HomeMy WebLinkAboutStaff Report 2.G 03/05/2012 •
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DATE: March 5, 2012
TO: Honorable Mayor and.MCmbers of the City Council through City Manager
FROM: Dan St. John—Director of Public Works & Utilities —)(1
SUBJECT: Resolution Approving the Purchase of Badger Water Meters and Registers for the
Automatic Meter:Read Replacement Project
RECOMMENDATION
It is recomtnended that the'City Council adopt the attached Resolution approving the purchase;of
Badger Water Meters and Registers°for;the Automatic Meter Read Replacement Project.
BACKGROUND
The current General Plan identifies the need to convert:to,Automatic Meter Read System (AMR)
to maintain a high level of customer service and satisfaction(goal8-G-2 Water Supply and •
Demand / policy 8-P-8.B). In 2010, the City converted from.bimonthly billing to monthly
billing, although that process relies on estimated billing,.and is=not as efficient as monthly reads.
AMR meters were identified as the'lowe rebst'alternative`to allow for monthly reads. Currently,
the only.other option for monthly reads would be to hire additional staff to 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-to meet the goal as stated.
DISCUSSION
Water_Resources & Conservatiom(WR&C) initiated a multiple year capital project, Automatic •
Meter Read Replacement Project, to replace existing manual read meters with automatically read
meters as they become;dysfunctional. There,are approximately 19,700;;meters currently in the
system and of that inventory, 8,029.have already been converted to AMR meters,as of January
2012. The current stock of meters have greatly enhanced',read accuracy and speed,.as well as
provided additional benefits like_leak profiling. Leak profiling allows staff to view usage over
time and identify common issues that plague customers suchas irrigation systems that come on
at night: The department-has been using Badger Meters since the late:1980's:and has been using
the AMRs since 2000. These meters have proven themselvesfo be reliable with zero failures to
date.
This Resolution authorizes the purchase of 290 Meters and,1,088 registers for the project and
• will allow completion of Rouies 1,;2 and,3 on the west side oftown. In cases where the existing
Agenda Review:
City Attorney (W'\ Finance Director` City.Manager 1
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meter.is:outside itsuseful'1ife, the entire meter-will'be.replaced. If the meter'is.still within_its,
serviceable life, only the register portion of the meter will be replaced. The register is the,part of
the meter that contains-the counting mechanisms..The AMR,meters are,installed_immediately
after the'reading cycle to facilitate the=cleanest conversion-o f data through the City's•computer; •
system and avoid the need for individual correction of readings on a customer's account.
In order to facilitate a rapid installation of the AMR meters, the City will contract-the work and
City staff will provide an assist to:theinstall'ation process'byproviding traffic control, meter
locations, customer notifications and:other related support',services. The City water crew will
. also install a small percentage of the AMR meters if resources;are available. This method of
project'delivery provides the besteconomics by allowing the City to negotiate the best purchase
price and to provide:the meters'as "owner furnished"to the:selected contractor for installation.
The City began reading meters.monthly in January 2012 instead ofbi-monthly, which currently
requires other water personnel,to augment the,current meterreaders.. With the completion of the
proposed replacements, the-current meter readers should be able to complete the monthly reads
without help.
California Public Contract Code Section3400(b)(2)allows the City to specify a product
purchase by brand name if that brand is requirediworder'to match other products in use on a
particular public improvement.either Completed-or the process rofcompletion. The City has
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standardized its use of the Badger meters:.for the.City water,meter-replacement program by
Resolutions 88-394 and 89-31'$N.C"S'., and Badger_meters are in use as part of the City's water
system. This standardization;allows,the,City to maintain asmaller,parts inventory, reduce
training needs, improve consistency of operations:and maintenance and permit 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 $185,747.96. In FY 11-12 the project was moved from
Capital Projects to the Operatingbudget as a result of the determination that the project did not
meet capital project criteria. The mid-year budget adjustments included the elimination of a .
transfer from Water Admin to Water CIP'^and increased Water'Operating expenses by $300,000
for this project.
ATTACHMENTS
1. Resolution
2. Sole Source Justification Packet
2
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• Attachment 1
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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 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 Goal 8-G-2'and Program 8-P-8.B; and
WHEREAS, the funds'for the conversion are contained in'the FY 2011/2012 budget; and
WHEREAS, the City has standardized meter equipment tornaximize flexibility, convenience,
and cost in training, spare parts, operation and maintenance; 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.tliattlie City Council of the City 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$185,747.96:
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Attachment 2
QUOTATION
v
Badger Meter
,NA, Quotation No.58321 •
4545 W Brown.Deer Road Milwaukee WI 53223
PO Box 245036 Milwaukee-WI 53224=9536 .
Phone: 800-876-3837 Fax 888-371-5982
Customer Service Rep' crusoh @badgermeter..com '
TO • .CUSTOMER'ID: 417762
PETALUMA'WATER DEPT'
202 NORTH MCDOWELL
PETALUMA CA 94954
Phone:
Fax:
E-Mail: 2
EFFECTIVE'.DATES: 2/7/2012-8/5/2012
atalSALESPERSONN'`,,?at "x:i 'YAPROPOSAL1suBJECTt s^��z 1SHI PPING TERMS/lNCOirTERMS 4010Mv1d1V :PAYMENT+TEN$1:1,:xt
007469 ORION W/DP'& M25 PREPAY/NO CHARGE For Orders > NET 30 DAYS
M. Brian Helphand $12..500,
FCA FACTORY.
LINE k `v ° -`� 3 ▪' o '%DESGR1PTion v.� z= 0-,'"'m OTYlta ONIT NET PR)OE3itetINE TOTALS-s
5? S .. ... .<: ▪ nt r iatat i�,...... . € , . &el '„ a�.r�">->,£cone*".r.'�`'USD a
1 Registration for RCDL M25 Disc Meter, 5/87, RTR. Cubic 1088 1116.00 $126, 208.00
Feet, Plastic Shroud / Plastic Lid. (Black) ORION Data Profiling,,
FHSS. Indoor-Outdoor, Factory Pre-Wired. 3;Ft Wire;
' UM1-0000-8937
2 RCDL„M25 LL Disc Meter (NSF 61-0),; 5/8” X 3/4-3/4 Bore (3/4 • 290 $157.86 $45, 780.85
X :7.1'/2).,,.Low Lead Bronze Bottom. Less Connections. RTR. cubic
Feet: Plastic Shroud/ Plastic Lid (Black) 'ORION_ Data Profiling.
,FHSS: lndoor:Outdoor, Factory Pre-Wired 3 Ft Wire,
UM1-0004-1806
NotesandAssumptions: .
Badger Meter provides certifica_tion,file for utilities.to help manage their meter and endpoint inventory and to maintain
their meter 'accuracy data in an electronic -format. The;el'ectronic certification file' data will be provided upon request
. to the utility's designated user vin a-mail, in our standard format Any`deviat_ions or custom file formats required will
be considered on a 'time•and•materials' basis: Please contact Badger Meter's technical support group for information on
custom electronictcerti.f.ication^file formats. • Prices quoted may be increased in proportion to an increase in the Producer
Price Index.for.Copper Alloyed, Unalloyed;as' r,eported by the U.;S. Department. of Labor: The base index for this quote shall
be the December 12011 index of 541;9. Increases' in prices will be no more than every 3 months if necessary. An
increase in:price may be: implemented:for every 10.point increase inAtie Producer Price Index for Copper Alloyed. Unalloyed.
If applicable, sales tax and freight charge:fli1.1 be added at time of invoice.
•
THANK YOU'FOR YOUR BUSINESS!
Thkquotation is'an offer,;made subject to the terms&'conditions found on our website: www:badgermeter.com/Company/Legal/Sales-Termsaspx
quoted pnces ere frill for acceptance,v,a an order'nitho the effective dates provided,shpprg wain 60 calendar days past the eapcsho+of.the quotation.
Pagel of 2 4 -
CI ( OF PETALUMA PROCUREMENT REQUEST
DEPARTMENT: DEPARTMENT NO: S„xH IP TO. . PO NUMBER:
'ia - Cl4t4 1-r ',turn
.
REQUESTER: DATE: 76 a j„Wet C !(
TELEPHONE NO:: DATE REQUIRED' DATE:444411 ZII$1 t2
SUGGESTED:!SOURCE_ VENDOR ID:
i aaI�' CONTACT:
j r ' SCIAN b4ELPt4Atot.
dlii;'lfllIMPI1 . .
TELEPHONE NO:
R#4 5L1 0390
FAX NUMBER:
see -3n-5982
ITEM DESCRIPTION
LINE DESCRIPTION QTY UNIT UNTT EXTENSION
PRICE
$ $
Z ® r I. i OA 4:1.A.•.. ` a .6
PC(k. i)afAtKoftlt' felrlsteas '1900 ltl,.00 IZ612D13.oO
FUNDING SOURCE&:BUDGET ACCOUNT.: SUBTOTAL ' - $ 11I988 .26
to1oO (ern 00 :302.0 SHIPPING $
TAX $ .13759. 11
.TOTAL COST $ 16514/.°CID
APPROVALS! ;' ,
I hereby certify that the&tides or services requested FINANCE`_DIRECTOR CITY MANAGER PURCHASING”
hereon are necessary for ttse In this department and OFFICER
that funds arc available to cover cost of same" _.
DEPARTMENT AUTHORIZED SIGNATURE ..;DATE: _ DATE: DATE:
6/97
FORWARD ORIGINAL(WHIT'E), CANARY, AND;PINK COPIES TO PURCHASING,.
RETAIN GOLDENROD COPY FOR DEPARTMENTFIL-ES.
5'
( ry F �L • '
A k65 .d 3 _� ct qt Tt _E]��L t�� t -d•17- ? C Y$
5® iC.K S CA' OLD
A
DATE: 21-15.1.A7-4:: w �.
DEnnxT�nr
CONTACT: J`e-R Ce. Si` TELEPHONE: 70'7 mt9543
320 ?Let F
OR: . 41% 6e-•4 4 �e TELEPHONE:, ( - z3gb
iIll .WiCATION
aellrfeS titat apply}
1. Amount of purchase does not exceed cirii;eat Sat amount required for formal bidding.
x 2 Vendor is the anginal equipment Manufacturer;there are no regional distr utors.
x 3 The parrs/equipmet are notiuterelurngeable,with`simslar parts of another manufacturer.
4 This is the
� onll.equipment that;me„°ts the
specialized needs of the dEpei latent and'
performs the intended f unction..
5 Detailed justification is available which;estabadtes beyond doubt that the Vendor in the
only source practicably available to ovcde the items or service r
I recommend that competitive procurement be waived, and that the equipment and/or
supplies on the attached Procurement_Request be purchased a Sole Source.
Signed: eir Date: 21 / S ) 12-
.
Rea 'est+ ,
Anoravals:
Purchasing Officer: Date:
Manager's Office: • Date: •
7/97
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