HomeMy WebLinkAboutStaff Report 07/18/2011 2.C •
A geyytd.,Oci .Iteiyvti #2 . C
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DATE: July 18, 2011
TO: 'Honorable Mayor and Members of the City Council. through City Manager
FROM: Remleh ScherZinger, P.E. — Interim Director, Water Resources & Conservatio
SUBJECT: ResolutiOn Approving the Purchase of,Badgd Water Meters .and Registers for the
Automatic Meter 'Read keplacement■Projeet (C67500903)
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RECOMMENDATION •
It is recommended that thecity Council adopt the attached Resolution approving the-purchase of
Badger Water Meters and Registers for the Automatic Meter Read Replacement Project
(C67500903).
BACKGROUND •
Thecurrent General Plan identifies the need to convert to Automatic Meter Read System (AMR)
to Maintain a high level of customer service and satisfaction. Water Supply and
Demand / policy The City has converted fronilii-monthly billing to monthly billing,
although that process relies On estimated billing, not on monthly meter reads. AMR meters were
identified as the lowest cost alternative to alloWfor monthly reads. Currently, the only other
option for monthly reads *mild be to hire additional stafftO Manually read meters. The AMR
solution significantly reduces the man hours necessary to accomplish the reading of meters
monthly. The shift to .AMR, allows existing ;staff tOlineet the 'ioal as stated.
DISCUSSION
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Wa.ter'Resources:& Conservation (VVR&C) has initiated.a multiple year capital project, •
Automatic Meter Read Replacement Project (C67500903), to replace existing manual read
meters with automatically read meters.. There are approximately 19,700 meters currently in the
system and of that inventory, 1,200are already AMR meters The existing 1,200 meters have
been installed akpart change out program, which replaces meters as they
become dysfunctional . The, current stock of meters have greatly read accuracy and
speed, as well as provided additional benefits like leak profiling. Leak profiling allows staff to
view usage over time arktideritifYcOmmon issues that plague customers such as irrigation
Systems that,Oineonat,night. The department has been using Badger Meters,since the late
.I980'S and has been usini,tbeAmks since 2000. These meters have proven themselves to be
with zero 'failnres to date.
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Agenda Review ; •
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City Attorney Finance Director - City Manager " 1
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This:Resolution authorizesthe purchase of the meters, and registers for the project In cases
:where the °existmg :meter 4s'outside its useful life the entire ,meter will be replaced. If the meter
is still within its serviceable -life, only th'e,register portion of the meter will' be replaced. The
register is the part of themeterthat contains the. counting mechanisms. The AMR meters are
installed immediately; after the reading. cycle to facilitate the cleanest conversion of data through
the City's computer system and avoi rngs on a
•d'the nee fo r individual correction ofeadi
customer's account.
The work to install the meters will either be by City staff or as contracted work, depending on
the availability of staff to do the work within the tight timeframe. It is the intent of WR &C to
provide the meters as "owner furnished" ` Materials so that we can achieve economies of scale and
negotiate the best ongoing material prices. The materials are then
available to City staff as they
are -able to conduct the work, or areinade available to a contractor should installation be
completed using outside:sources. •
The initial purchase will be :for 550 'Meters and 1,,900 registers. It is anticipated that this
p urchase will Routes 1, 2, & 3, which are located predominantly on the west side of
� ill com lete p
town. Once these routes are converted to AMR meters, we believe that.monthly reads can be
conducted on all routes. ,
Future purchase quantities will bebased on the routes to be•converted and the availability of
funds and staff time to convert .the and prepare for the change. Currently, the approved
FY10 /11 CIP budget has an annual allocation of$300,000 for the project for the next eight years.
It is anticipated that this ,will allow`WR &C to roll out theAMR at a•metered pace and expense.
The purchase of the meters complie
p s'with the California Public Contract Code Section 3400
regarding Sole Source"
because,. these meters 'are�currently.the City Standard and
there are o other regional suppliers of "these products. Further, the purchase complies with the
Municipal Code chapter 4.04 section 4.04.050 Bidding because' there is only a single vendor for
these meters.
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, FINANCIAL IMPACTS '
The cost of the meters and registers is $29 remaining from the FY10 /11 budget
9,262.85.Furids remain r
total $269,384:: The proposed FY 11/12 " CIP budget has $300,000• allocated to this project.
Future purchases will'be consistent . with the ongoing CIP project and its budgetary allocations
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ATTACHMENTS
1. Resolution
2. Sole Source Justification Packet •
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Attachment 1
RESOLUTION APPROVING THE PURCHASE OF BADGER WATER 1VIETERS AND
REGISTERS FOR THE AUTOMATIC METER READ REPLACEMENT PROJECT
C67500903)
WHEREAS, Resolution No.2008 -085 NCS accepted the General Plan 2025 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 Goa1,8 -G -2 and Program 8- P -8.B; and
WHEREAS, the available funds made available are in the FY 2010/2011 CIP budget; and
WHEREAS, the City has taken the necessary steps applicable to bidding requirements to
arrange for the acquisition of the,equipment; and
WHEREAS, purchase of the 'meters 'complies with City Municipal Code 4.04. governing the
purchase of this equipment; and
WHEREAS, the City has standardized *meter equipment to maximize flexibility, convenience, •
and cost in training, spare parts, operation and maintenance; and
WHEREAS, the City has met the requirements to sole source the equipinent'pursuant to the
Californian State Public Contract Code standardizing -on this type of meter; and
WHEREAS, the City proposes to enter into the purchase with the sole source vendor, Badger
Meter Inc., currently the only vendor of this product; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby:
1. Authorizes the purchase of Badger Water Meters and. Registers for the Automatic Meter
Read Replacement Project (C67500903) from Badger Meter Inc., in the amount of
$299,262.85.
2. Approves the project budget for the Automatic Meter Read Replacement Project
(C67500903) as follows:
Fiscal Year 11/12
Construction Contracts: . $250,000 .
Salaries /Benefits: $ 50,000
Total: $300,000
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• Attachment 2
DATE DEPARTMENT
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11 ; - CM: 4 Cf AIIMN 7f -
i
CONTACT : (et 5 TELEPtiONE: 707:777e 3
' 3iei4t-1 WeLP-1434PC
VENDOR: TAO 6E4" At 14 1 / 4 /c- fiELE. pita:1E: q L3 (2)
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JUSTIFiCATI l'N '
all entries ithat apply)
1. Amount of purchase does not exceed current dollar amount required for formal bidding.
2 Vendor is the original equipment Manufacturer; there are no regional distributors.
)( 3 The parts/equipment are not interchangealilevvit.h §Tfnlar parts of another manufacturer.
4 This is the only equiiiiient.that meets the specialized needs of the department and
performs intended' function.
5 Detailed justificati :anis available which establishes beyond doubt that the Vendor in the
only source'praCtiCabIY aVailible to provide the items or service required.
I recommend that ctiMpetitiveprOcureinent be waived, and that the equipment and/or
supplies on 'rile atticheOrOcurement Request be purChasedas' a `Sole Source.
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Signed: - Date:
Re Stor
Approvals:
• Purchasing Officer: 0 Date:
Manager' s Office: Date:
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LEPRONE NO > ID'A'TE REQUIREID 'I ERMS DATE
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ITEM : DESCR!PTIO1 ?::
LINE DESCRIPTION • QTY• UNTF UNIT EXTENSION
PRICE
RCOL K'2,5 6R:1643 PlaoFtLe r i 535 154 41 t5q. 626422, Ss
r iw f 1 6f �5 � l oO . 114- , ltcj4o06. 00 • RG�t� M 2S Oki 6 /Q O.�c�.i/�o ; 1
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FUNDING SOURCE & BUDGET.ACCOUNT `,, SUBTOTAL:.:'. $ /Q9,2 2..$S
SHLQPiT1G $
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TAx $ 2 6,933, v.
TTALeasT .$ 3?ao �S
.APPROVALS
p fY ce ree requested FIN DIRECTOR CITY' MANAGER 'PURCHASING
I ceMi ' ; that the deiicles or services
hereottare nece for use in tills de nt and OFFICER
that hinds are available to cover cost of same. .
DEPARTMENT AUTHORIZED SIGNATURE DATE: DATE: DATE:
.
6/97 •
FORWARD OPJGINAL(WHITE), CANARY, AND PINK COPI TO :PURCHASING.
RETAIN GOLDENROD COPY FOR DEPARTMENT FILES.
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Q UO T AT IO N
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''''''''''''''''.4.' r Meter ,
d , ' Bad
����' Quotation No.26205 .
4545 W Bfown''Deer Road Milwaukee' WI 53223` ' • PO Box 245036 Milwaukee WI 53224 -9536 •
' Phonc: 800 -876 -3837 Fax: 888 -371 -5982 '
Customer Service Rep: crusch@badgermetercom
TO CUSTOMER ID: 417762
' PETALUMA WATER DEPT '
202 NORTH MCDOWELL
PETALUMA CA 94954 , •
Phone: , •
Fax: '
E-mail: 2
EFFECTIVE DATES: 6/9/2011. 9/8/2011
, /rSALESPERSON . ,'... a ` : EROPOSAt;•SUBJEUIft E.,P". SHILFIt G . ERMSIINCO;TERMS ..` FAY1v1ENTr•;rERMS? .'_^_z •
. 007469 -Orion Quote P Orders? NET 30 DAYS
M. Brian Helphand
$12,50p
a FOB FACTORY
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LINE :i.b.4alti i3O ` y 5 1. ; $1, r tj' }t UN TN T 'Ria T d> TOTALS
1 RCDL M25 LL Disc Meter (N 61- G);i518 X 3/4 Bore. 535 , , • $154.51 • $82,662.85
(3/4X 7 1/2), Low Lead Bronze Bottom Less Connections; RTR, Cubic Feet,
Plastic. Shroud / Plastic Lid (Black), ORION; Data Profiling, FHSS, Indoor- l ,
Outdoor, Factory Pre - Wired, 3 Ft Wire, .
UMI -0001 -8598
• 2 Registration for, RCDL M25' Disc Meter, 5/8 ', RTR, Cubic, - 1900 $114.00 $216,600.00
• Feet, Plastic Shroud / Plastic'Lid (Black) ORION Data Profiling, FHSS, Indoor - , .
Outdoor, Factory Pre - Wired, 3 Ft Wire,
UM1- 0001 -8599
Notes and Assumptions:
Ifapplicable sales tax and•freight charges will be added at time of. invoice. .
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Actual lead time to be• provided at trine of order. .
If Y e you
an on deru tion ont cerning thi's quotation please contact M. Brian Helphand, 800-876-3837x17007, bhelphand @badgermeter.com .
p p act: Cheri Rusch, 800 - 61643837, crunch @badgerrneter.com
g
quote of.Bad
•Official authorized er,Meter-inc: `
M. Brian. Helphand, Account Mgr. West • ' • '.
THANK Y OU FOR`YOUR BUSINESS!
quotation de subject
a _e, :is e aaer , it t .he effet sedate p of d shipping 'A Rhin :i ta d ays p s t^ 'Com{f Q quotation. This notation is an offer, ma 3
e ct to the terms & condltions.found on our website www.bad ermeter co
�a`e� prices are P m �r'a _ �expa a art of!h's quatatia�:
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