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AGENDA ITEM REVIEW FORM |
5.E.
Regular City Council Meeting
- Meeting Date:
- 05/08/2024
- 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 amending of the contract with Dana Kepner Company, Inc. for the Water Meter Replacement Program and Implementation of an Advanced Metering Infrastructure (AMI) System project to include the ARPA Terms and Conditions. (Edgar Esparza, Billing and Collections Manager)
SUMMARY:
On April 24, 2024, City Council awarded the contract for the Water Meter Replacement Program and Implementation of an Advanced Metering Infrastructure (AMI) System to Dana Kepner Company, Inc.
As the City will be using a grant received from the Water Infrastructure Financial Authority of Arizona (WIFA) to complete this project, we were required to include the ARPA Terms and Conditions in the RFP. As result, our RFP included the ARPA Terms and Conditions. However, we were informed, by WIFA, that we also need to include the ARPA Terms and Conditions in the contract.
Staff is seeking Council approval to amend the contract awarded to Dana Kepner Company, Inc. for it to include the ARPA Terms and Conditions.
As the City will be using a grant received from the Water Infrastructure Financial Authority of Arizona (WIFA) to complete this project, we were required to include the ARPA Terms and Conditions in the RFP. As result, our RFP included the ARPA Terms and Conditions. However, we were informed, by WIFA, that we also need to include the ARPA Terms and Conditions in the contract.
Staff is seeking Council approval to amend the contract awarded to Dana Kepner Company, Inc. for it to include the ARPA Terms and Conditions.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO AMEND THE CONTRACT WITH DANA KEPNER COMPANY, INC. FOR THE WATER METER REPLACEMENT PROGRAM TO INCLUDE THE ARPA TERMS AND CONDITIONS IN THE CONTRACT.
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.