HomeMy WebLinkAboutItem 2f: Contract with HD Supply Waterworks for purchase of Data Log Radio Read Water MetersDATE: August 7, 2012
STAFF REPORT
Public Works Services Department
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Craig Clark, Utilities Superintendent
SUBJECT: AWARD A ONE YEAR CONTRACT TO HD 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
Recommendation: Approve
SUMMARY
As part of the Annual Meter Replacement Program, the City Warehouse maintains a
supply of water meters for the Utilities Section. To ensure that data log radio read water
meters are purchased at the best price and delivered in a timely manner, a competitive
bid was conducted.
Based on the results of the bids submitted, it is recommended that the City Council
award a purchase order to HD 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.
DISCUSSION
The goal of the Public Works Services Annual Meter Replacement Program is to
replace the City's 13,300 manually -read water meters with new meters that are capable
of being read via radio frequency. In 2006, Field Maintenance workers began replacing
water meters with radio read meters. The Annual Meter Replacement Program is
expected to be completed by year 2020 (15 -Year Program). Once the conversion is
complete, meter readers will be able to read the entire system in less time and more
efficiently. Approximately 48 %, or 6,388 water meters, have been converted over to
data log radio read meters. In Fiscal Year 2012 -13, the Public Works Services
Department plans to replace approximately 1,000 water meters. The meter sizes that
are being changed range from 5/8" to 2 ".
Mayor and City Council
August 7, 2012
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Large water meters (3" to 8 ") are not a part of this program. It is usually more
economical to repair or rebuild large meters instead of replacing them and these meters
are converted to radio read at the time that they are rehabilitated.
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 residents for possible leaks on their property, and to
assist them with historical water usage. 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
reading staff can be used for other water related maintenance assignments. However,
as the system continues to be converted over to radio read, meter reading staff are
being used for other tasks such as completing meter change outs.
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. Typical
meters in the City's 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.
A notice inviting bids was published in the City's adjudicated paper and bid packages
were distributed to area vendors. The City Clerk publicly opened the following two
sealed bids on July 24, 2012:
BIDDER LOCATION BID AMOUNT
HD Supply Waterworks Valencia, CA $344,203.05
The B.E.S.T. Meter Co., Inc. Covina, CA $427,622.61
The bid documents were reviewed for content and the background and competency of
the lowest responsible bidder was verified. It was concluded that HD Supply
Waterworks could provide the type and quantity of water meters that was specified in
the bid documents. HD Supply Waterworks has supplied the City with water meters in
the past and has always provided excellent service.
The bid specifications provided a list of meter sizes and anticipated quantities to be
purchased for Fiscal Year 2012 -13. However, the bid documents clearly state that the
actual quantities ordered will be based on the City's available budget and actual need.
The Public Contract Code Section 20103.8 (a) and (c) does permit for the reduction in
quantities from the scope of work when awarding a contract, so long as the contract
amount is less than or equal to the approved funding by the City Council. In June 2012,
the Arcadia City Council approved the 2012 - 2014 Capital Improvement Program that
Mayor and City Council
August 7, 2012
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included $250,000 for the Annual Water Meter Replacement Program. Based on the
City's budget and the successful bidder's unit price, approximately 802 meters can be
purchased.
Therefore, it is recommended that the City Council award a purchase order contract to
HD 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
$250,000 has been budgeted in the Capital Improvement Plan in Fiscal Year 2012 -13
for the Annual Meter Replacement Program.
RECOMMENDATION
1. Award a one (1) year purchase order contract to HD 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.
2. Waive any informality in the bid or bidding process.
APPROVED:
Dominic Lazzar o
City Manager