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Home My WebLink AboutPR 18586: PURCHASE OF SENSUS METERS , UTILITY OPERATIONS DEPARTMENT WITH AQUA METRIC SALES COMPANY MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: John A. Comeaux, P.E., Interim City Manager FROM: John A. Tomplait, Assistant Director of Utility Operations DATE: September 17, 2013 RE: Proposed Resolution No. 18586 RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 18586 to authorize the execution of a contract in an annual amount not to exceed $170,000, for Large Compound & Fire Service Water Meters to Aqua-Metric Sales Company, of Riverside, CA. for the Utility Operations Department. The distributor is located in Schertz, Texas. BACKGROUND The City has standardized on the Badger Orion radio-read system (sole supplier for AMR meters), but which can be easily adapted to our existing large Sensus meters with the addition of an inexpensive Universal Transmitter. 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 water used through fire suppression and/or fire sprinkler systems, but in certain large applications 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 $ 941.91 3" Omni C2 compound AMR meter, flanged $ 1,360.90 4" Omni T2 Turbo Meter $ 1,833.70 4" Omni C2 compound AMR meter, flanged $ 2,363.68 4" Omni F2 Meter Compact $ 5,550.66 6" Omni C2 compound AMR meter, flanged $ 4,082.70 6" Omni F2 Meter Compact $ 7,387.44 8" Omni C2 Compound Meter $ 6,595.30 8" Omni F2 Meter Compact $11,060.00 10" Omni F2 Meter Compact $15,820.00 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/FISCAL EFFECT This equipment will be maintained in our Warehouse inventory and charged to the appropriate account when used; #410-1253-532.35-00 for routine replacement meters/equipment, #414- 1621-532.85-00 for new customer meters/connections. SUMMARY I recommend that the City Council approve Proposed Resolution No. 18586. P. R. No. 18586 9/17/14 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 NOT-TO-EXCEED AMOUNT OF $170,000.00. FUNDS ARE AVAILABLE IN UTILITY OPERATIONS ACCOUNT NOS. 410-1253-532.35-00 & 414-1621-532.85-00. WHEREAS, the Utility Operations 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 for our area (sole supplier) 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 Utility Operations 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. 18586 9/17/14 Page 2 of 3 THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute, on behalf of the 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 not-to-exceed amount of$170,000, as shown in the contract attached as Exhibit`B"; and, THAT, funding for this material is provided for in the Utility Operations 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 2014 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Deloris Prince Mayor ATTEST: APPROVED AS TO FORM: .\ 0k-1- Sherri Bellard Va ecia Tizeno City Secretary City Attorney P. R. No. 18586 9/17/14 Page 3 of 3 APPROVED FOR ADMINISTRATION: if ,EAU,L John A. Comeaux, P.E. Shawna Tubbs, CPPB Interim City Manager Purchasing Manager �J -L. I. ohn A. Tompl.'t : istant Director of Utilities APPROVED AS TO AVAILABILITY OF FUNDS: 4I4. . i Deborah Echols P Director of Finance Account No. 410-1253-532.35-00 414-1621-532.85-00 P. R. No. 18586 9/17/14 Exhibit "A" (Quote) Aqua Metric Sales Company � 6700 Guada Coma Dr. Aqu Schertz, Texas 78154 M etr Phone: (210) 967-6300 Fax: (210)967-6305 16-Sep-14 Quote for: Lonnie Linden City of Port Arthur lonnie.linden(a portarthurtx.gov Quantity Description Price Each Extended 1 3" Omni T2 Turbo Meter $941.91 $941.91 1 3" Omni C2 Compound Meter $1,360.90 $1,360.90 1 4" Omni T2 Turbo Meter $1,833.70 $1,833/0 1 4" Omni C2 Compound Meter $2,363.68 $2,363.68 1 4" Omni F2 Meter - Compact $5,550.66 $5,550.66 1 6" Omni C2 Compound Meter $4,082.70 $4,082.70 1 6" Omni F2 Meter — Compact $7,387.44 $7,387.44 1 8" Omni C2 Compound Meter $6,595.30 $6,595.30 1 8" Omni F2 Meter — Compact $11,060.00 $11,060.00 1 10" Omni F2 Meter— Compact $15,820.00 $15,820.00 No charge for freight for orders over $10,000 Net 30 days to pay. Prices quoted are good until 03/31/2015 A 25% Restock Fee will be applied to all returned product Kristy Hedgepeth Billy Madrid Inside Sales Texas Division Territory Manager Aqua-Metric Sales Company Aqua-Metric Sales Company kristy.hedgepeth(cr�aqua-metric.com billy.madrid@a.aqua-metric.com P. R. No. 18586 9/17/14 Exhibit "B" (Contract) P. R. No. 18586 9/17/14 PURCHASING CONTRACT AGREEMENT FOR SENSUS METERS THIS AGREEMENT is made this the of , 2014, by and between an individual, firm partnership or corporation, Aqua Metric Sales Company, of Riverside, CA hereinafter called "Vendor", and the 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 proposal dated September 16, 2014. 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 $170,000.00 in the unit prices as stated the proposal dated September 16, 2014. 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. 18586 9/17/14 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 , 2014. WITNESS: CONTRACTOR: Aqua Metric Sales Company SIGNED AND AGREED to on the day of , 2014. WITNESS: CITY OF PORT ARTHUR: City Secretary City Manager Aqua Metric Sales Company qua � 6700 Guada Coma Dr. ® Schertz, Texas 78154 Metric Phone: (210) 967-6300 Fax: (210)967-6305 16-Sep-14 Quote for: Lonnie Linden City of Port Arthur lonnie.linden(a'portarthurtx.gov Quantity Description Price Each Extended 1 3" Omni T2 Turbo Meter $941.91 $941.91 1 3" Omni C2 Compound Meter $1,360.90 $1,360.90 1 4" Omni T2 Turbo Meter $1,833.70 $1,833.70 1 4" Omni C2 Compound Meter $2,363.68 $2,363.68 1 4" Omni F2 Meter - Compact $5,550.66 $5,550.66 1 6" Omni C2 Compound Meter $4,082.70 $4,082/0 1 6" Omni F2 Meter— Compact $7,387.44 $7,387.44 1 8" Omni C2 Compound Meter $6,595.30 $6,595.30 1 8" Omni F2 Meter — Compact $11,060.00 $11,060.00 1 10" Omni F2 Meter — Compact $15,820.00 $15,820.00 No charge for freight for orders over $10,000 Net 30 days to pay. Prices quoted are good until 03/31/2015 A 25% Restock Fee will be applied to all returned product Kristy Hedgepeth Billy Madrid Inside Sales Texas Division Territory Manager Aqua-Metric Sales Company Aqua-Metric Sales Company kristy.hedgepeth(a�aqua-metric.com billy.madridcaq.ua-metric.corn