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Home My WebLink AboutPR 19880: RURAL PIPE AND SUPPLY CONTRACT Cal'of - +0`\ • ort rthur ,us INTEROFFICE MEMORANDUM Date: October 11, 2017 To: The Honorable Mayor and City Council Through: Brian McDougal, City Manager From: Jimmie Johnson, Ph.D., Assistant City Manager RE: PR 19880— Small and residential meter contract with Rural Pipe and Supply Introduction: The intent of this Agenda Item is to seek City Council's approval for City Manager to enter into a one-year contract with Rural Pipe and Supply of Jasper, TX, for the purchase of residential and small commercial water meters. Background: The City has standardized on the Badger meter with Itron automatic meter reading. It is the sole source for 5/8" to 2", and Rural Pipe & Supply is the only Texas distributor for Badger meters and should be considered a sole source. This award establishes unit prices for various Badger meters and associated hardware items. Rural Pipe & Supply has provided current Not- to-Exceed (NTE) quotes below for such meters: 5/8"x 3/4"M-25LL bronze meter $ 44.95 1"x 1"M-55LL bronze meter $ 133.04 1'/2"x 1'/2" M-120 bronze, flanged $ 350.03 1Y2"x 1'/2" M-120 bronze, flanged w/test plug $ 362.98 2"x 2"M-17OLL bronze, flanged $ 531.51 2"x 2"bronze, M-170 flanged w/test plug $ 566.86 HR-E Encoder M-25 HR-E Wilton ILC 5'connector wire "Remember,we are here to serve the Citizens of Port Arthur" �J City of ir 8 1 4 rt rtlru.— 7 For 5/8"M-25LL meter $ 68.00 , HR-E Encoder M-55 HR-E W/Itron ILC 5'connector wire For 1" M-55 meter $ 73.00 HR-E Encoder M-120 HR-E W/Itron ILC 5'connector wire For 1 1/2" M-120 meter $ 82.00 HR-E Encoder M-170 HR-E W/Itron ILC 5'connector wire For 2" M170 meter $ 82.00 HR-E Encoder T-200 HR-E W/Itron ILC 5'connector wire For 2" T 200 meter $ 92.00 2"x 2"T-200 round bronze flanged $653.00 2"x 2"T-200 Elliptical bronze, flanged w/test plug $680.97 3"Fire Hydrant Turbo meter w/backflow Preventer and HR-E Encoder $ 2,481.20 This procurement is exempt from the bid process under Texas Local Government Code Section 252.022, (a) (7) (D), captive replacement parts or components for equipment. Budget Impact: This equipment will be maintained in our warehouse inventory and charged to the appropriate account when used: account no. 410-1253-532.35-00, Water System Maintenance, and for routine replacement meters/equipment, account no. 414-1621-532.85-00, Water System, for new customer meters/connections. j Recommendation: It is recommended that City Council approve PR 19880, allowing City Manager to enter into a one-year contract with Rural Pipe and Supply of Jasper, TX, for residential and small commercial water meters. "Remember,we are here to serve the Citizens of Port Arthur" P. R. No. 19880 10/11/17ds Page 1 of 3 RESOLUTION NO. A RESOLUTION AWARDING THE BID AND AUTHORIZING THE EXECUTION OF A CONTRACT FOR THE PURCHASE OF BADGER METERS FOR UTILITY OPERATIONS DEPARTMENT WITH RURAL PIPE & SUPPLY OF JASPER, TEXAS, IN THE NOT-TO- EXCEED TOTAL AMOUNT OF $120,000.00. FUNDS ARE AVAILABLE IN ACCOUNT NOS. 410-1253-532.35- 00, WATER SYSTEM MAINTENANCE, & 414-1621- 532.85-00, WATER SYSTEM. WHEREAS, Utility Operations Department routinely installs and replaces meters throughout the City; and, WHEREAS, the City standard for meters includes those as manufactured by Bader g Meter and Sensus; and, WHEREAS, Badger Meter sells its product through distributors exclusive to geographic areas; and, WHEREAS, the current distributor and sole source for our area is Rural Pipe & Supply of Jasper, Texas; and, WHEREAS, this purchase is authorized by Procurement Policies and Procedures Section 3-105 Sole Source Procurement, b) Compatibility—The product must match an existing brand of equipment for compatibility and is available from only one supplier; and, WHEREAS, this procurement is exempt from the bid process under Texas Local Government Code Section 252.022, General Exemptions (a) (7) (D), captive replacement parts or components for equipment; and, WHEREAS, the sole source for bids has been evaluated by Water Utility Operations and Purchasing (quote sheet attached as Exhibit"A"),NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: P. R. No. 19880 10/11/17ds Page 2 of 3 THAT, City Manager of City of Port Arthur is hereby authorized and directed to execute, on behalf of City of Port Arthur, a contract between City of Port Arthur and Rural Pipe & Supply, for the unit prices shown in Exhibit "A", in an annual not-to-exceed total amount of $120,000.00, as shown in the contract attached as Exhibit"B"; and, THAT, funding for this material is provided for in Water Utility Operations budget; and, THAT, a copy of the caption of this resolution be spread upon the minutes of City Council. READ, ADOPTED, AND APPROVED THIS day of 2017, at a Regular Meeting of City Council of City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: II NOES: Derrick Freeman Mayor ATTEST: APPROVED FOR ADMINISTRATION: Sherri Bellard Brian McDougal City Secretary City Manager P. R. No. 19880 10/11/17ds Page 3 of 3 APPROVED AS TO FORM: N .6"r) 11 Valecia Tize Clifto Williams, CPPB City Attorney Purchasing Manager Jimmie Johnson, Ph.D. Assistant City Manager APPROVED AS TO THE AVAILABILITY OF FUNDS: r.L \/ Andre Vasquez,/CPA Director of Finance P. R. No. 19880 10/11/17ds Exhibit "A" (Quote) Ry RA 7 ° _ S UPPEL, P.O. BOX 1540 809 VISADOR ROAD JASPER, TEXAS 75951 (409) 384-5800 FAX (409) 384-9363 QUOTATION CITY OF PORT ARTHUR 444 4TH STREET PORT ARTHUR,TEXAS 77640 QUOTE DATE 10/9/2017 METERS&METERING SYSTEMS TERMS 8-14-17--8-13-18 QTY DESCRIPTION UNIT COST TOTAL POSITIVE DISPLACEMENT METERS & ENCODERS 1 5/8"X3/4"M-25LL BRONZE METER $ 44.95 1 1"M-55LL BRONZE METER _ $ 133.04 1 1-1/2"M-120 BRONZE METER FLG. $ 350.03 1 1-1/2"M-120 BRONZE METER FLG. W/T.PLUG $ 362.98 1 2"M-170 BRONZE METER FLG $ 531.51 1 2"M-170 BRONZE METER FLG. W/T.PLUG $ 566.86 1 HR-E ENCODER M-25 HR-E W/ITRON ILC 5'WIRE $ 68.00 FOR 5/8"X3/4"M-25 METER 1 HR-E ENCODER M-55 HR-E W/ITRON ILC 5'WIRE $ 73.00 FOR 1"M-55 METER 1 HR-E ENCODER M-120 HR-E W/ITRON ILC 5'WIRE $ 82.00 FOR 1-1/2"M-120 METER 1 HR-E ENCODER M-170 HR-E W/ITRON ILC 5'WIRE $ 82.00 FOR 2"M-170 METER 1 HR-E ENCODER T-200 HR-E W/ITRON ILC 5'WIRE $ 92.00 FOR 2"T-200 TURBO METER TURBO METERS 1 2"T-200 BRONZE METER W/ITRON ILC 5'WIRE $ 653.00 1 2"T-200 BRONZE METER W/ITRON ILC 5'WIRE T.PLU $ 680.97 FIRE LINE METERS AND COMPOUNDS 1 3"TURBO METER W/HR-E AND ITRON ILC&STRAIN $ 1,124.00 1 3"COMPOUND METER W/HR-E AND ITRON ILC $ 1,880.00 1 4"TURBO W/HR/E AND ITRON ILC& STRAINER I $ 1,623.00 1 4"COMPOUND METER W/HR-E AND ITRON ILC $ 2,955.00 1 4" FIRE SERVICE METER W/ITRON ILC &STRAINER : $ 3,410.80 1 6"COMPOUND METER W/HR-E AND ITRON ILC $ 4,174.59 1 6"FIRE SERVICE METER W/ITRON ILC&STRAINER $ 4,136.62 1 8" CMPOUND METER W HR-E AND ITRON ILC $ 6,007.00 1 CONTINUED PAGE 1 1 8"FIRE SERVICE METER W/ITRON ILC &STRAINER $ 10,802.40 1 10" FIRE SERVICE METER W/ITRON ILC&STRAINER $ 15,000.00 FIRE HYDRANT METERS 1 TSM-450FH BPM &HR-E ENCODER $ 2,481.20 NATIONAL ---- METER&AUTOMATION ------ October 6, 2017 VIA EMAIL City of Port Arthur Mr. Lonnie Lindon, Utility Stores Supervisor PO Box 1089 Port Arthur, TX 77640 Re: Sole Source Letter Dear Mr. Lindon, This letter will confirm that Rural Pipe & Supply of Jasper, TX is the sole authorized distributor of Badger Meter utility products for the City of Port Arthur, TX. We appreciate your continued support of Badger Meter products through Rural Pipe & Supply. Sincerely, Badger Meter, Inc., DBA National Meter & Automation Rebecca L. Loomans Assistant Secretary cc: Phil Pate, Rural Pipe & Supply "k�' Badger Meter P. R. No. 19880 10/11/17ds Exhibit "B" (Contract) P. R. No. 19880 10/11/17ds PURCHASING CONTRACT AGREEMENT FOR BADGER METERS THIS AGREEMENT is made this the of , 2017, by and between an individual, firm partnership or corporation, Rural Pipe & Supply of Jasper, TX, hereinafter called "Vendor", and City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "Owner" or "City". WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, Owner and Vendor agree as follows: 1. The term of this Contract shall be for one (1) year from the date that it is signed by the City unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with thirty (30) days written notice. 2. The Vendor will provide BADGER Meters, as delineated and submitted in their quote dated October 9, 2017. 3. During the term of this Contract, the Vendor will furnish all of the materials and supplies, as stated in the specifications, described as: Badger Meters 4. The Vendor agrees to deliver all materials on an as-needed basis during the term of this contract, in an amount of $120,000.00 in the unit prices as stated the proposal dated October 9, 2017. 5. The term "Contract Documents" means and includes the following: A. Agreement B. Specifications/Quote C. Notice to Proceed 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. P. R. No. 19880 10/11/17ds IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the date first above written. SIGNED AND AGREED to on the day of , 2017. WITNESS: CONTRACTOR: Rural Pipe & Supply By: (Signature) Print Name Title SIGNED AND AGREED to on the day of , 2017. WITNESS: CITY OF PORT ARTHUR: Sherri Bellard, City Secretary Brian McDougal, City Manager cU ALS' " P.O. BOX 1540 809 VISADOR ROAD JASPER, TEXAS 75951 (409) 384-5800 FAX (409) 384-9363 QUOTATION CITY OF PORT ARTHUR 444 4TH STREET PORT ARTHUR,TEXAS 77640 j QUOTE DATE 10/9/2017 METERS&METERING SYSTEMS TERMS 8-14-17-8-13-18 QTY DESCRIPTION UNIT COST TOTAL POSITIVE DISPLACEMENT METERS & ENCODERS 1 5/8"X3/4" M-25LL BRONZE METE_R $ 44.95 1 1"M-55LL BRONZE METER $ 133.04 1 1-1/2" M-120 BRONZE METER FLG. $ 350.03 1 1-1/2"M-120 BRONZE METER FLG. W/T.PLUG $ 362.98 1 2" M-170 BRONZE METER FLG $ 531.51 1 2"M-170 BRONZE METER FLG. W/T.PLUG $ 566.86 1 HR-E ENCODER M-25 HR-E W/ITRON ILC 5'WIRE $ 68.00 FOR 5/8"X3/4"M-25 METER 1 HR-E ENCODER M-55 HR-E W/ITRON ILC 5'WIRE $ 73.00 FOR 1"M-55 METER 1 HR-E ENCODER M-120 HR-E W/ITRON ILC 5'WIRE $ 82.00 FOR 1-1/2"M-120 METER 1 HR-E ENCODER M-170 HR-E W/ITRON ILC 5'WIRE $ 82.00 _FOR 2" M-170 METER 1 HR-E ENCODER T-200 HR-E W/ITRON ILC 5'WIRE $ 92.00 FOR 2"T-200 TURBO METER TURBO METERS 1 2"T-200 BRONZE METER W/ITRON ILC 5'WIRE $ 653.00 1 2"T-200 BRONZE METER W/ITRON ILC 5'WIRE T.PLU $ 680.97 FIRE LINE METERS AND COMPOUNDS _ _ 1 3"TURBO METER W/HR-E AND ITRON ILC &STRAIN $ 1,124.00 1 3"COMPOUND METER W/HR-E AND ITRON ILC $ 1,880.00 1 4"TURBO W/HR/E AND ITRON ILC&STRAINER $ 1,623.00 1 4"COMPOUND METER W/HR-E AND ITRON ILC $ 2,955.00 1 4"FIRE SERVICE METER W/ITRON ILC&STRAINER $ 3,410.80 1 6"COMPOUND METER W/HR-E AND ITRON ILC $ 4,174.59 1 6" FIRE SERVICE METER W/ITRON ILC &STRAINER $ 4,136.62 1 8" CMPOUND METER W HR-E AND ITRON ILC $ 6,007.00 1 CONTINUED PAGE 1 1 8"FIRE SERVICE METER W/ITRON ILC &STRAINER $ 10,802.40 1 10" FIRE SERVICE METER W/ITRON ILC&STRAINER $ 15,000.00 FIRE HYDRANT METERS 1 TSM-450FH BPM &HR-E ENCODER $ 2,481.20 NATIONAL METER&AUTOMATION 7220 South Fraser Street 1 Centennial,Colorado 801121303-339-9100 October 6, 2017 VIA EMAIL City of Port Arthur Mr. Lonnie Lindon, Utility Stores Supervisor PO Box 1089 Port Arthur, TX 77640 Re: Sole Source Letter Dear Mr. Lindon, This letter will confirm that Rural Pipe & Supply of Jasper, TX is the sole authorized distributor of Badger Meter utility products for the City of Port Arthur, TX. We appreciate your continued support of Badger Meter products through Rural Pipe & Supply. Sincerely, Badger Meter, Inc., DBA National Meter & Automation Rebecca L. Loomans Assistant Secretary cc: Phil Pate, Rural Pipe & Supply t Badger Meter