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HomeMy WebLinkAboutItem 10n - Change Order for the purchase of Water Meters STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: August 19, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: John Corona, Utilities Manager SUBJECT: CHANGE ORDER TO THE PURCHASE ORDER WITH HYDROPRO SOLUTIONS FOR THE PURCHASE OF DATA LOG RADIO READ WATER METER DIALS IN THE AMOUNT $82,204.50 CEQA: Exempt Recommendation: Approve SUMMARY On July 16, 2024, the City Council approved a sole source Purchase Order with HydroPro Solutions, for the purchase of Advanced Metering Infrastructure (“AMI”) radio-read water meters and related infrastructure for the City’s water distribution system, in the amount of $1,394,000. Through the Annual Meter Replacement Program, manually read water meters are being replaced with new meters that can be read via radio frequency. To complete the installation of new radio read water meters, additional AMI water meter dials are needed. The total cost for the additional AMI water meter dials exceeds the Purchase Order amount by $82,204.50. Sufficient funds remain in the approved Fiscal Year 2024-25 Annual Meter Replacement Program budget to cover this cost. It is recommended that the City Council approve a Change Order to the Purchase Order with HydroPro Solutions for the purchase of data log radio read water meter dials, in the amount of $82,204.50. BACKGROUND The Annual Meter Replacement Program was created to replace manually read water meters with meters that are capable of being read via radio frequency. The City’s Change Order for HydroPro Solutions August 19, 2025 Page 2 of 3 radio read water meters utilized 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 Public Works Services Department (“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— similar to a citywide water meter Wi-Fi network. 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 enable residents to monitor and receive alerts for possible leaks on their property, as well as assist them with historical water usage information. Water meters register accuracy, which is important in calculating water demands, forecasting customer usage, and assisting in water conservation efforts. On July 16, 2024, the City Council approved 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 $1,394.000. All final meters and related infrastructure necessary to complete the AMI Conversion were to be purchased under this Purchase Order. Initially, conversion of the entire water system was scheduled to be completed by Fiscal Year 2023-24. However, due to ongoing delays caused by the COVID-19 pandemic and production issues with the manufacturer, the City could not purchase all the meters needed in Fiscal Year 2023-24. Therefore, all final meters necessary to complete the AMI conversion were purchased in Fiscal Year 2024-25, utilizing funds budgeted in the CIP Fiscal Year 2023-24 and 2024-25 Annual Meter Replacement Program. DISCUSSION To prepare for the installation of the new AMI water meters, an audit was completed to determine how many water meters remain in inventory and how many would need to be purchased to complete the installation. While there are existing meters that can be used as part of this project, the existing meters require replacement of the water meter dials. The water meter dials will allow the meters to function with the AMI system. Therefore, additional water meter dials are needed. The additional Change Order for HydroPro Solutions August 19, 2025 Page 3 of 3 dials are necessary to ensure completion of the Water Meter Replacement Project, as outlined in the approved Capital Improvement Program (“CIP”). The Change Order to the Purchase Order with HydroPro will allow the City to maintain project momentum and avoid potential delays in meter upgrades. The total cost for the additional meter dials is $82,204.50. The requested Change Order includes all meter dials necessary to complete the Water Meter Replacement Project. It is recommended that the City Council approve a Change Order to the Purchase Order with HydroPro Solutions for the purchase of data log radio read water meter dials, in the amount of $82,204.50. 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 Funding is available in the Fiscal Year 2024-25 CIP for the Annual Meter Replacement Program. Sufficient budget exists to complete the Change Order to the Purchase Order with HydroPro Solutions in the amount of $82,204.50. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve a Change Order to the Purchase Order with HydroPro Solutions for the purchase of data log radio read water meter dials, in the amount of $82,204.50, utilizing remaining FY 2024-25 Annual Water Meter Replacement Program funds.