HomeMy WebLinkAboutItem 3e: Contract Extension to H.D. Waterworks for Purchase of Data Log Radio Read Water Meters for City's Water Distribution System An
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Public Works Services Department
DATE: June 21, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director. 13
Prepared by: Craig Clark, Utilities Superintendent.
SUBJECT: AWARD A ONE (1) YEAR CONTRACT EXTENSION TO H.D.
WATERWORKS FOR THE PURCHASE OF DATA LOG RADIO READ
WATER METERS FOR THE CITY'S WATER DISTRIBUTION SYSTEM
IN THE AMOUNT OF $250,000
Recommendation: Approve
SUMMARY
As part of the Annual Meter Replacement Program, the City Warehouse maintains a
supply of water meters for the Utilities Section. On June 16, 2009, the City Council
approved a purchase order Agreement with optional annual extensions to H.D.
Waterworks for the purchase of data log radio read water maters for the City's water
distribution system.
H.D. Waterworks is reaching the end of their purchase order Agreement and has
submitted a written offer to extend the existing contract for an additional one (1) year in
accordance with the existing Agreement. The supplier's offer of extension does not
reflect a change in price and all other conditions of the Agreement are to remain in
effect.
Based on the excellent service provided by H.D. Waterworks during the previous year
and their agreement to maintain their price for the product, staff recommends that the
City Council award a one (1) year purchase order contract extension to H.D.
Waterworks for the purchase of data log radio read water meters for the City's water
distributions system in the amount of $250,000.
DISCUSSION
The goal of the Public Works Services Annual Meter Replacement Program is to
replace 13,595 manually -read water meters with new meters that are capable of being
read via radio frequency. Field Maintenance workers began replacing water meters
Page 1 of 3
Mayor and City Council
June 21, 2011
with radio read meters in 2006. It will take approximately eleven (11) years to convert
the entire system to radio read meters. Once the conversion is complete, Meter
Readers will be able to read the entire system in Tess time and more efficiently.
Approximately 35% or 4,600 water meters have been converted over to data log radio
read meters. In FY 2011 -12 the Public Works Services Department plans to replace
1,015 meters, ranging in size between 5/8" and 2 ".
In addition to the new meter's capability of capturing the precise measurements and
readings of a customer's water usage, it also includes leak detection and data logging
functions that enable staff to alert the residents for possible Teaks on their property, and
to assist them with high bill inquiries and historical water consumption. Water meter
register accuracy is important in calculating water demands, forecasting customer
demands and aids in conservation efforts. Once the data log meters are installed
throughout the system, the meter readers can be used for other water related
maintenance assignments.
The Public Works Services Department's Warehouse is responsible for distributing all
water meters to the Utilities Section for meter replacement and new installations. The
Warehouse maintains an on -hand inventory to prevent an interruption of this service
and orders replacement meters to keep the inventory at acceptable levels. 5/8" through
2" water meters in our system are replaced once every fifteen (15) years to ensure
accurate water measurements. The American Water Works Association (AWWA)
standard for water meters recommends this replacement schedule to ensure water
meter accuracy for both the customer and the agency.
On June 16, 2009, the City Council approved a one (1) year purchase order Agreement
with optional annual extensions with H. D. Waterworks. The contractor is reaching the
end of their purchase order Agreement and has submitted a written offer to extend the
existing contract for an additional one (1) year in accordance with the existing
Agreement with no price increase.
Based on the excellent service provided by H.D. Supply Waterworks during the past
year, staff recommends that the City Council award a purchase order contract to H.D.
Supply Waterworks for the purchase of data log radio read water meters for the City's
water distribution system in the amount of $250,000.
FISCAL IMPACT
Sufficient funds are budgeted in the 2011 -12 Warehouse Budget for the purchase of
radio read water meters
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Mayor and City Council
June 21, 2011
RECOMMENDATION
1. Award a one (1) year purchase order contract extension to H.D. Waterworks
for the purchase of data log radio read water meters for the City's water
distribution system in the amount of $250,000.
2. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved by:
Donald Penman, City Manager
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