HomeMy WebLinkAboutItem 2f - Extension to Purchase Order for Radio-Read Water Metersqty of
DATE: August 18, 2015
TO: Honorable Mayor and City Council
STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
By: Craig Clark, Utilities Superintendent
SUBJECT: 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
Recommendation: Approve
SUMMARY
On August 7, 2012, the City Council approved a purchase order with HD Supply
Waterworks for the purchase of data log radio -read water meters. HD Supply
Waterworks is reaching the end of their second extension and has agreed to hold their
prices for an additional year. This will be the third and final contract extension for HD
Supply Waterworks. All remaining terms and conditions of the original purchase order
will remain in effect.
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.
DISCUSSION
In 2006, the Public Works Services Department began replacing water meters with data
log radio -read meters. 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. In addition, the new data log radio -read
meters have the capability of storing water consumption over a specified period of time
that can be accessed by Public Works Services personnel. Since the program's
inception, approximately 9,100, or 70 %, of meters Citywide have been converted to
radio -read meters. The Annual Meter Replacement Program is expected to be
completed by 2019. Once the conversion is complete, meter readers will be able to
read the entire system in less time and more efficiently.
Purchase Order Extension with HD Supply Waterworks
August 18, 2015
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
with 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 with HD Supply
Waterworks with optional annual extensions. HD Supply Waterworks is reaching the
end of their second extension and has agreed to hold their prices for an additional year.
This will be the third and final contract extension for HD Supply Waterworks. All
remaining terms and conditions of the original purchase order will remain in effect.
FISCAL IMPACT
Funds in the amount of $500,000 have been budgeted in the Capital Improvement Plan
in Fiscal Year 2015 -16 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