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Home My WebLink AboutBackflow Solutions - Cross-Connection Control Management Program Services Contract Extension (RFP #19-61)Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Darrell King, Water Production Bureau Chief CC: Edgar Cano, Public Works Agency Director Subject: Approval of a One-Year Extension to the Contract with Backflow Solutions Incorporated for Cross-Connection Control Management Program Services (RFP 19-61) Date: January 22, 2024 Recommended Action: Staff recommends the City Council authorize the City Manager to execute a one-year extension to the contract with Backflow Solutions Incorporated (12609 South Laramie Ave, Alsip, Illinois 60803) for the period of February 28, 2024, to February 28, 2025, to provide Cross-Connection Control Management Program services in the not-to-exceed amount of $47,700.00. Funding Source: Funding is provided by the Water Fund, Water Other Operations Business Unit (Account 510.40.4225.62185), which has an approved FY 2024 budget of $100,000.00, all of which is remaining. CARP: Municipal Operations Council Action: For Action Summary: The Illinois Environmental Protection Agency requires the City of Evanston to maintain a database of potential cross-connections to the water distribution system. Cross-connections are locations where non-potable water can potentially cause backflow into the distribution system to create a local area of contamination. In most cases, the water distribution system is ultimately protected by installing a Reduced Pressure Zone (RPZ) device. Doc ID: e95407096e096a171c7e95707b2c66520feada2c The City of Evanston currently tracks 4,930 RPZ devices. Individual property owners are required to test and submit the certification of the test results to the City of Evanston on an annual basis. The City of Evanston also works with individual residential, commercial, and industrial property owners to inspect plumbing, locate RPZ devices, and confirm proper installation. This work (including both fieldwork and program administration) was being performed by one (1) plumbing inspector who works at the water utility. As a result of the volume of work that grew to exceed the capacity of one full-time employee, staff recommended hiring a company to manage the tracking of annual cross-connection control device certifications so the plumbing inspector could focus on inspections and enforcement. On January 13, 2020, the City Council approved a two-year contract with three optional one- year extensions for the Cross-Connection Control Management Program with Backflow Solutions, Inc. (BSI) at an annual cost of $47,700 per year. BSI has agreed to hold its annual cost of $47,700 for 2024. This extension is the third of three optional one-year extensions. The following table summarizes the program cost: Legislative History: On 1/13/20, the City Council awarded a two-year contract to Backflow Solutions, Inc. for cross-control management. On 1/24/22, the City Council awarded Backflow Solutions, Inc. the first one-year contract extension. On 1/23/23, the City Council awarded Backflow Solutions, Inc. the second one-year contract extension. Attachments: Evanston - BSI Renewal Letter for 2024 Page 2 of 3 Doc ID: e95407096e096a171c7e95707b2c66520feada2c January 9, 2024 Darrell King Bureau ChiefWater Productions City of Evanston 555 Lincoln St Evanston, IL 60201 RE: Renewal Agreement The City of Evanston and Backflow Solutions, Inc. (hereinafter “BSI”) mutually agree to an extension of the Agreement for Services between the City of Evanston and BSI (hereinafter “Agreement”) originally entered into on or about February 10, 2020. The term of this extension shall run from February 28, 2024 through February 28, 2025 and all terms and conditions and pricing contained in the Agreement of $47,700/per year shall remain unchanged and in full force and effect. IN WITNESS WHEROF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this First Extension in duplicate, each of which shall be deemed an original. BACKFLOW SOLUTIONS, INC., An Illinois corporation a body politic and corporate By: By: Name: Michelle Bever Name: Title: VP of Client Services Title: Address: Address: 12609 South Laramie Ave 555 Lincoln St Alsip, Illinois 60803 Evanston, IL 60201 Page 3 of 3 Doc ID: e95407096e096a171c7e95707b2c66520feada2c City ofEvanston= AGREEMENT The Parties to this Agreement are the City of Evanston and Vendor. This Agreement, consisting of the signature page and numbered sections listed below and any attachments referenced in this Agreement, constitutes the entire Agreement between the Parties concerning the subject matter of the Agreement, and supersedes all prior proposals, Agreements and understandings between the Parties concerning the subject matter of the Agreement. This Agreement can be signed in multiple counterparts and signature may be electronic or digital upon agreement of the Parties. 1.TERM AND TERMINATION 2.DESCRIPTION OF SUPPLIES AND SERVICES 3.PRICING 4.STANDARD BUSINESS TERMS AND CONDITIONS 5.STANDARD CERTIFICATIONS 6.DISCLOSURES AND CONFLICTS OF INTEREST 7.SUPPLEMENTAL PROVISIONS In consideration of the mutual covenants and agreements contained in this Agreement, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions set forth herein and have caused this Agreement to be executed by their duly authorized representatives on the dates shown below. VENDOR CITY OF EVANSTON (Vendor Name) ______________ _ (Procuring Department Name) Public Works Agency Signature _________________ _ Printed Name ________________ _ Title _____________ Date ____ _ Address _________________ _ Phone __________ Fax _______ _ E-mail __________________ _ CITY USE ONLY Official Signature ______________ _ Printed Name Luke Stowe Title City Manager Date ___ _ Designee Signat�� \�;;;��V-!':'.:: ::::;L;:;,-=2�:::::;;;::5;:::: __ _ Printed Name Darrell A. King Title Water Production Bureau Chief Address Evanston Water Utility, 555 Lincoln Street, Evanston, IL 60201 NOT PART OF CONTRACTUAL PROVISIONS PBC# p,o;ecl Tffle Contract# Procurement Method (IFB, RFP, Small, etc/: Rel# Publication Date: Award Code: Subcontractor utilization? r Yes rNo Subcontractor Disclosure? r Yes rNo Fundin" Source Ob/inafion# Approval: Signature Date/Printed Name Phone E-mail Revision 1012011 Page 1 Backflow Solutions, Inc Michelle Bever Vice President of Account Management 02/09/2024 12609 S Laramie Ave, Alsip, IL 60803 708-761-4525 mbever@backflow.com Approved as to form: Alexandra B. Ruggie Interim Corporation Counsel 02 / 12 / 2024 Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c X 12609 S Laramie Ave, Alsip IL 60803 100% Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c 6.0 DISCLOSURES AND CONFLICTS OF INTEREST Section 1: Conflict of Interest Prohibited Vendor shall not have any public or private interest and shall not acquire directly or indirectly any such interest which conflicts in any manner with its performance under this Agreement. Section 2: Debarment/Legal Proceeding Disclosure (A// Vendors must complete this section). Vendor must identify any of the following that occurred for it or any if its officers or directors within the previous 10 years: Debarment from contracting with any governmental entity Professional licensure discipline Bankruptcies Adverse civil judgments and administrative findings Criminal felony convictions Yes □ No □ Yes □ No □ Yes □ No □ Yes □ No □ Yes □ No □ If any of the above is checked yes, please identify with descriptive information the nature of the debarment and legal proceeding. The City reserves the right to request more information, should the information need further clarification. Page 10 X X X X X Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c TAXPAYER IDENTIFICATION NUMBER I certify that: 1.The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2.I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3.I am a U.S. person (including a U.S. resident alien). •ff you are an individual, enter your name and SSN as it appears on your Social Security Card.•ff you are a sole proprietor, enter the owner's name on the name fine followed by the name of the business and the owner's SSN or EIN. •ff you are a single-member LL C that is disregarded as an entity separate from its owner, enter the owner's name on the name fine and the dlbla on the business name fine and enter the owner's SSN or EIN. •ff the LLC is a corporation or partnership, enter the entity's business name and EIN and for corporations, attach IRS acceptance fetter (CP261 or CP277). •Foraff other entities, enter the name of the entity as used to apply for the entity's E/N and the EIN. Name:---------------------------------- Business Name: ______________________________ _ Taxpayer Identification Number: Social Security Number _____________________ _ or Employer Identification Number ___________________ _ Legal Status (check one): D Individual D Sole Proprietor D Partnership D Legal Services Corporation D Tax-exempt D Governmental D Nonresident alien D ECity or trust D Pharmacy (Non-Corp.) D Pharmacy/Funeral Home/Cemetery (Corp.) D Corporation providing or billing medical and/or health care services D Limited Liability Company (select applicable tax classification) D D = disregarded entity D Corporation NOT providing or billing medical and/or health care services Signature: ____________________ _ D C = corporation D P = partnership Date: _________ _ Page 12 x 37 1457245 Backflow Solutions, Inc X 2/09/2024 Doc ID: e95407096e096a171c7e95707b2c66520feada2c Doc ID: e95407096e096a171c7e95707b2c66520feada2c Contract Extension with Backflow Solutions- Cross-Connection... Approval of... Cross-.pdf and 1 other e95407096e096a171c7e95707b2c66520feada2c MM / DD / YYYY Signed 02 / 12 / 2024 10:03:33 UTC-6 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.76 02 / 12 / 2024 11:30:21 UTC-6 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 02 / 12 / 2024 11:30:31 UTC-6 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 02 / 12 / 2024 12:10:02 UTC-6 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 02 / 12 / 2024 12:10:31 UTC-6 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 The document has been completed.02 / 12 / 2024 12:10:31 UTC-6