HomeMy WebLinkAboutStaff Report 3.C 03/16/2015DATE: March 16, 2015
Agenda Item #.3.0
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. Jali�r, F ASSCE--Director, Public Works and Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Automatic Meter Read
Replacement Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Award of
Contract for the Automatic Meter Read Replacement Project.
BACKGROUND
The City converted from bi-monthly billing to monthly billing in January 2012. Automatic Meter
Read (AMR) meters were identified as the lowest cost alternative to allow for monthly reads.
The current General Plan identifies the need to convert from manual read meters to an AMR
system to maintain a high level of customer service and allow quicker response to excessive
water use or leaks on the customer's side of the meter. The AMR system significantly reduces
the labor necessary to obtain monthly meter reads because the monthly meter information is
collected via radio transmission from the AMR meter directly to the on -based computer in the
meter reading van. A meter reader is no longer required to visit each meter, open the meter box
and sight read the meter each month.
The City has been implementing a phased approach to convert to an AMR system. City Council
approved the purchase of the meters and registers for this phase of the project on December 15,
2014. The current budget includes funding for the AMR system through project C67500903.
This project is the final phase of the program to convert all residential and small coimnercial
meters to the AMR system.
The proposed action is to hire a contractor to install City -purchased AMR meters and registers to
support a multiple year program to replace existing manual read water meters. There are
approximately 19,700 meters in the system and of that inventory 17,090 have already been
converted to Badger AMR. The final phase of construction is for 895 meters and 1,266 registers.
AMR meters have greatly enhanced read accuracy and speed, and have provided 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 proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
Staff prepared the project design documents and issued a Notice Inviting Bids on December 1,
2014. A bid alternate was added into the bid schedule for GPS Coordinate Point Collection on
the meter locations for the upcoming asset management program. It is recommended based on
the unit pricing and the contractor's equipment that the bid alternate unit price be accepted and
incorporated into the contract documents. On January 28, 2015, five bids were received as
follows:
Name of Bidder
Base Bid Total
Bid Bid w/ Alternate
Pacific Meter Services, Inc.
$
71,593
$
82,398
Vulcan Construction
$
88,876
$
108,325
Pacific Underground Services
$
101,420
$
130,053
C. Hardy General Engineering
$
107,904
$
138,158
Coastside Concrete
S
118.265
$
172.290
Engineer's Estimate
S
86,000
$
95,000
The lowest responsible bidder, Pacific Meter Services, Inc., has performed similar projects for
the City of Petaluma, Mammoth Lakes Community Water District, and the City of Olympia,
WA. Staff verified that the Contractor possesses a valid Class A California Contractor's License,
license number 913205, which expires on April 30, 2016, which qualifies the Contractor to
perform the work. Construction is scheduled to begin in April 2015 and to be completed in June
2015. Construction contract management and inspection will be conducted by City staff.
FINANCIAL IMPACTS
The total project budget for the Automatic Meter Read Replacement Project, 067500903, is
$800,000. The budgeted amount was a carryover from prior years. The following is a breakdown
of the approved and Revised CIP budget:
(1) Included cost of meters and registers.
Approved
GIP Budget
Estimated Project
Cost
Construction Contract
S 760,000
$ 82,398
Meter and Register Purchase
S 0
$ 267,295
Salaries and Benefits
$ 5,000
S 25,000
CIP Overheads
$ 15,000
$ 15,000
Contingency
$ 10,000
$ 30,000
Remaining Budget
$ 380,307
TOTAL
S-8-0-0, 0-0 0
$ 800,000
(1) Included cost of meters and registers.
The project is funded through the water capital fund. The unused funds will be returned to the
Water Capital Fund for future projects.
ATTACHMENTS
1. Resolution
3. Location Map
3
Attachment I
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE
AUTOMATIC METER READ REPLACEMENT PROJECT
WHEREAS, City staff has prepared construction bid documents and advertised for construction
the Automatic Meter Read Replacement Project, Project Number 067500903, ("the Project");
and
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California
Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the
Project; and
WHEREAS, the Project was bid on December 1, 2014, and five bids were received and opened
on January 28, 2015 in accordance with applicable law; and
WHEREAS, the lowest responsible bid with the bid alternate for the Project was submitted by
Pacific Meter Services, Inc. from Sparks, NV for $82,398; and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding requirements for
the Project; and
WHEREAS, staff has verified that Pacific Meter Services, Inc. possesses a valid California
Contractor's License, Class A, number 913205 that qualifies Contractor to perfonn the Project;
and
WHEREAS, the Project is categorically exempt pursuant to California Environmental Quality
Act (CEQA) and Title 14, the California Code of Regulations ("CEQA Guidelines"), Section
15302, because the Project consists of replacement and reconstruction of existing utility systems
and/or facilities involving negligible or no expansion of capacity; and
WHEREAS, the approved funds are available are in the 2014/2015 CIP water system budget.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma
hereby:
1. In accordance with the City of Petaluma Charter and Municipal Code, California Public
Contract Code Section 20162 and other applicable law, waives any and all non-
confonnance in the bid of Contractor for the Automatic Meter Read Replacement, Project
Number 067500903 and finds the bid of $82,398.00 to be the lowest, responsive bid and
further finds that Pacific Meter Services, Inc. is the lowest responsible bidder.
2. Awards the contract for the Automatic Meter Read Replacement Project, Project Number
067500903 to Pacific Meter Services, Inc. in the amount of $82,398.00, the amount of
the lowest responsive bid, conditioned on Pacific Meter Services, Inc. timely executing
the project contract and submitting all required documents, including but not limited to,
executed bonds, certificates of insurance, and endorsements, in accordance with the
project bid documents.
4
3. Directs staff to issue a notice of award to Pacific Meter Services, Inc.
4. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Pacific Meter Services, Inc. of the signed
project contract and all other required documents, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
61
AUTOMATIC METER READ INSTALLATION
PROJECT NO. 67500903
LOCATION MAP
04
S
Attachment 2
Date: January 7, 2015
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