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AGENDA ITEM REVIEW FORM |
7.B.
Regular City Council Meeting
- Meeting Date:
- 04/24/2024
- Department Head:
- Edgar Esparza
- Submitted By:
- Edgar Esparza, Billing & Collections Manager, Finance Department, Billing & Collections
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the acceptance and award of a contract to Dana Kepner Company, Inc. for the Water Meter Replacement Contract and Implementation of an Advanced Metering Infrastructure (AMI) System. (Edgar Esparza, Billing and Collections Manager)
SUMMARY:
Billing and Collections is seeking Council approval to accept and award the contract for the Water Meter Replacement Program and Implementation of AMI System to Dana Kepner Company, Inc.
The project consists of replacing 4,700 meters and antennas that are close to or past their life cycle. Upgrading our drive-by reading system to an AMI solution that will include the installation of two (2) base stations that will allow staff to remotely read the water meters. Also, the AMI solution will be able to read the water meters that will not be replaced. Finally, provide a customer portal for residents to be able to monitor their water usage, set up alerts, and learn about ways to reduce their water usage.
Last month, Billing and Collections solicited, through a Request for Proposal process, proposals from qualified vendors for our water meter replacement program and the installation of an advanced metering infrastructure system.
On April 4, 2024, at 10:00 AM, the office of the City Clerk received bids from Aquaflow Solutions, Inc., Mountain State Pipe & Supply, and Dana Kepner Company, Inc., at which time all bids were publicly opened in the Pedro Julian Conference Room.
Upon reviewing all three bids, Dana Kepner Company, Inc. scored the highest in our evaluation process as it was the vendor that best met all the requirements of the RFP.
The project will have a total cost of $2,761,474.63. The City will be using $2,017,065.21 from the grant received from WIFA with a matching fund of $744,409.42.
The project consists of replacing 4,700 meters and antennas that are close to or past their life cycle. Upgrading our drive-by reading system to an AMI solution that will include the installation of two (2) base stations that will allow staff to remotely read the water meters. Also, the AMI solution will be able to read the water meters that will not be replaced. Finally, provide a customer portal for residents to be able to monitor their water usage, set up alerts, and learn about ways to reduce their water usage.
Last month, Billing and Collections solicited, through a Request for Proposal process, proposals from qualified vendors for our water meter replacement program and the installation of an advanced metering infrastructure system.
On April 4, 2024, at 10:00 AM, the office of the City Clerk received bids from Aquaflow Solutions, Inc., Mountain State Pipe & Supply, and Dana Kepner Company, Inc., at which time all bids were publicly opened in the Pedro Julian Conference Room.
Upon reviewing all three bids, Dana Kepner Company, Inc. scored the highest in our evaluation process as it was the vendor that best met all the requirements of the RFP.
The project will have a total cost of $2,761,474.63. The City will be using $2,017,065.21 from the grant received from WIFA with a matching fund of $744,409.42.
Billing and Collections Division is seeking Council approval to award the contract to Dana Kepner Company, Inc. for this project for the amount of $2,761,474.63 as permitted under the City's procurement code 3.05.030 Bidding.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO ACCEPT AND AWARD A CONTRACT TO DANA KEPNER COMPANY, INC. FOR THE WATER METER REPLACEMENT PROGRAM AND IMPLEMENTATION OF AN ADVANCED METERING INFRASTRUCTURE (AMI), AS PRESENTED, AND TO APPROVE THE BUDGET TRANSFER AS STATED IN THE FISCAL IMPACT.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- Federal and City Funds
- TOTAL:
- See fiscal impact statement
- BUDGETED AMOUNT:
- See fiscal impact statement
- AVAILABLE AMOUNT TO TRANSFER:
- See fiscal impact statement
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See fiscal impact statement
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The total cost of the project will be $2,761,474.63. The City will use the moneys from the grant received from WIFA. A total of $2,017,065.21 will be grant with a match fund of $744,409.42. The project is estimated to start in May. It was not budgeted for FY2024, and we will need to process a budget transfer. The transfer will be from GL account Water Fund Capital Outlay Equipment 300-302-90000 to Water Fund Capital Outlay CIP 300-3002-90015 for the amount of $200,000.00. This amount represents the estimated costs for expenses in May and June 2024. This project is included in the proposed budget for FY2025.
Attachments
- RFP Water Meter Replacement Program and Implementation of an AMI System
- Proposed Contract
- MSPS - Proposal
- Dana Kepner - Proposal
- Aquaflow Solutions - Proposal
- Total Score of the Submittlas