HomeMy WebLinkAbout8 Toilet Exchange Program Agenda Item # 8
Public Utility District
CONSENT
To: Board of Directors
From: Steven Poncelet
Date: October 20, 2010
Subject: Consideration of Awarding a Contract for the Water Efficient Toilet
Exchange Program
1. WHY THIS MATTER IS BEFORE THE BOARD
The item before the Board is a proposed contract award for the Water Efficient Toilet
Exchange Program that is greater than $15,000 and requires Board approval.
2. HISTORY
This District has been expanding our water conservation programs to coincide with the
Water Meter Project. One established area for water conservation is water efficient
toilets. The District launched the Water Efficient Toilet Rebate Program earlier in
2010. This rebate program provides a $100 rebate per toilet (up to three toilets per
household) for the replacement of older, inefficient toilets with 1.6 gallon per flush
(gpf) or less toilets. Since inception, this program has been very well subscribed by
our customers.
To compliment the Water Efficient Toilet Rebate Program, the District has been
investigating toilet exchange programs. The District has designed a toilet exchange
program that includes both a Saturday exchange at the District (up to 2 per year)
along with a continuous exchange throughout the year at the selected vendor's store-
front.
The District issued an Request for Proposal (RFP) for the Water Efficient Toilet
Exchange Program on September 24th and proposals were due on October 11th. The
RFP was advertised in the Sierra Sun and e-mailed to known vendors of toilets with
local store-fronts.
The RFP requested a per toilet cost to provide a minimum of two toilets for free
exchange (1.6 gpf or less units, white, oval and oblong bowls) at both the Saturday
exchanges and from their store-front. The per toilet cost also needed to include
proper disposal of the old toilets along with verifying customer eligibility and reporting
program results to the District. The scope of work included exchanging up to 200
toilets over a period starting November 1, 2010 and ending October 31 st, 2011.
Included in the scope of work was the ability to 'up sell' customers who visit the
vendors store-front to higher-cost 1.6 gpf or less toilets with the District providing $100
towards the exchange of each toilet.
3. NEW INFORMATION
The District received a total of two proposals from: Western Nevada Supply and
Ferguson Enterprise, Inc. A selection committee was created consisting of two
representatives from the Conservation Department, one from the Administrative
Department, and one from General Management. The proposals were scored based
on a criteria established in the RFP which was: Cost (35%), Technical Requirements
(15%), Management Expertise (15%), Warranty Period (15%), Strength of Vendor
(10%) and References (10%). The average score for Western Nevada Supply was 89
and for Ferguson Enterprise, Inc. was 66 (out of a maximum 100 points). All four
representatives of the selection committee ranked the Western Nevada Supply
proposal as the most advantageous to the District.
4. FISCAL IMPACT
The contract for the Water Efficient Toilet Exchange Program is for an amount not to
exceed $22,500 plus tax with a 10% change order authorization and an option to
extend for one-year based on mutual agreement. Sufficient funds exist within the
FY10 and FY11 Conservation Department budgets for this program.
5. RECOMMENDATION
Award a contract to Western Nevada Supply for the Water Efficient Toilet Exchange
Program for the exchange of up to 200 toilets for an amount not to exceed $22,500
with a 10% change order authorization for a total amount not to exceed $24,750 and
an option to extend for one year based on mutual agreement.
/tevenoncelet Michael ey
Public Information & Conservation Manager General Manager