AGENDA CAPTION:
Title
Consider approval of Resolution 2018-38R, approving the purchase of water meters and registers from Aqua Metric Sales Company in the estimated amount of $3,248,801.50 over five years; authorizing the City Manager or his designee to execute the appropriate purchase documents on behalf of the City; and declaring an effective date.
Body
Meeting date: 3/20/2018
Department: Public Services Department - T. Taggart, Executive Director (By Rachel Shelton, Purchasing Specialist, Senior
Amount & Source of Funding
Funds Required: $3,248,801.50 FY18-22
Account Number: 22006333-53087
Funds Available: $482,000 FY108
Account Name: Supplies-Meters
Fiscal Note:
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Goal #5 Maintain & Improve City's Infrastructure
Goal # 7 Maintain Fiscal Responsibility
Goal #8 Provide efficient & effective delivery of services
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Background Information:
On April 18, 2017 Resolution #2017-68R was approved by Council approving the purchase of Sensus Water Meters from Aqua Metric Sales Company as a sole source procurement for the Public Services Department, Water/Wastewater Utilities Division. The Local Government Code, Section 252.022(7) permits a limited exemption from the competitive bidding process if the items to be purchased are available from only one sole source. However, the City no longer considers Aqua Metric Sales Company to be a sole source procurement for Sensus water meters and registers due to the ability to purchase directly from the manufacturer.
On January 11, 2018, the City received one (1) bid for Water Meters and Registers (IFB 218-059). According to the terms and conditions of the bid, the City has the right to award a contract or contracts to a bidder on the basis of total low bid for each section.
The Public Services Department, Water/Wastewater Utilities Division, has reviewed all bids and recommends awarding a contract to the lowest and most responsive and responsible bidder, Aqua Metric Sales Company located in Schertz, Texas.
The water meters and registers will be used to keep up with the City’s ten-year change-out plan for existing connections as well as the substantial growth in businesses and both single-family and multi-family connections requiring new meter installations.
The estimated amount of the contract is $1,189,893.92. However, the contract does allow for additional quantities as needed. The projected requirements to keep up with the ten-year change-out plan and new installations requiring multiple sizes are estimated as follows:
FY18 - $481,437.50
FY19 - $884,369.50
FY20 - $1,076,063.50
FY21 - $336,805.50
FY22 - $470,125.50
These estimated totals do not include replacement of meters due to unforeseen damage, which should be minimal.
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
Staff recommends awarding the contract to Aqua Metric Sales Company.