Water Loading Station Card System Procurement-Supply & Install - Formal Bid No. 1813 - Award
The City of Gallup (City) opened bids for the installation of a bulk water fill
station purchasing and accounting system for its Bataan Water Loading Station located at 412
Bataan Veterans’ Road on May 24, 2018.
The City’s bulk water fill station is a site where commercial business,
agricultural operations and the general public can purchase large volumes of water at an
accessible location. The City operates one bulk water fill station, with two delivery systems at
the station, and allows for 24-hour daily access to bulk water. Customers can fill smaller tanks up
to and including large commercial tanker trucks.
The City bulk water loading station has two
points of sale on the west and east sides of the building. Each point of sale will house a
The new dispensing system will implement a pre-paid PIN system in addition to a coin/bill operated dispensing system. The purchasing/dispensing system will include online purchases via Visa/MasterCard in addition to the pre-paid PIN as well as a coin/bill integrated system. The selected system
will be able to provide audit trails on all transactions, and address an outstanding audit finding.
The lowest, technically responsive bidder was ElechMech, Inc., of Aurora, IL. They submitted a bid of $34,000 per station, including shipping and installation. Although this company is not a local vendor, they have made arrangements with a local electrical contractor to support them in the installation of the equipment.
Due to a malfunctioning valve on the East Side of the Loading Station, the Water Dept intended to purchase only one unit this FY to meet audit requirements and purchase/install the second unit in July 2018. As the purchase and installation for one unit was under the $50,000 limit requiring Council consideration and approval, the purchase and installation of one unit was planned this FY.
However, Water Dept Staff have fixed the issue with the East Side valve and would like to move forward with the purchase and installation of both units this FY, for a total of $68,000. As the cost for both units would push the procurement value above $50,000, Staff is now coming to the Council for consideration, and hopefully approval to purchase/install both units.
At a minimum, one unit will be completely installed and operational by June 26, 2018. If Council approves this item, the second unit will be installed and operational by June 28, 2018.
Funds for the purchase and installation of both units are available in account 506-6063-444.48.20.
- Fiscal Impact:
- $68,000 expenditure from account no. xxx will cover the purchase and installation. A 10% contingency of $6,800 would bring total authorized expenditure to $74,800; however contingency will very likely not be used.
- Staff recommends approval of Bid Award No. 1813 to ElecMech, Inc., up to $74,800.
- Speaker's Name
- Dennis Romero