Memorandum

City of Lawrence

Department of Utilities

TO: David L. Corliss, City Manager

Cynthia Boecker, Assistant City Manager

                   Diane Stoddard, Assistant City Manager

FROM:         Mike Lawless, Assistant Director of Utilities

CC:                        Dave Wagner, Utilities Director

Philip Ciesielski, Assistant Director of Utilities

Mark Hegeman, Water Systems Manager

Alan Landis, Purchasing Specialist

DATE:           April 14, 2009

RE:                  Bid B09007 – 2009 Fire Hydrant Painting Program – Award Bid

Please include the following item on the City Commission Agenda for consideration at the April 21, 2009 meeting.

Award Bid No. B09007; 2009 Fire Hydrant Painting Program to the low bidder, Warren Moore Painting in an amount of $17,596 and authorize the City Manager to execute a contract agreement for the project.

Project History/Status: In 2008, the Utilities Department evaluated a pilot program to paint fire hydrants using an external contractor. The pilot project painted 150 fire hydrants at a cost of $165 per hydrant. By contracting this service, the purchase, storage and disposal of the painting materials are the responsibility of the contractor as are the hiring, supervision and training of personnel in safety practices, personal protective equipment, material handling and job cleanup. The contractor provides vehicles, tools and equipment to perform the work as well as general liability and automobile insurance coverage in the event of any accidents or claims. In addition, it allowed Department staff to concentrate on other programs such as exercising water valves, hydrant flow testing and inspection and in-house water main replacement.

Based on the success of the pilot project, the Utilities Department recommends proceeding with a larger program for 2009. The 2009 program is based on a 10-year painting cycle and will paint 332 fire hydrants.

At the January 27, 2009 City Commission Meeting, a bid date of February 17, 2009 was set for the project. The bid opening is complete with a bid tabulation of the 11 bids received. The bid for each hydrant ranged from a low of $53.00 to $175.00 on the upper end. Given the wide range of bids received, staff has contacted references and met with the low bidder, Warren Moore Painting, to discuss the project. 

All references provided positive comments and indicated they would work with the company again. One of the references checked was for painting fire hydrants for Water One in Johnson County. Staff met with the Warren Moore, the owner, to discuss the specifications and expectations for the project. Mr. Moore indicated he has experience painting fire hydrants and is confident his company will provide the City with a successful project. Staff will provide inspections during the project to ensure compliance with the specifications. The project is expected to be completed in about two months once weather conditions are appropriate.

Based on the comments from the references and discussion with the owner, staff recommends award of the contract to Warren Moore Painting.

Project Funding: Funding for the project is included in the 2009 Operation and Maintenance Line Item budget for Water Distribution - 7610.

Action Request: Award Bid No. B09007; 2009 Fire Hydrant Painting Program to the low bidder, Warren Moore Painting in an amount of $17,596 and authorize the City Manager to execute a contract agreement for the project.