HomeMy WebLinkAbout04-09-18 City Commission Packet Materials - C7. PSA with Summit Utility Services for Locating Services
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission FROM: John Alston, Water Sewer Operations Superintendent
Craig Woolard, Director of Public Works
SUBJECT: Authorize the City Manager to sign the Professional Services Agreement with Summit Utility Services for Locating Services.
MEETING DATE: April 9, 2018
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign the Professional Services
Agreement with Summit Utility Services.
BACKGROUND: State Law requires all utility owners to locate and mark underground
infrastructure within two business days of a locate request. The City of Bozeman Water
Department and Streets/Signs and Signals Departments currently locate all water, sewer,
stormwater, signals, lights and wellheads within the City. Locate requests require significant staff resources. Routine and preventative maintenance tasks throughout the City have been
deferred because of the high volume, variable nature, and statutory deadlines of locate requests.
Late last year, Public Works staff investigated the potential for contracting locate services. Other
utilities that utilize contracted locate services were consulted to determine best practices. And the capacity of the contracting community was evaluated. In February, Public Works prepared a
request for proposals for all locate services. Two responsive proposals were received.
Summit Utility Services submitted the low bid for unit costs for utility locates. Summit has been
in business 7 years and is currently locating for Centurylink in Montana, North Dakota, and Idaho. The City will be charged a unit price for each locate requests. Costs vary on the type of
locate. Based on the projected volume of locate requests, the estimated yearly costs will be
$157,761 for Water/Sewer, $11,680 for Storm water, and $17,000 for Streets/Signs and Signals.
Public Works has held two positions vacant in anticipation of contracting out locate services.
Those vacancy savings will be used to cover contract costs in the current fiscal year. Contract costs have been included in the next fiscal year budget.
UNRESOLVED ISSUES: None
ALTERNATIVES: Reject contract and continue to use City staff for locates.
FISCAL EFFECTS: Current fiscal year expenses for this contract are within the allocated
budget. Anticipated expenses for FY19 have been included in the Public Works Divisions
budgets.
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Attachments: Professional Services Agreement
Exhibit A: Summit Utility Services, LLC RFP Submittal
Report compiled on: 3/29/2018
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