HomeMy WebLinkAboutItem 1g - Purchase Order with HD Supply Waterworks1i
I-- .d
A.g_ 5,
¢y STAFF REPORT
o��4nity of �o�
Public Works Services Department
DATE: July 1, 2014
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Craig Clark, Utilities Superintendent
SUBJECT: EXTENSION TO THE PURCHASE ORDER WITH HD SUPPLY
WATERWORKS FOR DATA LOG RADIO -READ WATER METERS FOR
THE CITY'S WATER DISTRIBUTION SYSTEM IN THE AMOUNT OF
$500,000
Recommendation: Approve
SUMMARY
The Fiscal Year 2014 -15 Capital Improvement Plan includes a budget allocation for the
City's Annual Meter Replacement Program. HD Supply Waterworks is the City's current
supplier of data log radio -read water meters for the program. HD Supply Waterworks is
reaching the end of its first extension and has agreed to hold their prices for another
year. All other terms and conditions of the purchase order are to remain in effect.
Based on the excellent service provided by HD Supply Waterworks during previous
years, it is recommended that the City Council approve a one year purchase order
extension with HD Supply Waterworks for the purchase of data log radio -read water
meters for the City's water distribution system in the amount of $500,000.
DISCUSSION
The goal of the Annual Meter Replacement Program is to replace the City's
approximately 13,000 manually -read water meters with new meters that are capable of
being read via radio frequency or data log radio -read. In 2006, the Public Works
Services Department began replacing water meters with radio read meters. Since the
program's inception, approximately 8,100, or 62 %, of meters citywide have been
converted to data log radio -read meters. The Annual Meter Replacement Program is
expected to be completed by the year 2019. Once the conversion is complete, meter
readers will be able to read the entire system in less time and more efficiently.
Extension to Purchase Order for Radio -Read Water Meters
July 1, 2014
Page 2 of 2
In addition to the increased efficiency and savings in staff time required to read and
record water meters, the data log radio -read water meters are capable of recording
precise measurements of a customer's water usage including time of use. This
enhancement allows City staff to review accounts that are showing unusually high use
and pass this information on to the customer. This information can be downloaded by
staff and reviewed with the customer to help identify leaks and provide the customer a
history of usage on an hourly or daily basis. Additionally, water meter register accuracy
is important in calculating and forecasting water demands, providing precise billing data,
and aiding in conservation efforts. Once the data log meters are installed throughout
the system, Meter Readers can be used for more technical 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. On August
7, 2012, the City Council approved a purchase order contract with HD Supply
Waterworks with optional annual extensions. HD Supply Waterworks is reaching the
end of its first contract extension and has submitted a written offer to extend the existing
purchase order contract for an additional year with no price increase. HD Supply
Waterworks has provided excellent service to the City.
FISCAL IMPACT
Sufficient funds of $500,000 have been budgeted in the Capital Improvement Plan in
Fiscal Year 2014 -15 for the Annual Meter Replacement Program.
RECOMMENDATION
It is recommended that the City Council approve a one year extension to the purchase
order with HD Supply Waterworks for the purchase of data log radio -read water meters
for the City's water distribution system in the amount of $500,000.
Approved:
Dominic Lazza
City Manager