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Home My WebLink AboutPR 19879: AQUA-METRIC SALES COMPANY CONTRACT ,, ,..„, City of /; 4 nr1 rtltu _ T INTEROFFICE MEMORANDUM Date: October 5, 2017 To: The Honorable Mayor and City Council Through: Brian McDougal, City Manager From: Jimmie Johnson, Ph.D., Assistant City Manager RE: PR 19879—Large Meter Contract with Aqua-Metric Sales Company 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 Aqua-Metric Sales Company for purchase of large meters. Background: City of Port Arthur has standardized on the radio-read system through Itron. Itron is the sole supplier for automated meter reading systems; with the addition of an inexpensive universal transmitter, adaption can be made to our existing large Sensus meters. These large Sensus meters offer a superior product that is routinely less expensive in many applications. Aqua- Metric Sales Company is the only Texas distributor for Sensus meters and should be considered a sole source. Fire service meters measure the amount of water used through fire suppression and/or fire sprinkler systems; in certain large applications, they can be used for normal water consumption. This award establishes unit prices for various large Sensus meters. Aqua-Metric Sales Company has provided current Not-to-Exceed (NTE) quotes below for such Sensus meters: Item Unit Price 3" Omni T2 Turbo meter, flanged w/test plug $ 1,003.20 3" Omni C2 compound AMR meter, flanged $ 1,436.16 4" Omni T2 Turbo Meter $ 1,924.71 "Remember,we are here to serve the Citizens of Port Arthur" or! rthur Texu.s 4" Omni C2 compound AMR meter, flanged $ 2,472.36 4" Omni F2 Meter Compact $ 5,560.73 6" Omni C2 compound AMR meter, flanged $ 4,248.69 6" Omni F2 Meter Compact $ 7,390.95 8" Omni C2 Compound Meter $ 6,845.04 8" Omni F2 Meter Compact $11,050.40 10" Omni F2 Meter Compact $15,793.40 3"Fire Hydrant turbo meter w/backflow preventer $ 1,524.56 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: The total budgetary impact for these meters is not to exceed $280,000.00. They are budgeted items and will come from either account no. 410-1253-539.35-00, Water System Maintenance, for routine replacement meters, or account no. 414-1621-532.85-00, Water System, for new water services. Recommendation: It is recommended that City Council approve PR 19879, allowing the City Manager to enter into a one-year contract with Aqua-Metric Sales Company for large meters. "Remember, we are here to serve the Citizens of Port Arthur" P. R. No. 19879 10/05/17 ds Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR THE PURCHASE OF SENSUS METERS FOR THE UTILITY OPERATIONS DEPARTMENT WITH AQUA METRIC SALES COMPANY OF RIVERSIDE, CALIFORNIA IN THE AMOUNT OF $280,000.00. FUNDS ARE AVAILABLE IN UTILITY OPERATIONS ACCOUNT NOS. 410-1253- 532.35-00, WATER SYSTEM MAINTENANCE, AND 414- 1621-532.85-00,WATER SYSTEM. WHEREAS, Water Utilities Department routinely installs and replaces meters throughout the City; and, WHEREAS, the City standard for meters includes those as manufactured by Badger Meter and Sensus; and, WHEREAS, Sensus sells its product through distributors exclusive to geographic areas; and, WHEREAS, the current distributor and sole supplier for our area is Aqua Metric Sales Company; 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 supplier for quotes has been evaluated by Water Utilities Department 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. 19879 10/05/17 ds 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 the CITY OF PORT ARTHUR and Aqua Metric Sales Company, for the unit prices shown in Exhibit "A", in an annual amount of $280,000.00, as shown in the contract attached as Exhibit"B"; and, THAT, funding for this material is provided for in the Utility Operations budget in account numbers 410-1253-532.35, Water System Maintenance, and 414-1621-532.85-00, Water System; and, THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED THIS day of 2017, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Derrick Freeman Mayor ATTEST: APPROVED FOR ADMINISTRATION: Sherri Bellard Brian McDougal City Secretary City Manager P. R. No. 19879 8/28/17 ds Page 3 of 3 Jimmie Johnson, Ph.D. Assistant City Manager APPROVED AS TO FORM: rit Valecia ize o Clifton Williams, CPPB City Attorney Purchasing Manager APPROVED AS TO THE AVAILABILITY OF FUNDS• ) Pi Andrew V squez, C A Director of Finance P. R. No. 19879 8/28/17 ds Exhibit "A" (Quote) Aqua AA q A Metric August 23,2017 Kristy Segarra-Manager,Bids&Proposals 6700 Guada Coma Drive•Schertz,TX 78154 Phone:(210)967-6300•Fax:(210)967-6305 Email:kristy.segarra@aqua-metric.com www.aqua-metric.com Quote for City of Port Arthur Attention Lonnie Linden Address 111 H.O.Mills Bvd. City,State,ZIP Port Arthur,Texas 77640 Phone: (409)983-8562 Email: lonnie.linden@portarthurtx.gov Quantity Description Unit Price Extended 1 5/8"x 3/4"SRII Meter with TRPL Encoded Itron ILC Register USG $136.64 $136.64 1 1"SRII Meter with TRPL Encoded Itron ILC Register USG $212.73 $212.73 1 1 1/2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG $436.41 $436.41 1 1 1/2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG-With Test Port $440.68 $440.68 1 2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG $600.26 $600.26 1 2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG-With Test Port $604.54 $604.54 1 2"OMNI T2 Turbo Meter with TRPL Encoded Itron ILC Register USG $810.95 $810.95 1 2"OMNI T2 Turbo Meter with TRPL Encoded Itron ILC Register USG $810.95 $810.95 1 3"OMNI T2 Turbo Meter with Itron Inline Connector USG $1,003.20 $1,003.20 1 3"OMNI C2 Compound Meter with Itron Inline Connector USG $1,436.16 $1,436.16 1 4"OMNI T2 Turbo Meter with Itron Inline Connector USG $1,924.71 $1,924.71 1 4"OMNI C2 Compound Meter with Itron Inline Connector USG $2,472.36 $2,472.36 1 4"OMNI F2 Compact Fire Service Meter with Itron ILC USG $5,560.73 $5,560.73 1 6"OMNI C2 Compound Meter with Itron Inline Connector USG $4,248.69 $4,248.69 1 6"OMNI F2 Compact Fire Service Meter with Itron ILC USG $7,390.95 $7,390.95 1 8"OMNI C2 Compound Meter with Itron Inline Connector USG $6,845.04 $6,845.04 1 8"OMNI F2 Compact Fire Service Meter with Itron ILC USG $11,050.40 $11,050.40 1 10"OMNI F2 Compact Fire Service Meter with Itron ILC USG $15,793.40 $15,793.40 1 3"OMNI H2 Fire Hydrant Meter w/Techno-Check Valve,Sensus Encoded Register and Couplings $1,524.56 $1,524.56 This quotation on the product and services named,may be subject to the conditions noted below: 1.Net 30 Days to Pay 2.Freight Allow on orders over$5,000 3.All quotes are valid until September 30,2018 4.Return product may be subject to 25%restocking fee P. R. No. 19879 8/28/17 ds Exhibit "B" (Contract) 10/05/17 ds PURCHASING CONTRACT AGREEMENT FOR SENSUS METERS R. No. 19879 THIS AGREEMENT is made this the of , 2017, by and between an individual, firm partnership, or corporation, Aqua Metric Sales Company, of Riverside, CA, 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 not limited to, funding not being available in any budget cycle with thirty (30) days written notice. 2. The Vendor will provide SENSUS Meters, as delineated and submitted in their proposal dated August 23, 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: SENSUS Meters 4. The Vendor agrees to deliver all materials on an as-needed basis during the term of this contract, in a not-to-exceed maximum amount of $280000.00 in the unit prices as stated the proposal dated August 23, 2017. 5. The term "Contract Documents" means and includes the following: A. Agreement B. Specifications/Proposal 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. 19879 10/05/17 ds 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: Aqua Metric Sales Company SIGNED AND AGREED to on the day of , 2017. WITNESS: CITY OF PORT ARTHUR: Sherri Bellard Brian McDougal City Secretary City Manager dAAt Aqua q 4 Metric August 23,2017 Kristy Segarra-Manager,Bids&Proposals 6700 Guada Coma Drive•Schertz,TX 78154 Phone:(210)967-6300•Fax:(210)967-6305 Email:kristy.segarra@aqua-metric.com www.aqua-metric.com Quote for City of Port Arthur Attention Lonnie Linden Address 111 H.O.Mills Bvd. City,State,ZIP Port Arthur,Texas 77640 Phone: (409)983-8562 Email: lonnie.lindenPportarthurtx.gov Quantity Description Unit Price Extended 1 5/8"x 3/4"SRII Meter with TRPL Encoded Itron ILC Register USG $136.64 $136.64 1 1"SRII Meter with TRPL Encoded Itron ILC Register USG $212.73 $212.73 1 1 1/2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG $436.41 $436.41 1 1 1/2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG-With Test Port $440.68 $440.68 1 2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG $600.26 $600.26 1 2"OMNI R2 Residential Meter with TRPL Encoded Itron ILC Register USG-With Test Port $604.54 $604.54 1 2"OMNI T2 Turbo Meter with TRPL Encoded Itron ILC Register USG $810.95 $810.95 1 2"OMNI T2 Turbo Meter with TRPL Encoded Itron ILC Register USG $810.95 $810.95 1 3"OMNI T2 Turbo Meter with Itron Inline Connector USG $1,003.20 $1,003.20 1 3"OMNI C2 Compound Meter with Itron Inline Connector USG $1,436.16 $1,436.16 1 4"OMNI T2 Turbo Meter with Itron Inline Connector USG $1,924.71 $1,924.71 1 4"OMNI C2 Compound Meter with Itron Inline Connector USG $2,472.36 $2,472.36 1 4"OMNI F2 Compact Fire Service Meter with Itron ILC USG $5,560.73 $5,560.73 1 6"OMNI C2 Compound Meter with Itron Inline Connector USG $4,248.69 $4,248.69 1 6"OMNI F2 Compact Fire Service Meter with Itron ILC USG $7,390.95 $7,390.95 1 8"OMNI C2 Compound Meter with Itron Inline Connector USG $6,845.04 $6,845.04 1 8"OMNI F2 Compact Fire Service Meter with Itron ILC USG $11,050.40 $11,050.40 1 10"OMNI F2 Compact Fire Service Meter with Itron ILC USG $15,793.40 $15,793.40 1 3"OMNI H2 Fire Hydrant Meter w/Techno-Check Valve,Sensus Encoded Register and Couplings $1,524.56 $1,524.56 This quotation on the oroduct and services named,may be subject to the conditions noted below; 1.Net 30 Days to Pay 2.Freight Allow on orders our:55,000 3.All quote,are valid until September 30,20t8 4.Return product may he subject to 25%restocking fee