Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with MARS Company of Ocala, Florida, for Water Meter Test Bench--
Summary
COUNCIL GOAL: Operational Excellence
(2A: Balance available resources to accommodate the growth and
maintenance needs of the city)
MEETING DATE: February 4, 2025
DEPARTMENT: Financial Services
Meter Services
Procurement Services
CONTACT: Mark Holloway, Chief Financial Officer
Loren Powell, Meter Services Manager
Kae Chin, Buyer II
RECOMMENDED CITY COUNCIL ACTION: Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes an award of contract and allows the City Manager to enter into a contract with MARS Company to provide a Water Meter Test Bench and five (5) year maintenance agreement and a separate five (5) year software agreement.
BACKGROUND INFORMATION:
• The City issued Request for Proposals, 25-18RFP to solicit proposals from respondents capable of providing a Water Meter Test Bench and to establish a five (5) year service agreement on the bench, as well as a five (5) year agreement for the annual software license for the system.
• The RFP was issued on November 17, 2024.
o Advertised in the McKinney Courier Gazette and Celina Record
o Posted on McKinney TV
o 625 matching Bonfire supplier notifications which included five (5) Historically Underutilized Business (HUB) suppliers
• In response to all notices published, one (1) proposal was received from MARS Company of Ocala, Florida.
• An evaluation committee comprised of members from Meter Services and Procurement Services reviewed and evaluated the response based on the following criteria outlined in the RFP:
o Meter Test Bench Capability and Functionality
o Preventative Maintenance Program
o Implementation Timeline and Ongoing Vendor Support
o Warranty
o Training Plan and Recertification
o Cost
• Based on the results of the evaluated proposal, the evaluation team has recommended the award of contract to MARS Company.
• A multi-year contract award will consist of the purchase of the Water Meter Test Bench for $400,518, a five (5) year M3 Enterprise Software Agreement for $160,145 ($32,029/annually), and a five (5) year Maintenance Agreement for $62,264 ($15,566/annually) for a total overall five (5) year contract award amount of $622,927.
FINANCIAL SUMMARY:
• The five (5) year contract award amount of $622,927 is budgeted in the Meter Services accounts. The funding for the Water Meter Test Bench and preventative maintenance service agreement is available in 003-8134-506-9201. Funding for the annual software license agreement is available in 003-8134-503-8140.
BOARD OR COMMISSION RECOMMENDATION: N/A