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  AGENDA ITEM NO. H.7.       
Meeting Date: 06/16/2020  

SUBJECT:
Authorize a sole source purchase order of Neptune water meters from Ferguson Waterworks in an amount not to exceed $129,705.43 and determine that approval of this purchase order is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Chow)
MOTION(S):

Should the City Council determine that staff's recommendations are appropriate, the following motions are provided:
  1. I move City Council determine approval of a sole source purchase order of Neptune water meters from Ferguson Waterworks is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and
     
  2. I move City Council authorize the issuance of a sole source purchase order to Ferguson Waterworks in an amount not to exceed $129,705.43 for the purchase of Neptune water meters.
RECOMMENDATION:

Staff recommends City Council authorize the issuance of a sole source purchase order to Ferguson Waterworks in an amount not to exceed $129,705.43 for the purchase of Neptune water meters and determine this action is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act.
 
DISCUSSION:

The City's Municipal Utilities and Engineering Department regularly purchase Neptune water meters from Ferguson Waterworks (Ferguson). The City has standardized the use of Neptune water meters for replacement and new installations of water meters as Neptune's products are proven to be of excellent quality with great factory support. Furthermore, standardizing with Neptune meters has improved maintenance activities and reduced spare parts inventories. Ferguson has also worked with the City for many years and provided outstanding customer service with quick turn-around for special order parts. Finally, should the City decide to convert to advanced meter infrastructure (AMI), existing meters can be retrofitted with a Neptune register with AMI, rather than having to replace the entire meter.

As part of the City's Meter Replacement Program staff ran a report of current non-registering meters and identified 70 water meters needing replacement. These water meters range in size from 3/4-inch to 10-inch. When a water meter is non-registering, customer usage has to be estimated for billing purposes. It is crucial to be able to replace these water meters as soon as possible to ensure accurate water usage measurement and billing. In accordance with City's purchasing policy, staff is requesting a sole source purchase order be issued to Ferguson for water meters in the amount not to exceed $129,705.43. Ferguson is the sole distributor of Neptune water meters, reading systems, replacement parts, automated meter networks, and other value-added services in California. If Neptune products are purchased from an out-of-state distributor, all warranties associated with the water meters will be void.

Approval of the sole source purchase order from Ferguson Waterworks is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act as the authorization of the sole source purchase of Neptune water meters will not have a significant impact on the environment. 
ALTERNATIVES:

City Council may elect to not award a sole source purchase order to Ferguson Waterworks for Neptune water meters. 
STRATEGIC PLAN:


C-20 Utility Technology Program - Identify technology deficiencies within infrastructure and operations to improve service and decrease cost.

 
SUBMITTED BY:
Rudolph S. Chow, P.E., Municipal Utilities and Engineering Director

RECOMMENDED BY:
Charles M. Duggan Jr., City Manager

REVIEWED BY:
Daniel J. McHugh, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
Kevin O. Watson, Utilities Operations Manager
Ross Wittman, Senior Project Manager

PREPARED BY:
David Newland, Water Distribution Superintendent
  

Fiscal Impact
Fiscal Year: 2019-20
Revenue Generating: Yes
Appropriation Required Y/N: No
Amount: $129,705.43
Budgeted Y/N: Yes
Account No.: 503403
Discussion:
The purchase of Neptune Water Meters is budgeted for FY19-20 in the Water Projects Fund.
Attachments
Attachment A - Sole Source Request - Ferguson Quote - Neptune Letter


    

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