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Home My WebLink AboutPR 18617: RURAL PIPE & SUPPLY PURCHASE OF BADGER METERS MEMORANDUM CITY OF PORT ART7UR tiTiLITY 09ERAT1ONS DEPARTMENT TO: John A. Comeaux, P.E. Interim City Manger FROM: John A. Tomplalt, Asst. Director of Utility Operations DATE: October 01, 2014 RE: Proposed Resolution No. 18617 RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 18617 to award the bid and authorize the execution of a contract in an annual amount not to exceed $190,000, for Residential and Small Commercial Water Meters to Rural Pipe&Supply, of Jasper, TX, for the Utility Operations Department. BACKGROUND The City has standardized on the Badger Orion radio-read system at this time (sole source for AMR meters). Rural Pipe & Supply is the only Texas distributor for Badger meters and should be considered a sole source. This award establishes unit prices for various Badger meters, associated software and hardware items. Rural Pipe & Supply has provided current Not-to- Exceed (NTE) quotes below for such meters: Badger ORION Vehicle reading system $15,238.00 "PANASONIC TOUGH BOOK HARDWARE UPDATE ORION MOBILE SYSTEM $13,125.00 UPGRADE (with trade in) HARDWARE UPDATE ORION LAPTOP ONLY $6,800.00 UPGRADE (with trade in) HARDWARE UPDATE HANDHELD $7,250.00 5/8"x3/4" M-25 LL BRONZE METER w/integral trans. $176.71 1" M-55 ;LL BRONZE METER w/integral trans $273.65 1-1/2" M-120 BRONZE METER w/integral trans $457.03 ditto w/test plug $466.68 2" M-170 LL BRONZE METER w/integral trans $601.98 2"T-200 TURBO METER w/imtegral trans $788.00 2"T-200 TURBO METER We/integral trans test plug $822.00 3"T-450 TURBO METER w/integral trans $919.00 3"T-450 TURBO METER w/integral trans test plug $952.00 4'T-1000 TURBO METER w/integral trans $1,335.00 4"T-1000 TURBO METER w/integral trans test plug $1,368.00 4" FIRE SERVICE ASSEMBLY w/2 orion trans $6,303.75 6" FIRE SERVICE ASSEMBLY w/2 orion trans $8,701.19 8" FIRE SERVICE ASSEMBLY w/2 orion trans $11,336.00 10" FIRE SERVICE ASSEMBLY w/2 orion trans $16,616.00 2" ELIPTICAL BRONZE PLATE STRAINER $306.79 3" ROUND BRONZE PLATE STRAINER $457.68 4" ROUND BRONZE PLATE STRAINER $608.30 6" ROUND BRONZE PLATE STRAINER $834.88 8" ROUND EPDXY COATED PLATE STRAINER $1,320.66 10" ROUND EPDXY COATED PLATE STRAINER $2,666.00 12" ROUND EPDXY COATED PLATE STRAINER $3,076.00 BARE DISC METERS 5/8" THRU 2" 5/8"X3/4" M-25 $44.19 1" M-55 $121.79 1-1/2" M-120 $350.03 2" M-170 $522.65 Sizing and application of these meters is determined by staff once we receive the customer requirements. We typically install around 100 residential meters per year, and much fewer large meters. 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. 18617. P. R. No. 18617 10/01/14 RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH RURAL PIPE & SUPPLY OF JASPER, TEXAS, FOR THE PURCHASE OF BADGER METERS FOR THE UTILITY OPERATIONS DEPARTMENT, IN THE NOT-TO-EXCEED AMOUNT OF $190,000.00. 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, Badger Meter sells its product through distributors exclusive to geographic areas; and, WHEREAS, the current distributor for our area (sole source) is Rural Pipe & Supply; 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 for bids 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. 18617 10/01/14 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 Rural Pipe& Supply, for the unit prices shown in Exhibit"A", in an annual not-to-exceed total amount of$190,000.00, 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: Al �� Sherri Bellard Valecia Tizeno / City Secretary City Attorney P. R. No. 18617 10/01/14 Page 3 of 3 APPROVED FOR ADMINISTRATION: cSieL'A-c.k)---A__a...- CL (1.--/- John A. Comeaux, P.E. Shawna Tubbs, CPPO, CPPB Interim City Manager Purchasing Manager 1 /, John A . Iomplai l Assis ant Director of Utilities APPROVED AS TO AVAILABILITY OF FUNDS: - Deborah Echols Director of Finance Account No. 410-1253-532.35-00 414-1621-532.85-00 P.R. No. 18617 10/01/14 Exhibit "A" (Quote) i‘v-UP !,t� f _ & PAGE 1 9/16/2014 P.O. BOX 1540 809 VISADOR ROAD JASPER, TEXAS 75951 (409) 384-5800 _ FAX (409) 384-9363 CITY OF PORT ARTHUR 9/16/2014 444 4TH STREET PORT ARTHUR,TEXAS 77641 C/O JOHN TOMPLAIT METER QUOTATION 10-1-2014 THRU 10-1-2015 1 Badger ORION Vehicle reading system $15,238.00 "PANASONIC TOUGH BOOK 1 HARDWARE UPDATE ORION MOBILE SYSTEM $13,125.00 UPGRADE (with trade in) 1 HARDWARE UPDATE ORION LAPTOP ONLY $6,800.00 UPGRADE (with trade in) 1 HARDWARE UPDATE HANDHELD $7,250.00 1 5/8"x3/4" M-25 LL BRONZE METER w/integral trans. $176.71 1 1" M-55 ;LL BRONZE METER w/integral trans $273.65 1 1-1/2" M-120 BRONZE METER w/integral trans $457.03 1 ditto w/test plug $466.68 1 2" M-170 LL BRONZE METER w/integral trans $601.98 1 2"T-200 TURBO METER w/imtegral trans $788.00 1 2"T-200 TURBO METER We/integral trans test plug $822.00 1 3"T-450 TURBO METER w/integral trans $919.00 1 3"T-450 TURBO METER w/integral trans test plug $952.00 1 4'T-1000 TURBO METER w/integral trans $1,335.00 1 4"T-1000 TURBO METER w/integral trans test plug $1,368.00 1 4" FIRE SERVICE ASSEMBLY w/2 orion trans $6,303.75 1 6" FIRE SERVICE ASSEMBLY w/2 orion trans $8,701.19 1 8" FIRE SERVICE ASSEMBLY w/2 orion trans $11,336.00 1 10" FIRE SERVICE ASSEMBLY w/2 orion trans $16,616.00 CONTINUED PAGE 2 QTY DESCRIPTION UNIT COST TOTAL STRAINERS 2" ELIPTICAL BRONZE PLATE STRAINER $306.79 3" ROUND BRONZE PLATE STRAINER $457.68 4" ROUND BRONZE PLATE STRAINER $608.30 6" ROUND BRONZE PLATE STRAINER $834.88 8" ROUND EPDXY COATED PLATE STRAINER $1,320.66 _ 10" ROUND EPDXY COATED PLATE STRAINER $2,666.00 12" ROUND EPDXY COATED PLATE STRAINER $3,076.00 BARE DISC METERS 5/8"THRU 2" 5/8"X3/4" M-25 $44.19 _ 1" M-55 $121.79 _ 1-1/2" M-120 $350.03 _ 2" M-170 $522.65 P. R. No. 18617 10/01/14 Exhibit "B" (Contract) P. R. No. 18617 10/01/14 PURCHASING CONTRACT AGREEMENT FOR BADGER METERS THIS AGREEMENT is made this the of , 2014, by and between an individual, firm partnership or corporation, Rural Pipe & Supply of Jasper, TX 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 BADGER Meters, as delineated and submitted in their quote dated September 16, 2014. 3. During the term of this Contract, the Vendor will furnish all of the materials and supplies, as stated in their attached quote, described as: Badger 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 $190,000.00 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. Specification&/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. 18617 10/01/14 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: Rural Pipe & Supply SIGNED AND AGREED to on the day of , 2014. WITNESS: CITY OF PORT ARTHUR: City Secretary City Manager C & 3 , PAGE 1 9/16/2014 P.O. BOX 1540 809 VIS ADOR ROAD JASPER, TEXAS 75951 (409) 384-5800 FAX (409) 384-9363 CITY OF PORT ARTHUR 9/16/2014 444 4TH STREET PORT ARTHUR,TEXAS 77641 C/O JOHN TOMPLAIT METER QUOTATION 10-1-2014 THRU 10-1-2015 1 Badger ORION Vehicle reading system $15,238.00 "PANASONIC TOUGH BOOK 1 HARDWARE UPDATE ORION MOBILE SYSTEM $13,125.00 UPGRADE(with trade in) 1 HARDWARE UPDATE ORION LAPTOP ONLY $6,800.00 UPGRADE (with trade in) 1 HARDWARE UPDATE HANDHELD $7,250.00 1 5/8"x3/4"M-25 LL BRONZE METER w/integral trans. $176.71 1 1" M-55 ;LL BRONZE METER w/integral trans $273.65 1 1-1/2" M-120 BRONZE METER w/integral trans $457.03 1 ditto w/test plug $466.68 1 2" M-170 LL BRONZE METER w/integral trans $601.98 1 2"T-200 TURBO METER w/imtegral trans $788.00 1 2"T-200 TURBO METER We/integral trans test plug $822.00 1 3"T-450 TURBO METER w/integral trans $919.00 1 3"T-450 TURBO METER w/integral trans test plug $952.00 1 4'T-1000 TURBO METER w/integral trans $1,335.00 1 4"T-1000 TURBO METER w/integral trans test plug $1,368.00 1 4" FIRE SERVICE ASSEMBLY w/2 orion trans $6,303.75 1 6" FIRE SERVICE ASSEMBLY w/2 orion trans $8,701.19 1 8" FIRE SERVICE ASSEMBLY w/2 orion trans $11,336.00 1 10" FIRE SERVICE ASSEMBLY w/2 orion trans $16,616.00 CONTINUED �_®...._�............._.__.....--_._..__....___.._.._._._ __..._._.� -. ,,.--- _ _ PAGE 2 QTY DESCRIPTION UNIT COST TOTAL STRAINERS 2" ELIPTICAL BRONZE PLATE STRAINER $306.79 3" ROUND BRONZE PLATE STRAINER $457.68 4" ROUND BRONZE PLATE STRAINER $608.30 6" ROUND BRONZE PLATE STRAINER $834.88 8" ROUND EPDXY COATED PLATE STRAINER $1,320.66 _10" ROUND EPDXY COATED PLATE STRAINER $2,666.00 12" ROUND EPDXY COATED PLATE STRAINER $3,076.00 BARE DISC METERS 5/8"THRU 2" _ 5/8"X3/4" M-25 _ $44.19 1" M-55 _ $121.79 1-1/2" M-120 _ $350.03 2" M-170 $522.65