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Home My WebLink About2025 08 25 Consent 300 - Hydromax USA Fire Hydrant Inspections and Testing Services ContractCONSENT AGENDA ITEM 300 CITY COMMISSION AGENDA | AUGUST 25, 2025 REGULAR MEETING TITLE Hydromax USA Fire Hydrant Inspections and Testing Services Contract SUMMARY Hydrant maintenance is essential to public safety, property protection, and optimized water quality (related to flushing). In accordance with Seminole County Fire Department’s annual requirement, the City of Winter Springs will be completing fire hydrant inspections and testing every year through its vendor, Hydromax USA (Hydromax). Hydromax will provide services for all Winter Springs fire hydrants to be located, inspected, exercised, lubricated, documented, and painted annually. A number of hydrants will also be flow tested (compliant with AWWA M-17 standards). Hydrant inspections and testing duration is estimated at 2-4 months and based on the quantity for 2025 will cost $63,800 plus contingency of $1,200 for any unforeseen repairs, bringing the total requested to $65,000. The City is Piggybacking on a recent bid from Seminole County IFB-504913-24/LAS. If approved, the City will prepare the necessary contract documents including a piggyback rider agreement. FUNDING SOURCE This testing is budgeted in the Water & Sewer Fund in Repairs & Maintenance Infra Water System. RECOMMENDATION Staff requests the City Commission approve a contract for Hydromax USA to provide valve and fire hydrant inspection and maintenance services on an annual basis in the amount of approximately $65,000.00. Additionally, staff recommends authorizing the City Manager and City Attorney to prepare and execute any all documents needed for this contract. 5 Line Item Description Unit of Measure Est. Annual Usage Unit Cost Total 1 Fire Hydrant Testing and Maintenance (Single; No Paint)EA 1170 $50.00 $58,500.00 2 Fire Hydrant Testing and Maintenance (Single; w/ One- Color Paint) EA $58.00 $0.00 3 Fire Hydrant Testing and Maintenance (Single; w/ Two- Color NFPA Paint) EA 40 $65.00 $2,600.00 4 Fire Hydrant Testing and Maintenance (Two-Hydrant; No Paint) EA $105.00 $0.00 5 Fire Hydrant Testing and Maintenance (Two-Hydrant; One- Color Paint) EA $115.00 $0.00 6 Fire Hydrant Testing and Maintenance (Two-Hydrant; w/ Two-Color NFPA Paint) EA 20 $135.00 $2,700.00 7 Fire Hydrant Testing and Maintenance (High Pressure; No Paint) EA $45.00 $0.00 8 Fire Hydrant Testing and Maintenance (High Pressure; One- Color Paint) EA $52.00 $0.00 9 Hydrant Maintenance (includes sand blast and paint)EA $250.00 $0.00 10 Furnish and attach Hydrant I.D. tag (with required information)EA $15.00 $0.00 11 Furnish and install reflective road marker EA $15.00 $0.00 12 Extended Flush Time (15 minute Unit)EA $33.75 $0.00 13 Bonnet and/or break away flange bolt replacement EA $95.00 $0.00 Fire Hydrant Services Valve Services City of Winter Springs Quote 6 Line Item Description Unit of Measure Est. Annual Usage Unit Cost Total 1 Valve Assessment, 4 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 4 Inch or smaller Diameter Valve EA $48.00 $0.00 2 Valve Assessment, 6 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 6 Inch or smaller Diameter Valve EA $50.00 $0.00 3 Valve Assessment, 8 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 8 Inch or smaller Diameter Valve EA $52.00 $0.00 4 Valve Assessment, 10 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 10 Inch or smaller Diameter Valve EA $54.00 $0.00 5 Valve Assessment, 12 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 12 Inch or smaller Diameter Valve EA $56.00 $0.00 6 Valve Assessment, 14 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 14 Inch or smaller Diameter Valve EA $60.00 $0.00 7 Valve Assessment, 16 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 16 Inch or smaller Diameter Valve EA $75.00 $0.00 8 Valve Assessment, 18 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 18 Inch or smaller Diameter Valve EA $85.00 $0.00 9 Valve Assessment, 20 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 20 Inch or smaller Diameter Valve EA $95.00 $0.00 10 Valve Assessment, 24 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 24 Inch or smaller Diameter Valve EA $105.00 $0.00 7 Line Item Description Unit of Measure Est. Annual Usage Unit Cost Total 11 Valve Assessment, 30 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 30 Inch or smaller Diameter Valve EA $125.00 $0.00 12 Valve Assessment, 36 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 36 Inch or smaller Diameter Valve EA $135.00 $0.00 13 Valve Assessment, 42 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 42 Inch or smaller Diameter Valve EA $145.00 $0.00 14 Valve Assessment, 48 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 48 Inch or smaller Diameter Valve EA $165.00 $0.00 15 Valve Assessment, 54 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 54 Inch or smaller Diameter Valve EA $185.00 $0.00 16 Valve Assessment, 60 Inch or smaller Diameter Valve - AWWA M44 Valve Assessment, 60 Inch or smaller Diameter Valve EA $225.00 $0.00 17 Valve Cannot Be Located (CNL) - AWWA M44 Valve Assessment, Valve Cannot Be Located (CNL) EA $50.00 $0.00 18 Valve Cannot Be Accessed (CNA) - AWWA M44 Valve Assessment, Valve Cannot Be Accessed (CNA) EA $40.00 $0.00 19 Valve Located and Accessed, Not Operated (CNO) - AWWA M44 Valve Assessment, Valve Located and Accessed, Not Operated (CNO) EA $40.00 $0.00 20 Valve maintenance (includes sub- meter GPS location) (outside standard procedures - outlined by SCUD) EA $55.00 $0.00 8 Line Item Description Unit of Measure Est. Annual Usage Unit Cost Total 21 Valve maintenance (includes sub- foot GPS location) (outside standard procedures - outlined by SCUD) EA $55.00 $0.00 22 Valve maintenance (without GPS location) (outside standard procedures - outlined by SCUD) EA $55.00 $0.00 23 Raise valve box to grade < 12" depth (excluding concrete areas and vehicular arteries EA $150.00 $0.00 24 Raise valve box to grade < 12" depth in concrete areas and vehicular arteries EA $450.00 $0.00 25 Raise valve box to grade (or replace valve box) > 12" depth but < 42" depth in concrete areas and vehicular arteries EA $500.00 $0.00 26 Raise valve box to grade (or replace valve box) > 12" depth but < 48" depth in concrete areas and vehicular arteries EA $500.00 $0.00 27 Realign valve box to grade in dirt, grass, sand or gravel (0' to 4' deep)EA $150.00 $0.00 *28 Realign valve box to grade in dirt, grass, sand or gravel (4' to 10' deep) Hourly (2,3) $512.50 $0.00 *29 Realign valve box to grade in dirt, grass, sand or gravel (> 10' deep)Hourly(2,3) $575.00 $0.00 30 Realign valve box to grade in pavement (0' to 4" deep) includes permanent asphalt patch or replacement of entire "joint" if realignment is within a sidewalk EA $485.00 $0.00 9 Line Item Description Unit of Measure Est. Annual Usage Unit Cost Total *31 Realign valve box to grade in pavement (>4' to 10') includes permanent asphalt patch or replacement of entire "joint" if realignment is within a sidewalk Hourly(1,2,3) $512.50 $0.00 *32 Realign valve box to grade in pavement (>10' deep ) includes permanent asphalt patch or replacement of entire "joint" if realignment is within a sidewalk Hourly(1,2,3) $575.00 $0.00 *33 Raise valve box to grade in dirt, grass, sand or gravel ( > 4' to 10' deep) Hourly(2,3) $225.00 $0.00 *34 Raise valve box to grade in dirt, grass, sand or gravel ( > 10' deep)Hourly(2,3) $225.00 $0.00 *35 Raise valve box to grade in pavement (>4' to 10') includes permanent asphalt patch or replacement of entire "joint" if realignment is within a sidewalk Hourly(1,2,3) $512.50 $0.00 *36 Raise valve box to grade in pavement (>10' deep ) includes permanent asphalt patch or replacement of entire "joint" if realignment is within a sidewalk Hourly(1,2,3) $575.00 $0.00 37 Clean out/vacuum valve box (pricing based on cleaning all of the County's valve boxes in lieu of assessment) EA $45.00 $0.00 38 Clean out valve box, where standard vacuum is not successful by digging, loosening and removing impacted debris and fill in around valve box (2 MEN AND EQUIPMENT) EA $225.00 $0.00 *39 Exploratory excavation: Where no other accurate or cost effective means is available to discover, diagnose and recommend remediation, contractor will dig to uncover and identify cost effective options. This includes: EA $1.00 $0.00 *40 Exploratory investigation 0' to 4' deep Hourly (1,2,3) $450.00 $0.00 *41 Exploratory investigation > 4' to 10' deep Hourly (1,2,3) $487.50 $0.00 *42 Exploratory investigation > 10' deep.Hourly (1,2,3) $525.00 $0.00 10 Line Item Description Unit of Measure Est. Annual Usage Unit Cost Total 43 Test-Cut / Shut Down Service and Mapping Valve Tech & Mapping Services in Support of Pipeline Repair (1-Person Crew; 8-Hour Minimum) Hourly (1,2,3) $135.00 $0.00 1 Contractor will review the UDF sequences developed by Seminole County Environmental Services and identify the locations and quantities of valves to be opened and closed for each sequence. Contractor will charge the price agreed upon for Item B3, "valve maintenance (without GPS location) for the opening and closing of valves for each sequence. Hourly $135.00 $0.00 2 Contractor will at identifed locations flow hydrants for each sequence at flush times as defined by the UDF Engineer to generate the desired flow rate and water exchange. Contractor will use hourly rate of Maintenance flushing (C4) This hourly rate only applies to the time spent by the technician to open, flush and close each hydrant. Hourly $135.00 $0.00 3 Contractor will at identifed locations flow hydrants for each sequence at flush times as defined by the UDF Engineer to generate the desired flow rate and water exchange. Contractor will use hourly rate of Maintenance flushing (C4) This hourly rate only applies to the time spent by the technician to open, flush and close each hydrant. Hourly $135.00 $0.00 4 Maintenance Flushing Services performed at an hourly rate.Hourly $135.00 $0.00 $63,800.00 Items with * are considered construction items Flushing Services TOTAL ALL ITEMS 11 understand the present | protect the future HydromaxUSA.com 1 City of Winter Springs _______________________________________ Valve & Fire Hydrant Maintenance Services Piggyback of Seminole County Contract Fire Hydrants - Valves Maintenance, Repair, and Flushing Submitted by: Hydromax USA 3700 River Walk Drive, Suite 145 Flower Mound, TX 75028 12 understand the present | protect the future HydromaxUSA.com 2 April 30, 2025 Clete Saunier City of Winter Springs 400 Old Sanford Oviedo Rd Winter Springs, FL 32708 RE: Valve & Fire Hydrant Maintenance Services Dear Clete, On behalf of Hydromax USA, I am pleased to submit this proposal for valve and fire hydrant maintenance services using Seminole County’s Contract for Fire Hydrants, Valves Maintenance, Repair, and Flushing ( IFB-604913-24/LAS). Given the excellent qualifications of our team and personnel, extensive experience and expertise with similar maintenance and repair services programs, and strong Florida presence, Hydromax USA is uniquely qualified and well-positioned to help The City of Winter Springs develop and implement this program. Established in 2003, Hydromax USA’s team of world-class professionals and innovative solutions enable water and wastewater utilities to accelerate operational excellence, promote the continuity of critical infrastructure, protect the communities they serve, and invest funding where it matters most. HUSA has additional capabilities in the areas of non- intrusive/non-destructive pipeline condition assessment, leak detection, sanitary sewer evaluation surveys and multi- sensor inspections to give Winter Springs a full and accurate picture of its buried infrastructure. Simply put, we help communities thrive! Our crews have assessed more than 1.4 million valves, tested, and maintained over 500,000 fire hydrants, and collected 95 million data points working for water and wastewater utility clients like Houston, JEA, Metro Water Nashville, and Orange County Utilities. Based upon a robust record of performance, our clients recognize that Hydromax USA brings an exceptional ability to meet their needs for advanced data collection and they select us again and again. As an ESRI Silver Partner, we have 70+ full-time GIS professionals in our data center that specialize in client information management, condition assessment program analytics, and customer reporting. Our proven processes and best practices in the areas of progress reporting, risk management and quality assurance help us to plan for and deliver projects on time and within budget. Should you have any questions regarding the enclosed submittal, please do not hesitate to contact me directly at (727) 463- 9191 or shannon.gooch@hydromaxusa.com. Thank you again for your time and consideration. Respectfully, Shannon Gooch Shannon Gooch Business Development Manager 13 understand the present | protect the future HydromaxUSA.com 3 COMPANY OVERVIEW Established in 2003, Hydromax USA has achieved an outstanding 20-year record of supporting water and wastewater utility clients throughout the United States. Our crews have substantial expertise with similar programs, having assessed more than 1.4 million valves, tested, and maintained over 500,000 fire hydrants, and collected over 95 million data points. As a national professional services firm with more than 600 employees, Hydromax USA has the necessary expertise and manpower to successfully execute this program and we are well-positioned to provide additional capabilities and solutions. FIRM PRINCIPALS Hydromax USA is owned by Industrial Group Partners, a San Francisco-based leading private investment partnership with substantial financial resources. Corporate Headquarters: 3700 River Walk Drive, Suite 145, Flower Mound, Texas 75028 Florida Area Operations Center 2007 Wood Court, Suite 3, Plant City, Florida 33563 Corporate Officers: Chris Jensen, CEO Michael Farmer, Vice President of Finance Phone: (863) 398-9202 Email: Andrew.Apgar@HydromaxUSA.com FIRM CAPABILITIES Hydromax USA provides a comprehensive suite of field assessment services supported by state-of-the art technologies, industry-leading equipment, innovative techniques, and a team of dedicated and passionate professionals. We transform infrastructure data into actionable business intelligence, enabling utilities to make informed decisions regarding the renewal of their buried infrastructure and investment of critical resources. 14 understand the present | protect the future HydromaxUSA.com 4 Water Field Services • Valve assessment • Fire hydrant testing & maintenance • Fire hydrant painting • Asset mapping • Unidirectional flushing • Minor repairs • Leak detection • Pipeline condition assessment Wastewater Field Services • CCTV Inspections • Sonar, Laser/LiDAR • Pipeline cleaning • Manhole inspections • Flow Monitoring • Smoke Testing • Gas pocket detection • Pipeline condition assessment WEB-BASED PROJECT MANAGEMENT DASHBOARD Hydromax USA will provide a web-based application capable of providing the Utility with the following real-time program metrics and information. Our dashboard is a comprehensive, web-hosted platform designed to provide real-time updates and actionable insights from field assessments of valves and fire hydrants. This platform will integrate the Utility’s initial asset data with data collected during the assessment program, enabling seamless visualization and interaction with specific assets through various dashboard elements. The data platform will provide field technicians with a QC embedded data collection interface to ensure quality of the data and will provide the Utility with understandable metrics and project health statistics, supporting informed decision-making and proactive management. Web-Based Program Dashboard Key Dashboard Features: • Progress Tracking: Detailed summary of expected appurtenances throughout the program, as well as actual inspections performed. • Aggregated Operational Data: Compilation and display of information regarding the operating condition and other relevant operational data of assets assessed by the service provider. • Interactive Asset View: Capability to view the location and attributes of individual assets or groups of assets interactively. • Year-over-Year Assessment Comparison: Tools to compare assessment data year-over-year to track changes in the system over time. 15 understand the present | protect the future HydromaxUSA.com 5 • Spatial Work Assignment: Ability for Utility to assign work through a spatial selection process within the application. • Multimedia Content Delivery: Feature-driven multimedia content delivery for appurtenance information, enhancing the visualization and understanding of asset data. • Export Capabilities: Functionality to export asset information on demand for external use and reporting. • Digital Pairing Display for Hydrant Testing: For two-hydrant M-17 fire hydrant testing and maintenance, the dashboard will display planned digital pairings of hydrants before field work execution. Key Features for Valves: • Tachometer: Displays the number of valves assessed to date against the total assigned to the project, providing a clear overview of progress. • Pie Chart: Reflects the percentage of system assets by accessibility and types of asset operability. • Bar Chart: Shows the number of assets assessed by valve size, offering detailed insights into system assessments completed. • Operability Issues: Details the total and specific types of operability issues encountered, such as frozen valves, damaged operating nuts, and spin-free valves that require replacement due to internal damage. • Accessibility Issues: Lists assets that cannot be accessed due to various reasons, such as the need for valve raising, valve box realignment, or being paved over. • Torque Measurements: Provides a histogram of initial and ending torque measurements for assessed valves, demonstrating improved operability resulting from our program. • Closed Valves: Indicates valves found closed in the system and whether they were reopened or left closed, which can impact water distribution efficiency and water quality. Key Features for Fire Hydrants: • Tachometer: Represents the number of hydrants assessed to date. • Pie Chart: Displays the operability status of hydrants. • Out of Service Hydrants: Provides specific information on hydrants that are out of service and the required repairs, which is crucial for ensuring availability for firefighters. • System Pressures and GPM: Includes a histogram of system pressures and GPM from flowed hydrants. • Accessibility Issues: Identifies hydrants that were inaccessible, could not be located, or need raising for proper operation. • Low Flow Hydrants: Highlights hydrants with flow below 20 psi, indicating potential closed valves in the system and increased water contamination risk. 16 understand the present | protect the future HydromaxUSA.com 6 DATA MANAGEMENT The critical aspects to this project are the field collection, management, and sharing of asset data between the field crews and the Hydromax USA GIS team and the replication of collected data between Hydromax USA and the Utility. To ensure smooth, low impact, data deliverables Hydromax USA will hold GIS data alignment meeting to obtain and review the current water database structure, also known as the “data-model.” This review will focus on Hydromax USA’s internal data workflow processes and identifying possible data-model revision recommendations for Utility to consider prior to the beginning of field operations. Hydromax USA is flexible regarding project data deliverables and will work with Utility to determine the most efficient delivery format. We provide a Personal Geodatabase deliverable that can be reviewed in ArcMap prior to migrating this data into Utility’s enterprise GIS. Manual or Model-builder geoprocessing tools can then be employed to append deliverable data in Utility’s enterprise GIS. Data Deliverable Quality Assurance & Quality Control Hydromax USA’s Quality Assurance Program is a formal methodology designed to assess and continually monitor the quality of services provided to ensure the services are within specifications of the contract scope. Our quality assurance includes formal review of processed and data, problem identification, corrective actions to remedy any deficiencies and evaluation of actions taken. Quality Control involves defining the standard means and methods that data will be captured and then reviewed for accuracy. This includes automated tests for adherence to domain values, maintaining integrity of database schemas, and validating data based on best practices established by Hydromax for field inspections of water features. Hydromax will perform these tests as a combination of programmatic geoprocessing tools and manual review prior to submission to the Utility. Data delivered from the field is processed through Hydromax USA’s standardized QA/QC scripts to evaluate data against established HUSA program queries for valve and fire hydrant data discrepancies. All data that is identified as exception data is reviewed by the program Operations Manager and reported to the Data Auditor prior to being released to the field for correction. • Hydromax USA will perform this QA/QC analysis on all data recorded before the data is submitted to the client. • Hydromax USA will also review, prior to each submission, the accuracy of the billing, contractual compliance, and internal procedural compliance. • All non-conforming audit findings will be documented with Corrective Action Requests as appropriate. 17 understand the present | protect the future HydromaxUSA.com 7 REFERENCES Hydromax USA has completed the following reference projects: Orange County Utilities, Orlando, Florida Contact: Dustin Putney-Hoke, 407.836.6822, dustin.putney@ocfl.net Contract Dates: 2022 - Ongoing Scope of Work: Condition assessment, maintenance, UDF, and GIS integration for 60,000 water system valves and 13,000 fire hydrants. Seminole County, Sanford, Florida Contact: Chris Graybosch, 386-307-2560, cgraybosch@seminolecountyfl.gov Contract Dates: 2011 – 2015; 2020 – 2024; 2025 - Ongoing Scope of Work: Testing and maintenance, and GIS integration for 6,000 fire hydrants. Condition assessment, maintenance, and GIS integration for 13,000 water system valves. City of Daytona Beach, Daytona Beach, Florida Contact: Jeff Lane, 386.671.8513, lanejeff@codb.us Contract Dates: 2020 - Ongoing Scope of Work: Testing and maintenance, and GIS integration for 2,450 fire hydrants. Condition assessment, maintenance, and GIS integration for 6,500 water system valves. Pasco County, Land O’Lakes, Florida Contact: Anna Fracassi, 813.929.2755 x6969, afracassi@pascocountyfl.net Contract Dates: 2017 – 2022 Scope of Work: M17 (2-hydrant) testing and maintenance, and GIS integration for 9,000 fire hydrants. City of Houston, Texas Contact: Michael Johnson, 832.395.4623, michael.johnson3@houstontx.gov Contract Dates: 2019 - ongoing Scope of Work: Condition assessment, maintenance, and GIS integration for 80,000 water system valves. Additionally supported the City with up to 39 crews during emergency operations for 18 months. Metro Water Services, Nashville, Tennessee Contact: Felix Hernandez, 615.862.4877, felix.hernandez@nashville.gov Contract Dates: 2011-2015; 2015-2020; 2020 - ongoing Scope of Work: Condition assessment, maintenance, flushing, and GIS integration for 60,000 water system valves. 18 understand the present | protect the future HydromaxUSA.com 8 PROGRAM PRICING Hydromax USA proposes to perform all work in accordance with Seminole County’s Contract for Fire Hydrants, Valves Maintenance, Repair, and Flushing (IFB-604913-24/LAS), following the Terms and Conditions prescribed therein. It is understood that all quantities are approximate totals and non-binding. Hydromax USA _____ will agree / __X__ will not agree to offer the construction items denoted with an asterisk in Addendum A in this piggyback proposal due to the service area of the construction contractor we are partnered with for Seminole County for these valve and hydrant replacement activities. 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63