HomeMy WebLinkAboutPR 23206: LARGE METER CONTRACT WITH AQUA-METRIC SALES COMPANY Cur
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INTEROFFICE MEMORANDUM
Date: June 5, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR 23206—Large Meter Contract with Aqua-Metric Sales Company
I
Introduction:
The intent of this Agenda Item is to seek City Council's approval for City Manager to enter
into a contract with Aqua-Metric Sales Company of Selma, Texas for purchase of large meters.
Background:
City of Port Arthur has standardized on the use of Sensus Meters for our large commercial
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 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 $48,744.87. They are budgeted
items and will come from Account No. 410-40-215-5315-00-00-000, Water System
Maintenance.
Recommendation:
It is recommended that City Council approve PR 23206, allowing the City Manager to enter
into a contract with Aqua-Metric Sales Company for the purchase of large meters.
"Remember, we are here to serve the Citizens of Port Arthur"
PR No. 23206
6/5/23 bw
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ENTER INTO A CONTRACT FOR THE PURCHASE
OF SENSUS METERS FOR THE WATER UTILITIES
OPERATIONS DEPARTMENT WITH AQUA-METRIC
SALES COMPANY OF SELMA, TEXAS IN A NOT-TO-
EXCEED AMOUNT OF $48,744.87. FUNDS ARE
AVAILABLE IN WATER UTILITIES OPERATIONS
ACCOUNT NO. 410-40-215-5315-00-00-000, WATER
SYSTEM MAINTENANCE.
WHEREAS, Water Utilities Operations Department routinely installs and replaces water
meters throughout the City; and,
WHEREAS, the City Standard for water meters includes those 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 of Selma, Texas (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.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
PR No. 23206
6/5/23 bw
Page 1 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 to purchase water meters between City of Port Arthur
and Aqua-Metric Sales Company, in a not to exceed amount of$48,744.87, in substantially the
same form as attached as Exhibit"B"; and,
THAT, funding for this purchase is provided for in Water Utilities budget; 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
2023 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following
vote:
AYES: Mayor ;
Councilmembers:
NOES:
Thurman Bill Bartie
Mayor
ATTEST: APPROVED AS TO FORM:
1211/1
Sherri Bellard /Vat Tizeno
City Secretary City Attorney
PR No. 23206
6/5/23 bw
Page 1 of 3
APPROVED FOR ADMINISTRATION:
Ronald Burton Calvin atthews, .E.
City Manager Water Utilities Director
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
0
Kandy Daniel
Finance Director
bd \4
fton Williams, PPB
Purchasing Manager
Exhibit "A"
(Sole Source letter)
Jim Grillo SE-nsus
Sensus USA, Inc
Mid-West Director of Sales xylem
612-867-3283
jim.grillo@xyleminc.com
January 1, 2023
To Whom It May Concern:
Sensus USA, Inc is pleased to announce that Aqua Metric of Selma, TX is the
exclusive Authorized Distributor of Sensus products and Value Added Reseller (VAR)
for Sensus Services such as SaaS in the territory of Central, East and South Texas and
the state of Louisiana.
Please contact Aqua Metric for all of your Sensus needs. Purchasing Sensus products
and services from the authorized distributor for your area ensures that your products will
be properly supported and warranted.
We look forward to the opportunity of providing your firm with quality water
measurement equipment and support in the near future. Please feel free to contact me
at jim.grilloAxyleminc.com regarding this or any other matter.
Sincerely
iod
James C. Grillo
Mid-West Director of Sales
Sensus USA, Inc
Exhibit "B"
(Contract)
PURCHASING CONTRACT
AGREEMENT FOR SENSUS METERS
THIS AGREEMENT is made this the _ of , 2023, by and
between an individual, firm, partnership or corporation, Aqua-Metric Sales Company, of
Selma, Texas, hereinafter called "Vendor", and City of Port Arthur, a municipal
corporation organized under the laws of the State of Texas, hereinafter called the "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 proposals dated May 3 & May 9, 2023.
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 $48,744.87 in the unit
prices as stated the proposal dated May 3 & May 9, 2023.
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.
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 , 2023.
WITNESS: CONTRACTOR:
Aqua Metric Sales Company
SIGNED AND AGREED to on the day of , 2023.
0
ATTEST: CITY OF PORT ARTHUR:
Sherri Bellard, City Secretary Ronald Burton, City Manager
I
r
Aqua A,Metric Sales Quote QT00007267
May 03, 2023
Aqua-Metric Sales Company
Kelsey VanCleave
16914 Alamo Pkwy Bldg 2 I SELMA,TX 78154-1492
Phone: (210)967-6300 I Facsimile: (210)967-6305
Quote for: City of Port Arthur
Attention:
Address: ATTN: Utility Operations, PO Box 1089
City, State,Zip: PORT ARTHUR,TX 77641-1089
Phone: (409)983-555
Email:
Quantity Description Unit Price Line Total
4 EA OMNIT4ITRON 4"OMNI T2 ITRON 100 USG 2,576.53 10,306.12
2 EA OMNIT2ITRON 2"OMNI T2 ITRON 100 USG 1,083.59 2,167.18
1 EA OMNIT10 10"OMNI T2 ITRON 100 USG 10,154.16 10,154.16
1 EA OMNIF10ITRON 10"OMNI F2 ITRON 100 USG 20,752.21 20,752.21
This quote for the product and services named above is subject to the following terms: Subtotal 43,379.67
1.All quotes are subject to the Aqua-Metric Terms of Sales.
2.Quote is valid for thirty days. Sales Tax 0.00
3.If modifications in materials,labor or processing are required to meet new Total 43,379.67
regulations,the pricing submitted herein is subject to immediate change.
4.Freight allowed on single orders exceeding$20,000.00.
5.Net Thirty Days to Pay.
6.Returned production may be subject to a 25%restocking fee.
7.Sales Tax and/or Freight charges are approximated and may vary on final invoice.
Proprietary and Confidential Page 1 of 1
Aqua 444.Metric Sales Quote QT00007306
May 09, 2023
Aqua-Metric Sales Company
Kelsey VanCleave
16914 Alamo Pkwy Bldg 2 I SELMA,TX 78154-1492
Phone: (210)967-6300 I Facsimile: (210)967-6305
Quote for: City of Port Arthur
Attention:
Address: ATTN: Utility Operations, PO Box 1089
City, State,Zip: PORT ARTHUR,TX 77641-1089
Phone: (409)983-555
Email:
Quantity Description Unit Price Line Total
4 EA OMNIT3ITRON 3"OMNI T2 ITRON 100 USG 1,341.30 5,365.20
This quote for the product and services named above is subject to the following terms: Subtotal 5,365.20
1.All quotes are subject to the Aqua-Metric Terms of Sales.
2.Quote is valid for thirty days. Sales Tax 0.00
3.If modifications in materials,labor or processing are required to meet new Total 5,365.20
regulations,the pricing submitted herein is subject to immediate change.
4.Freight allowed on single orders exceeding$20,000.00.
5.Net Thirty Days to Pay.
6.Returned production may be subject to a 25%restocking fee.
7.Sales Tax and/or Freight charges are approximated and may vary on final invoice.
Proprietary and Confidential Page 1 of 1