Title
Consider and take action on a resolution authorizing the expenditure of an amount not to exceed $54,961.71 for the purchase of equipment needed for Flood Gage Stations (Director of Engineering)
Background:
Approval of this item will authorize the Director of Engineering to purchase the equipment needed for Flood Gage Stations that will become part of the Harris County Flood Control District’s Flood Warning System (FWS). In 2020, the City entered into an interlocal agreement with HCFDC to install and maintain six (6) flood gage stations in accordance with Resolution 2020-76 which was approved June 23, 2020. These gage stations, which will be owned by the City, are located at:
• Magnolia Creek at Bay Area Blvd.
• Landing Ditch at W. Main Street (FM 518)
• Robinson Bayou at E. Main Street (FM 518)
• Gum Bayou at FM 646
• Benson Bayou at FM 646
• Bordens Gully at Hughes Lane.
As a reminder, the interlocal agreement allows for HCFCD to:
• install six (6) new gage stations, provide preventative maintenance labor to the new stations on a bi-annual schedule and provide the city with a written report of the work performed.
• add the new stations to their publicly available FWS website.
• review data to verify timely and accurate data flow and determine any potential sensor concerns, troubleshoot and provide repair as needed between the preventative maintenance schedule within 48-hours of an issue being found.
• maintain an accurate survey of the site elevations using established benchmark elevations.
And, for the City to commit to:
• pay HCFCD a total of $18,300 for the installation of the six (6) gages.
• pay HCFCD an annual maintenance fee of $700 per gage ($4,200 total).
• maintain an inventory of replacement parts and be able to provide HCFCD access to the parts within a 48-hour notice. The initial cost of the needed replacement part inventory is approximately $21,300.
The equipment needed is required by HCFCD to ensure they will have uniform equipment so that installation practices, maintenance, and troubleshooting methods are all consistent. City Staff initially discussed purchasing the needed equipment through the City’s normal procurement process. Unfortunately, the equipment needed is sole sourced from the manufacturers. City Staff then began discussions with HCFCD to see if the interlocal agreement could be amended to allow for the City to purchase the needed equipment directly from HCFCD. Because of work interruptions related to COVID, these discussions went on for several months in trying to work out a solution. Unfortunately, HCFCD notified Staff that revising the interlocal agreement to include the equipment was not something that they would consider. Their reasoning on this was that if CoLC was allowed, it would open the door for other partnering communities to do the same thing, putting a lot of additional work on HCFCD staff to ensure the materials orders were properly accounted.
Due to the standardization of the needed flood gage equipment, City Staff contacted the HCFCD vendors for quotes to purchase the equipment for the 6 flood gage stations and the needed spare parts. This totaled 65 items from 6 different vendors. The total cost for the equipment, installation, and maintenance cost for the 6 proposed flood gage stations and the required spare parts will be approximately $98,762.
Staff recommends the purchase of the equipment as sole source, in the total amount of $54,961.71.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Exhibit 1 - Total Cost of Required Equipment (Matrix)
4. Exhibit 2 - Vendor Quotes
5. Exhibit 3 - League City -FWS Benchmarks
6. Exhibit 4 - Fully Executed Interlocal Agreement with HCFCD
7. Map of Gage Station Locations
FUNDING
{X} Funds are available in 2019 GO Bond Prop A Drainage Issue with $54,961.71 expense charged to project expense string DR2007-FFE-MNREQUIP-2019 GO PROPA (52502800-51300)
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #3, Action Item C