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Home My WebLink AboutPR 20635: BADGER METERS . ..... . 4 City of urr rtu—' ry h -- :,:: T INTEROFFICE MEMORANDUM Date: January 7. 2019 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Dr. Hani Tohme, P.E., Director of Water Utilities and Donald Stanton, Asst. Director of Water Utilities RE: PR 20635 —Badger Meters 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, Texas, for residential and small commercial water meters. They are a sole source vendor. The projected budgetary impact is $120,000.00. Funds are available in Accounts 410-1253-532.35-00 (Water System Maintenance)and 414-1621-532.85-00 (Water System, for new meters/new construction). Background: The City has standardized meters throughout the city, namely, the Badger meter with Itron automatic meter reading. It is the sole source for 5/8" to 2" Badger meters. Rural Pipe & Supply is the only Texas distributor for Badger meters and is 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 (see attachment). 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. "Remember,we are here to serve the Citizens of Port Arthur" 4 City of ur1 rliru� _ Texas 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. Recommendation: It is recommended that City Council approve PR 20635, allowing City Manager to enter into a one-year contract with Rural Pipe and Supply of Jasper, Texas, for residential and small commercial water meters, in the projected budgetary impact amount of $120,000.00. Funds are available in Accounts 410-1253-532.35-00 and 414-1621-532.85-00. "Remember,we are here to serve the Citizens of Port Arthur" P.R. No.20635 01/15/19 to Page 1 of 3 RESOLUTION NO. A RESOLUTION AWARDING THE CONTRACT FOR THE PURCHASE OF BADGER METERS FOR THE WATER UTILITIES DEPARTMENT WITH RURAL PIPE & SUPPLY OF JASPER, TEXAS, IN THE PROJECTED BUDGETARY IMPACT 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, the Water Utilities Utility 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, 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 letter is attached as Exhibit A,NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: P. R. No. 20635 01-15-19 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 ''B", in an annual projected budgetary impact 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 2019, at a Regular Meeting of City Council of City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Derrick Freeman Mayor ATTEST: APPROVED FOR ADMINISTRATION: Sherri Bellard Harvey Robinson City Secretary Interim City Manager P. R. No. 20635 01-15-19 Page 3 of 3 APPROVED AS TO FORM: �� v/7 '11n Valecia TizI LudLie err Clifton Williams, CPPB City Attorney Purchasing Manager Dr. Hani Tohme, P.E. Director of Water Utilities APPROVED AS TO THE AVAILABILITY OF FUNDS: Andrew Vasquez, C A Director of Finance P. R. Na. 20635 01/15/19 to Exhibit "A" (Sole Source Letter) NATIONAL ••- METER&AUTOMATION 7220 South Fraser Street 1 Centennial,Colorado 80112 l 303-339-9100 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 �'�t,(�u.c.c_.sic-Pv�►� Rebecca L. Loomans Assistant Secretary cc: Phil Pate, Rural Pipe & Supply Wholly owned distributor of REI edger Neter P. R. No. 20635 01/15/19 to Exhibit "B" (Contract and Unit Prices) P. R. No. 20635 01/15/19 to PURCHASING CONTRACT AGREEMENT FOR BADGER METERS THIS AGREEMENT is made this the of , 2019, 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, with the option to renew for an additional year. 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 August 29, 2018. 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, for the unit prices stated (attached) in the proposal dated August 29, 2018. 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. 20635 01/15/19 to 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 , 2019. WITNESS: CONTRACTOR: Rural Pipe & Supply By: (Signature) Print Name Title SIGNED AND AGREED to on the day of , 2019. WITNESS: CITY OF PORT ARTHUR: Sherri Bellard, City Secretary Harvey Robinson, Interim City Manager RAL-PIPEA-SUPPL PAGE 1 P.O. BOX 1540 809 VISADOR ROAD JASPER, TEXAS 75951 (409) 384-5800 FAX (409) 384-9363 QUOTATION CITY OF PORT ARTHUR t--- 111 H.O. MILLS ROAD PORT ARTHUR,TEXAS 77640 QUOTE DATE 8/29/2018 QTY DESCRIP'T1O'N UNIT COSH TOTAL POSITIVE DISPLACEMENT METERS&ENCODERS BADGER METERS 400 M25, 5/8"X3/4" BRONZE METER $ 47.00 $18,800.00 50 M55 1"BRONZE METER $ 136.00 $6,800.00 5 M120 1-112"BRONZE METER ; $ 351.00 $1,755.00 10 M120 1-1/2"BRONZE METER W/TEST PLUG _ j $ 363.00 $3,630.00 5 M170 2" BRONZE METER 1 $ 532.00 , $2,660.00 10 M170 2"BRONZE METER W/TEST PLUG $ 567.00 ; $5,670.00 • 400 HR-E ENCODER M-25 W/ITRON ILC 5' $ 71.00 $28,400.00 50 HR-E ENCODER M-55 W/ ITRONILC5' $ 73.00 $3,650.00 15 HR-E ENCODER M-120 W/ITRON ILC 5' _ $ 82.00 $1,230.00 25 HR-E ENCODER M-170 WI ITRON ILC 5' $ 82.00 $2,050.00 • 2 HR-E ENCODER T-200 WI ITRON ILC 5'TURBO $ 93.00 $186.00 TURBO I COMPOUND I METERS 2 2"T-200 TURBO W/HR-E ENCODER&ITRON ILC $ 695.00 $ 1,390.00 _ ROUND FLANGE • 5 2"T-200 TURBO W/HR-E ENCODER& ITRON ILC $ 720.00 $ 3,600.00 ELIPTICAL FLANGE AND TEST PLUG FIRE LINE METERING ASSEMBLIES _ 1 3"T-450 TURBO W/HR-E ENCODER, ITRON ILC,5' ` $ 1,103.00 $ 1,103.00 INTEGRAL STRAINER&TEST PLUG 1 3"CSM COMPOUND W/HR-E ENCODERS&ITRON $ 1,851.00 $ 1,851.00 ILC'S 1 4"T-1000 TURBO W/HR-E ENCODER, ITRON ILC 5' $ 1,597.20 $ 1,597.20 INTEGRAL STRAINER&TEST PLUG CONTINUED PACE 2 QTY DESCRIPTION UNIT COST TOTAL FIRE LINE METERING ASSEMBLIES 1 4"CSM COMPOUND W/HR-E ENCODERS&ITRON $ 2,913.00 $ 2,913.00 ILC'S 1 14"FSA-4 FIRE SERVICE ASSY.W/2"TURBO BY-PASS $ 6,187.00 $ 6,187.00 `& 1 SHUT OFF VALVE,TEST PORT, DETECTOR _JCHECK VALVE, HR-E ENCODERS AND ITRON ILC'S 1 16"CSM COMPOUND W/HR-E ENCODERS& ITRON $ 4,178.00 $ 4,178.00 ILC'S 1 6"FSA-6 FIRE SERVICE ASSY.W/2"TURBO BY PASS $ 8,637.00 $ 8,637.00 & 1 SHUT OFF VALVE,TEST PORT, DETECTOR $ - CHECK VALVE, HR-E ENCODERS AND ITRON ILC'S $ - 1 8"CSM-8 COMBO DI W/HR-E ENCODERS& ITRON $ 6,120.00 $ 6,120.00 ILC'S $ - `1 8"FSA-8 FIRE SERVICE ASSY W/2"TURBO BY PASS _ $ 11,279.00 $ 11,279.00 &1 SHUT OFF VALVE,TEST PORT, DETECTOR $ - CHECK VALVE, HR-E ENCODERS AND ITRON ILC'S $ - 1 10"FSA-10 FIRE SERVICE ASSY W/2"TURBO BY-PAS $ 14,936.00 $ 14,936.00 &1 SHUT OFF VALVE,TEST PORT, DETECTOR CHECK VALVE, HR-E ENCODERS AND ITRON ILC'S $ - MISCELLANEOUS ITEMS $ 5 3" FH METER W/BACKFLOW PREVENTER AND HR-E $ 2,702.00 $ 13,510.00 ENCODER NO CONNECTIONS $ - .__� TSM-450FH -----_. .--- ---._ i .. �$ - • $ _ R t0:1) tAirifee $ - -HIL ` A $ - SALES ..._ I $ $ - ! $ $ - $ $ - $ - $ - I 1