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Home My WebLink AboutPR 22455: BADGER METERS & REGISTERS 0 on,of J ti, r1/t r 7 INTEROFFICE MEMORANDUM Date: March 18, 2022 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Calvin Matthews, Water Utilities Director RE: PR 22455 —Badger Meters & Registers Introduction: The intent of this Agenda Item is to seek City Council's approval for City Manager to enter into a contract with Rural Pipe and Supply of Jasper, Texas, for residential and small commercial water meters and registers. They are a sole source vendor. The projected budgetary impact is $240,000.00. Funds are available in Account No. 410-40-215-5315-00-00- 000, Water System Maintenance. Background: The City has standardized on Badger meters and registers with Itron automatic meter reading. Rural Pipe& Supply is the only Texas distributor for Badger meters and registers is considered a sole source. This award establishes unit prices for various Badger meters and associated hardware items. Rural Pipe & Supply has provided current quotes below for such meters (see attachment)through December 31, 2022. 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. 410-40-215-5315-00-00-000, Water System Maintenance. Recommendation: It is recommended that City Council approve PR 22455, authorizing the City Manager to enter into a contract with Rural Pipe and Supply of Jasper, Texas as described/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" PR No. 22455 3/18/22 bw Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A 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 $240,000.00. FUNDS ARE AVAILABLE IN ACCOUNT NO. 410-40-215-5315-00-00- 000,WATER SYSTEM MAINTENANCE. WHEREAS,the Water Utilities Utility Department routinely installs and replaces meters throughout the City; and, WHEREAS, the City standard for meters includes those 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: PR No. 22455 3/18/22 bw 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$240,000.00, as shown in the contract attached as Exhibit"B"; and, THAT,funding for this material is provided for in Water Utilities 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 2022, 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 ATTEST: APPROVED FOR ADMINISTRATION: Sherri Bellard Ronald Burton City Secretary City Manager PR No. 22455 3/18/22 bw Page 3 of 3 APPROVED AS TO FORM: i, tohteipu- Valecia Tiz no Clif 073 fton illiams CPPB City Attorney Purchasing Manager 444i !li Calvin Matthews, P.E. Water Utilities Director APPROVED AS TO THE AVAILABILITY OF FUNDS: l' c,,,o,vn,,,,,_,D Kandy Daniel Interim Director of Finance Exhibit "A" (Sole Source Letter) 4545 W Brown Deer Road Badger Meter PO Box245036 Milwaukee,Wisconsin 53224-9536 414-355-0400 1800-876-3837 wwwbadgermeter.com March 18, 2022 The City of Port Arthur 444 4th Street Port Arthur, TX 77640 RE: Sole Source Letter To Whom It May Concern: This correspondence confirms that Rural Pipe and Supply is the sole authorized distributor of Badger Meter products and services for the City of Port Arthur. In the event you have any questions regarding this correspondence, we can be reached by telephone at 800-876-3837 ext. 16229 or via email at bidsgbadgermeter.com. Sincerely, BADGER METER, INC. Jennifer A. Dunk Assistant Secretary and Proposal Lead Exhibit "B" (Contract and Unit Prices) PURCHASING CONTRACT AGREEMENT FOR BADGER METERS THIS AGREEMENT is made this the of _ , 2022, 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 through December 31, 2022 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 and Registers, as delineated and submitted in their quote on February 21, 2022. 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 & Registers 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 quote submitted February 21, 2022. 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. 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 , 2022. WITNESS: CONTRACTOR: Rural Pipe & Supply By: (Signature) Print Name Title SIGNED AND AGREED to on the day of , 2022. ATTEST: CITY OF PORT ARTHUR: Sherri Bellard, City Secretary Ronald Burton, City Manager IuR.--PIPE-- -SUP Ly PAGE 1 Jasper, Texas Todd Stott-Metering Solutions Mobile:409-381-9098 Email: toddstott@ruralpipe.com QUOTATION QUOTE GOOD TIL • 12/31/2022 CITY OF PORT ARTHUR,TEXAS Quote Date: 2/21/2022 ANNUAL METER QUOTE QTY PRODUCT DESCRIPTION UNIT PRICE AMOUNT STOCK: - - I HR-E ENCODER for M25 DISC METER with ITRON $ 88.28 EA. HR-E ENCODER for M55 DISC METER with ITRON $ 88.28 EA. _ HR-E ENCODER for M120 DISC METER with ITRON $ 88.28 EA. HR-E ENCODER for M170 DISC METER with ITRON $ 88.25 EA. '5/8"x3/4"M25 DISC METER $ 61.88 EA. 1"M55 DISC METER $ 148.50 EA. 1-1/2" M120 DISC METER $ 431.25 EA. 2"M170 DISC METER $ 643.09 EA. MASS PURCHASE 1500-2000: HR-E ENCODER for M25 DISC METER with ITRON $ 83.08 EA.