500
FY 21-22: $90,000
FY 22-23: $90,000
FY 23-24: $90,000
FY 24-25: $90,000
FY 25-26: $67,500
E. Funding Source: O&M Funds
F. GL String: 5720-20276-487611-624115-001688-10732-0000-000000 - Water 100%
This proposed contract was presented to the DWSD Finance Committee on March 3, 2021. Per DWSD procurement protocol, Post-FRC Mayoral review will also be obtained.