HomeMy WebLinkAboutStaff Report 3.A 12/15/2014Agenda Item #3.A
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DATE: December 15, 2014
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan StWddtirl4ASCE—Director, Public Works & Utilities
Leonard Olive—Operations Manager, Public Works & Utilities
SUBJECT: Resolution Approving the Purchase of Badger Water Meters and Registers for the
Automatic Meter Read Replacement Project
It is recommended that the City Council adopt the attached Resolution Approving the Purchase
of Badger Water Meters and Registers for the Automatic Meter Read Replacement Project.
The current General Plan identifies the need to convert to an Automatic Meter Read System
(AMR) to maintain a high level of customer service and satisfaction (goal 8-G-2 Water Supply
and Demand / policy 8-P-8.13). Toward that end, the City is implementing a phased project to
convert to AMR. The City Council most recently approved similar purchases for earlier phases
of the conversion program on March 5, 2012 and September 10, 2012. The current budget
includes CIP funding for the AMR, as project C67500903. This purchase represents the final
phase of the program to convert all residential and small commercial meters to the AMR system.
Staff is bidding the installation contract is being bid separately and will be brought to Council at
a later date.
The City converted from bi-monthly billing to monthly billing in January of 2012. AMR meters
were identified as the lowest cost alternative to allow for monthly reads. The AMR system
significantly reduces the labor necessary to obtain monthly meter reads.
The proposed action supports a multiple year program to replace existing manual read water
meters with automatically read meters. There are approximately 19,700 meters in the system and
of that inventory 17,090 have already been converted to Badger AMR. This proposed purchase is
for 571 meters and 982 registers. AMR meters have greatly enhanced read accuracy and speed,
as well as provide additional water conservation benefits such as water use profiling and leak
detection. The department has been using Badger Meters since the late 1980s and began
installing AMR meters in 2001. These meters have proven to be very reliable.
The attached Resolution authorizes purchase of the meters and registers for the final phase of the
AMR retrofit program. In cases where an existing meter is outside its useful life, the entire meter
will be replaced. If the meter is still within its serviceable life of approximately 20 years, only
the register portion of the meter is replaced. The register is the part of the meter that contains the
AMR unit that sends the signal with the meter read to the radio receiver in the AMR truck during
the monthly drive-by meter reading step.
The installation of the AMR meters will be done with a combination of contract and City forces
to achieve economies of scale. City staff expects to complete the AMR conversion project by
August 2015.
California Public Contract Code Section 3400(b)(2) allows the City to specify a product
purchase by brand name if that brand is required in order to match other products in use on a
particular public improvement either completed or in the process of completion. The City has
standardized its use of the Badger meters for the City water meter replacement program by
Resolutions 88-394 and 89-318 N.C.S., and Badger meters are in use as part of the City's water
system. This standardization allows the City to maintain a smaller parts inventory, reduce
training needs, improve consistency of operations and maintenance and permits equipment
interchangeability. In addition, Petaluma Municipal Code Section 4.04.050 provides an
exemption from the City's competitive bidding requirements when the commodity can be
obtained from only one vendor. Badger is the manufacturer and supplier of this meter, and there
are no other regional suppliers of these products.
FINANCIAL IMPACTS
The cost of the meters and registers is $267,295.28. Water Operating Funds are allocated for this
purchase in the Water Utility CIP, Project C67500903, including a project budget amount of
$800,000.
ATTACHMENTS
1. Resolution
2. Sole Source Justification Packet
Attachment 1
RESOLUTION APPROVING THE PURCHASE OF
BADGER WATER METERS AND REGISTERS
FOR THE AUTOMATIC METER READ REPLACEMENT PROJECT
WHEREAS, Resolution No.2008-085 NCS accepted the General Plan 3025 as the governing
policy document; and
WHEREAS, the City of Petaluma intends to convert existing manual read meters to automatic
read meters as identified by General Plan Goal 8-G-2 and Program 8-P-8.13; and
WHEREAS, the funds for the conversion are allocated in the FY14/15 CIP budget, project
C67500903;and
WHEREAS, through Resolutions 88-394 and 89-318 N.C.S., the City standardized the
equipment used as water meters tlnuoughout the City equipment to maximize flexibility,
convenience, and cost in training, spare parts, operation and maintenance; and
WHEREAS, Badger Meter Inc. is the sole supplier in the region of the City's standard water
meter equipment; and
WHEREAS, the City proposes to purchase the City's standard water meter equipment from,
Badger Meter Inc.; and.
WHEREAS, the City has met the requirements to sole source the equipment pursuant to the
Public Contract Code section 3400(c) and City Municipal Code section 4.04.050,standardizing
on this type of meter.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma
hereby authorizes the purchase of Badger Water Meters and Registers for the Automatic Meter
Read Replacement Project from Badger Meter Inc., in the amount of $267,295.28.
Attachment 2
CITY OF PETALUMA, CALIFORNIA
PROCUREMENT
SOLE SOURCE JUSTIFICATION
DATE:
12/4/2014
DEPARTMENT
Public Works and Utilities
CONTACT
Brian Heloltand
TELEPHONE:
916-521-0390
VENDOR: Badger Meter _ TELEPHONE: 800-876-3837
JUSTIFICATION
(Initial all entries that apply)
L Amount of purchase does not exceed current dollar amount required for formal bidding.
X 2 Vendor is the original equipment manufacturer, there are no regional distributors.
X 3 The parts/equipment are not interchangeable with similar parts of another manufacturer.
X 4 This is the only equipment that meets the specialized needs of the department and
performs the intended function.
Detailed justification is available which establishes beyond doubt that the Vendor in the
only source practicably available to provide the items or service required.
I recommend that competitive procurement be waived, and that the equipment and/or
supplies on the a ached Procurement Request be purchased as a Sole �Soujrcee.
Signed: % Date: f
Requestor
Approvals:
!y
Purchasing Offices Date: '
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