HomeMy WebLinkAboutPR 21111: PURCHASE OF 4,000 ITRON ERT'S City of -
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INTEROFFICE MEMORANDUM
Date: October 10, 2019
To: The Honorable Mayor and City Council
Through: Ron Burton, Interim City Manager
From: Donald Stanton, Interim Director of Water Utilities
RE: PR 21111 —Purchase of 4,000 Itron ERT's
Introduction:
The intent of this Agenda Item is to seek City Council's approval for City Manager to purchase
4,000 residential and small commercial water meter electronic transmitters. Transmitters are sole
source from Itron through Republic Meter Inc, of Dallas, Texas. The total price for these
transmitters is $276,000.00 and will be charged to Water Utilities Dept., Water Distribution Div.,
Account No. 410-1253-532.35-00, Water System Maintenance. Another funding source is the
Harvey account, 147-2300-901.35-00, split whether to replace those damaged in Harvey or for
new service.
Background:
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. The transmitters
are from a sole-source vendor,the letter is attached.
Budget Impact:
This equipment will cost $276,000.00 and will be maintained in our warehouse inventory until
installation. The equipment is to be charged to the Water Utilities Dept., Water Distribution Div.,
Account No. 410-1253-532.35-00, Water System Maintenance, and Harvey Account No. 147-
2300-901.35-00.
Recommendation:
It is recommended that City Council approve PR 21111, allowing City Manager to purchase
residential and small commercial water meter electronic transmitters.
"Remember,we are here to serve the Citizens of Port Arthur"
P. R. No. 21111
10/10/19 bw
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF
4,000 ITRON ELECTRONIC METER TRANSMITTERS
FOR WATER UTILITIES DEPARTMENT FROM
REPUBLIC METER, INC. OF DALLAS, TEXAS, WITH A
TOTAL PROJECTED BUDGETARY IMPACT OF
$276,000.00. FUNDS ARE AVAILABLE IN WATER
UTILITIES/WATER DISTRIBUTION, ACCOUNT NO.
410-1253-532.35-00, WATER SYSTEM MAINTENANCE,
AND HARVEY ACCOUNT NO. 147-2300-901.35-00.
WHEREAS,the purchase of electronic transmitters is needed to address the current
Encoder receiver transmitter(ERT) failures and projected replacement needs; and,
WHEREAS, additional electronic transmitters, which are used for the City's residential
and small commercial water meters, are to be available as needed for new installations; and,
WHEREAS, the City standard for these transmitters is Itron transmitters; and,
WHEREAS, staff currently projects this number of transmitters to meet the needs of
operations for approximately 12 months; and,
WHEREAS, the current distributor and sole source for our area is Republic Meter, Inc.,
of Dallas, Texas (see Exhibit"A"); 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,
P. R. No. 21111
10/10/19 bw
Page 2 of 3
WHEREAS, the sole source for bids has been evaluated by Water Utility Operations and
Purchasing (quote sheet attached as Exhibit"B").
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT, the City Manager of City of Port Arthur is hereby authorized and directed to
purchase 4,000 Electronic Transmitters from Republic Meter, Inc., of Dallas, Texas, in the total
amount of$276,000.00; and,
THAT,funding for this material is to be charged to 410-1253-532.35-00 and Harvey 147-
2300-901.35-00; 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:
Thurman"Bill" Bartie
Mayor
•
P. R. No. 21111
10/10/19 bw
Page 3 of 3
ATTEST: APPROVED FOR ADMINISTRATION:
Sherri Bellard Ron Burton,
City Secretary Interim City Manager
APPROVED AS TO FORM:
V � Q /. Lig,.
Valecia Tizeno Clifton " illiams, CPPB
City Attorney Purchasing Manager
Donald Stanton
Interim Director of Water Utilities
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
Kandy Daniel
Interim Director of Finance
EXHIBIT "A"
(Sole Source Letter)
Itron
Knowledge to Shape Your Future
October 18, 2019
Marolean Blanchette
City of Port Arthur
111 W.H.O. Miles Blvd.
Port Arthur, Texas 77641
(409)983-8562
Dear Marolean:
Please accept this letter as verification that Republic Meter, Inc is the sole source Authorized Itron
Distributor for all of the Itron products including: 100W+radio devices, Itron software, and other Itron
parts for the City of Port Arthur,TX.
If you have any questions, please do not hesitate to call on me.
Best Regards,
Todd M. Miller
Account Executive- Itron
214-738-3081
2111 North Molter Road tel 509-924-9900
Liberty Lake,WA 99019 fax 509-891-3355
www.itron.com toll-free 800-635-5461
P. R. No.21111
10/10/19 bw
Page 6 of 3
EXHIBIT "B"
(Quote)
Republic Meter Inc. Quote
L.- 3839 McKinney Ave,
Suite 155-218
Dallas,TX 75204
)( (214) 215-2224
accounting@republicmeter.com
ADDRESS SHIP TO
Rhonda Standberry Rhonda Standberry
City of Port Arthur City of Port Arthur
PO BOX 1089 111 W H.O. Mills Blvd.
Accounts Payable (Water Water Warehouse
Warehouse) Port Arthur, TX 77641
Port Arthur,Texas 77641
QUOTE# DATE EXPIRATION DATE
19-1696 10/10/2019 09/30/2020
SHIP VIA
Ground
ACTIVITY QTY RATE AMOUNT
ERW-1300-402 4,000 69.00 276,000.00
100W+, Encoder with Integral Connector& Antenna
Connector
FOB. Pricing Good till September 30,2019. TOTAL $276,000.00
Accepted By Accepted Date