HomeMy WebLinkAboutItem 11i - Purchase of Water MetersAward Purchase Order for Water Meters
July 18, 2023
Page 1 of 3
DATE: July 18, 2023
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: John Corona, Utilities Superintendent
SUBJECT: PURCHASE ORDER WITH HYDROPRO SOLUTIONS FOR THE
PURCHASE OF DATA LOG RADIO READ WATER METERS FOR THE
CITY’S WATER DISTRIBUTION SYSTEM IN THE AMOUNT OF
$1,200,000
CEQA: Exempt
Recommendation: Approve
SUMMARY
As part of the Annual Meter Replacement Program, the Public Works Services
Department (“PWSD”) Warehouse maintains a supply of water meters for the Utilities
Section. To ensure that the City is receiving the most competitive prices for Advanced
Metering Infrastructure (“AMI”) radio read water meters, a formal bid process was
conducted in 2021. In May 2022, the City received a letter from Master Meter, Inc. stating
that HydroPro Solutions will be the exclusive distributor of their products in the State.
It is recommended that the City Council approve a sole source Purchase Order with
HydroPro Solutions for the purchase of AMI radio-read water meters and related
infrastructure for the City’s water distribution system in the amount of $1,200,000.
BACKGROUND
The Annual Meter Replacement Program was created to replace manually read water
meters with new meters that are capable of being read via radio frequency. Currently, the
City’s radio read water meters utilize Automatic Meter Reading (“AMR”) technology, which
automatically collects consumption, diagnostic, and status data from the water meter. The
data is collected from mobile devices by City staff then uploaded to a central database
for utility billing purposes. In 2019, the PWSD Utilities Section began replacing the first-
generation AMR radio read water meters with Advanced Metering Infrastructure (“AMI”)
radio read water meters. The new AMI meters provide real time data to the consumer and
will be read remotely through the AMI meter infrastructure and base station hubs.
Award Purchase Order for Water Meters
July 18, 2023
Page 2 of 3
AMI radio read water meters have the capability of capturing the precise measurements
and readings of a customer’s water usage; it also includes leak detection and data logging
functions. AMI meters will also enable residents to monitor and receive alerts for possible
leaks on their property, as well as assist them with historical water usage information.
Water meter register accuracy is important in calculating water demands, forecasting
customer demands, and conservation efforts. Once the AMI data log meters are installed
throughout the City’s water system, the meter reading staff can be used for other water
related maintenance assignments. However, as the system continues to be converted
over to AMI radio read meters, the staff typically assigned to meter reading will complete
other work such as meter change outs, leaks, rereads, and other related maintenance to
water meters and boxes. The meter sizes that are being changed range from 5/8” to 2”.
This is the final year of a 3-year project to convert the water system over to AMI meters.
DISCUSSION
The PWSD Warehouse is responsible for distributing all water meters to the Utilities
Section for meter replacement and new installations. The Warehouse maintains an
available inventory to prevent any service interruptions and orders replacement meters
to keep the inventory at acceptable levels. Typical meters in the City’s system are
replaced once every 15 years to ensure accurate water measurements. The American
Water Works Association (“AWWA”) standard for 5/8” to 2” water meters, also
recommends this replacement interval.
On May 11, 2022, the PWSD received a letter from Master Meter, Inc., stating that
HydroPro Solutions will be the exclusive distributor of Master Meter products in the State
of California, effective June 1, 2022. As part of the City’s Capital Improvement Program,
the Annual Meter Replacement Program will retrofit all AMR and older meters to AMI
meters. The City utilizes Master Meter’s AMI meters for this Program and will need to stay
with the same manufacturer to ensure overall infrastructure compatibility and function.
Given that Master Meter’s letter stating exclusive distribution rights belong solely to
HydroPro Solutions in California, this would make HydroPro Solutions a sole source for
Master Meter products.
The quantities previously provided are based on estimates. The City may purchase an
amount above or below the estimate given according to the needs and requirements of
the City at the unit prices quoted in the bid. To ensure that there are acceptable quantities
of water meters available in the City’s warehouse, the purchase order amount will be for
$1,200,000, which is the total amount budgeted for AMI meters; however, the City will
only purchase the amount necessary to ensure adequate inventory levels.
Award Purchase Order for Water Meters
July 18, 2023
Page 3 of 3
ENVIRONMENTAL ANALYSIS
This project involves the replacement and minor alteration of an existing utility system
with no expansion of the system, and therefore, qualifies as a Class 2 categorical
exemption per Section 15302(2) of the California Environmental Quality Act (“CEQA”).
FISCAL IMPACT
Funds in the amount of $1,200,000 have been budgeted in the Capital Improvement
Program in Fiscal Year 2023-24 for the Annual Meter Replacement Program.
RECOMMENDATION
It is recommended that the City Council determine that this action is exempt under the
California Environmental Quality Act (“CEQA”); and approve a Purchase Order with
HydroPro Solutions for the purchase of Data Log Read Water Meters for the City’s water
distribution system in the amount of $1,200,000.
Attachment: Master Meter Sole Source Letter