Print Staff Summary Report

8.B.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Patrick O'Connor, Water Services Specialist

Date:

03/27/2024

Meeting Date:

04/02/2024

TITLE:

Consideration and Approval of Contract: Approve multiple contracts for the purchase of water meters for the City of Flagstaff Water Services Division in a FY2023-24 budgeted amount not to exceed $1,012,718.

STAFF RECOMMENDED ACTION:

Approve contract(s) with Core and Main Supply, Metron Farnier, Mountain States Pipe and Supply, Zenner USA, and/or Aquaflow Solutions for the purchase of water meters in a FY2023-24 budgeted amount not to exceed $1,012,718; and
Authorize the City Manager to execute all necessary documents.

Executive Summary:

FY2023-24 budget included $212,718 for Water Distribution water meters (new installations/maintenance) and an amount not to exceed $800,000 for the Radio Read Program water meters (upgrades) capital project. Staff solicited for companies to provide these materials/services and the following companies responded:

Core and Main Supply
Metron Farnier
Mountain States Pipe and Supply
Zenner USA
Aquaflow Solutions.

Staff has determined that it is in the best interest of the City to enter into water meter contract(s) with each of these companies independently with a budgeted FY2023-24 total amount not to exceed $1,012,718 to allow for flexibility in purchasing. With this flexibility Water Services will continue to maintain, install and upgrade both the potable and reclaim water meters within our distribution systems.

Financial Impact:

The FY2023-24 budget and ongoing budget for Water Distribution water meters (new installations/maintenance): #202-08-303-1055-0-4360 in the amount of up to $212,718.

The FY2023-24 budget for Radio Read Program water meters (upgrades) capital project: #202-08-370-3170-0-4461 in the amount of up to $800,000.

Policy Impact:

None.

Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan:

Priority Based Budget Key Community Priorities and Objectives

High Performing Governance:

Serve the public by providing high quality customer service.
Implement and communicate innovative and efficient local government programs, new ideas, and best practices.

Sustainable, Innovative Infrastructure:

Deliver outstanding services to residents through a healthy, well-maintained infrastructure system

Carbon Neutrality Plan

Sustainable Consumption:

SC-2 Encourage sustainable consumption.

Water Security:

WS-1 Improve water infrastructure and expand water reuse.
WS-3 Continue to support water conservation efforts across the Flagstaff community.

Regional Plan

Goal WR.2 Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Goal WR.3 Satisfy current and future human water demands and the needs of the natural and renewable water resources and strategic conservation measures.
Goal WR.4 Logically enhance and extend the City's public water, wastewater, and reclaimed water services including their treatment, distribution, and collection systems in both urbanized and newly developed areas of the City to provide an efficient delivery of service.

Has There Been Previous Council Decision on This:

No.

Background and History:

The recommended award was procured by Purchasing staff through a formal solicitation. An Invitation for Bid (IFB) was posted on PlanetBids from September 11, 2023 to October 2, 2023, and an advertisement was placed in The Arizona Daily Sun on September 16, 2023 and September 23, 2023. Five companies submitted bids: Aquaflow Solutions, Core and Main Supply, Metron Farnier, Mountain States Pipe and Supply, and Zenner USA. After reviewing all the bids, all bids were considered to be fair and competitive and will be utilized by Water Services.

Attachments:

Core and Main Contract

Metron Farnier Contract

AquaFlow Contract

Zenner Contract

Mountain States Contract