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DATE: July 6, 2015
Agenda Item #3.E
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Da St. .ASCE — Director, Public Works and Utilities
Larry Z miner, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Automatic Meter Read Replacement
Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
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 automatically via radio transmission from the AMR meter directly to the on -board
computer in the meter reading van. A meter reader is no longer required to visit each meter, open
the meter box, sight read and conduct data entry for every meter during each billing cycle.
The City implemented a phased approach to convert water meters to an AMR system. Of the
approximately 19,700 meters in the system, 17,090 had already been converted to AMR prior to
this project. This final phase of construction, which is now complete, installed approximately
900 meters and 1,300 registers. AMR meters have greatly enhanced read accuracy and speed,
and have provided additional water conservation benefits by allowing water use profiling and
leak detection. The Department has been using Badger Meters since the late 1980's and began
installing Badger AMR meters in 2001, which have proven to be very reliable. All meters are
now converted to AMR, except larger commercial meters that will remain "manual read ".
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The City Council approved the purchase of the meters and registers for this phase of the project
on December 15, 2014. The project was advertised and bids were opened on January 28, 2015.
On March 16, 2015, the City Council awarded the construction contract to Pacific Meter
Services, Inc. of Sparks Nevada in the amount of $82,398 based on the estimated quantities of
meters and /or registers requiring replacement. Construction was completed in June 2015. The
final construction contract cost is $92,671 based on an actual count of unit quantities for meter
and /or register replacements. The actual quantities were higher than estimated in the bid
documents. No change orders were issued for this project. There are no disputed claims and the
project was completed without any significant incidences.
FINANCIAL IMPACTS
The Automatic Meter Read Replacement, Project Number C67500903, has an approved CIP
budget amount of $800,000. This budget included the pre - purchase of the meters and registers
for $267,295. The final construction contract cost is $92,671. With the design, construction
contract, CIP overhead, contingency, salaries/benefits, construction management and inspection,
the total cost for the project is $380,066, as shown in following project breakdown:
Automatic Meter Read Replacement Project
Approved
CIP Budget
Budget at Award
Actual Cost
Construction Contract
$ 760,000
$ 82,398
$ 92,671
Meter and Register Purchase
$ 0
$ 267,295
$ 267,295
Salaries and Benefits
$ 5,000
$ 25,000
$ 10,600
CIP Overheads
$ 15,000
$ 15,000
$ 9,500
Contingency
$ 10,000
$ 30,000
$ 0
Budget Remaining
$ 380,307
TOTAL
$ 800,000
$ 800,000
$ 380,066
(1) Included cost of meters and registers.
The high CIP budgeted amount was estimated prior to knowing how many meters would require
conversion. At project closeout, all remaining funds will be returned to the Water CIP fund to be
used on other water projects.
Following the acceptance of the project, the City Clerk will file a Notice of Completion with the
Sonoma County Recorder and the Finance Department will release the contract retention account
to the contractor within 60 days.
ATTACHMENTS
1. Resolution
2. Location Map
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Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
AUTOMATIC METER READ REPLACEMENT PROJECT
WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter,
Section 20162 of the California Public Contract Code and other applicable laws, the City of
Petaluma solicited bids for the Automatic Meter Read Replacement Project ( "Project "); and
WHEREAS, bids for the Project were opened on January 28, 2015 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 5 bids; and
WHEREAS, by Resolution No. 2015 -029 N.C. S. adopted March 16, 2015, the City
Council of the City of Petaluma found the bid of $82,398.00 for the Project to be the lowest
responsive bid; awarded the Project to Pacific Meter Services, Inc. in the amount of $82,398.00
conditioned on Pacific Meter Service's timely executing the Project contract and submitting all
required documents; and authorized and directed the City Manager to sign the Project contract on
behalf of the City upon such timely submission and to execute on behalf of the City any
amendments to the Project contract that were necessary to effectively complete the project and /or
to realize the Project and /or cost benefits for the City; and
WHEREAS, the final contract amount as amended including final quantities is $92,671;
and
WHEREAS, City staff has inspected the Project and determined that it has been
completed in accordance with the contract requirements subject to the Contractor's continuing
warranty and other obligations pursuant to the contract; and
WHEREAS, based on the foregoing, staff recommends acceptance of the Project on
behalf of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
The contract entitled Automatic Meter Read Replacement Project with a final contract
amount of $92,671 is accepted as complete subject to the Contractor's continuing
warranty and other obligations pursuant to the contract.
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2. The City Clerk is hereby authorized and directed to file a Notice of Completion
concerning the Project with the Sonoma County Clerk's Office within ten (10) days of
the date of this Resolution.
3. Staff is hereby authorized and directed to release all undisputed retention not subject to
pending change orders within sixty (60) days of the date of this Resolution and in
accordance with the terms of the Project contract, the Petaluma City Charter, California
Public Contract Code Section 7107 and applicable law.
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AUTOMATIC METER READ INSTALLATION
PROJECT NO. 67500903
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Attachment 2
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Date: July 6, 2015
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