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HomeMy WebLinkAboutOpen Purchase Order with United Pipe and Supply for Water Meters and MXUs~~i~E IDIAN~-- P1lbi1C IDAHO Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Richard Dees DATE: November 13, 2009 SUBJECT: WATER METER AND MXU ANNUAL PURCHASE RECOMMENDED ACTION A. Move to: Mayor Tammy de Weerd Cky Ceandl Mernberti Keith Bird Brad Hoaglun Charles Rountree David Zaremtw Approve an open purchase order to buy the meters and Meter'1'ransceiver Units {MXU's) from United Pipe and Supply for an amount not to exceed $755,000. Il. DEPARTMENT CONTACT PERSONS Tom Barry, Director of Public Works 489-0372 Richard Dees, PW Utilities Operations Manager 888-5242 Rick Clinton, Water Superintendent 888-5242 Chip Hudson, Assistant Water superintendent 888-5242 Ill. DESCRIPTION A. Background This purchase continues the program we began in 2Q03 to replace the touch read meters and systems throughout the City with a radio read system. This purchase order also funds the meter replacement program, failed meter register replacement, and meters for new construction reimbursed by builders. B. Vendor Selection Page l of 3 Our meter units must be consistent with what we have installed in our system. 'lfius we must continue to install and replace failed meters with SENSUS brand equipment. We solicited and received bids from authorized vendors selling SENSUS equipment on November 9, 2009.. United Pipe and Supply is the only authorized provider and submitted a bid. IV. IMPACT A. Strate i~Lc Imp_act_: This replacement program is part of an on-going program to retrofit our meters with radio read systems. We have 2b,000 accounts and have retrofitted 17,308 meters to date. This purchase order will fund an additional 1,366 MX[J's. This purchase also funds achange-out program that replaces meter registers after 10 years of operation. The change-out program assures accuracy in .meter reading and provides us with revenue that is not diminished by poorly operating meters. Meters that fail during the year are also replaced using funds from this purchase order. Finally, this purchase allows us to sell meters to contractors when new services need to be provided. This program is consistent with our vision to provide superior customer service and reduced costs. B. Service/Delivery Imp: Purchasing this equipment will not only allow us to continue with our retrofit program, it will provide us with the necessary parts to repair failed meters and to install appropriate meters in new construction. C. Fiscallmpact: Project Costs MXU Retrofit $225,000 Meter change-out $180,000 Meter replacement $60,000 New Construction $300,000 Total $765.000 Project Funding 3410-52450 $'765,000 v. ALTERNATIVES A. Not purchasing the meters and MXU units is possible, but not practical. Delaying the MX[I installation means that we would continue to read meters in many areas using the touch read system.. The result is extra cost in the form of staff time and delayed billing to customers. Not funding meter replacements far Poge 2 of 3 failed meters and 10 year change-out program is also possible, but as meters fail, we lose revenue. Not providing contractors with meters for newly constructed facilities means again we will lose revenue. B. We could fund only the meters needed for new construction, but it jeopardize our ability to properly maintain our systems resulting in poor customer service and potentially a loss of revenue. Vl. TIME CONSTRAINTS Approval of this contract will allow us to maintain our infrastructure for this fiscal year and take care of new construction. This contract needs to be approved as soon as possible so we can begin our annual program. V11. LIST OF ATTACHMENTS A. Bid package B. United Aipe and Supply bid award Page 3 of 3 CITY OF MERIDIAN 33 EAST BROADWAY AVE. MERIDIAN, ID 83642 (208) 888-4433 Vendor Address: UNITED PIPE & SUPPLY PO BOX 6326 PORTLAND, OR 97228-6326 Item Code Description Purchase Order Attention: Chip Hudson Billing Attn: Finance 33 E Broadway Ave Address: Meridian, ID 83642 Shipping City of Meridian Address: Water Department 2235 NW 8th Meridian, ID 83646 Shipping Method: FOB: ~ Unit ater Meters, MXU's, and related water meter parts and registers Purchasing Agent: Special Instructions 11 /23/2009 truck destination Quantity Unit Price 749681.00 1.00 10-0063 Total 749,681.00 Purchase Order Total: $749,681.00 Liaison A roval• ~%_~~ Pp i~~ ate- ~ ~ Blanket Purchase Order per Bid # WT-10-10139 by Richard Walz dated 11-9-09. Not to Exceed: $748,681.00 Approved by City Council 11-24-09 60-3410-52450 Y/ r J tta W ~~, ;~. z Q Q {V 0 Z ?~ .~ -~ .. o ~E IIZ DIANg- ~J PURCHASING t?EPARTMENT 33 East Broadway Ave., Ste. 10fi, Meridian, ID 83642 Phone: (208) 489-0416 Fax: (208) 887M4813 INVITATION FOR BID BID NO. INT-10-10139 CONTRACT SPECIFICATIONS FOR: WATER METERS 2010 BEDS MUST BE RECEIVED PRIOR TO 2:30 P.M. NOVENLEER 9.2009 DELIVER T0: CITY OF MERiDtAN, PURCHASING DEPARTMENT 33 EAST BROADWAY AVE., STE. 108 MERIDIAN, ID 83842 OF VENDOR SUBMITTING BID -~ 5.t~fl1u ADDRESS: `7~ac ~QST Vic--~-ot•.1 ~t.t.~ .o~.0$-94'T -S~ay BID TQ THE CITY OF MERIDIAI`' MERIDIAN, IDAHO PURCHASING AGENT FOR: WATER METERS 2010 FOR WATER DEPARTMENT BIDS Mt. ' BE RECEIVED BY THE PURCHA~rNG DEPARTMENT 33 EAST BRQADWAY AVE., STE 106 PRIOR TQ 2:30 P.M. ON N01/EMBER 9.2009 BID NO. WT-10-10139 Name of Bidder ~ {~c•~ ~e ~, ~ Telephone ~.o R -Sy n - 83°° Type of Business: j j Individual doing business under own name ( ]Corporation [ ]Individual doing business using a firm name j ]Partnership ( ]Joint venture (Please attach Joint Venture Agreemerrt) Business Address: 7oc ~c j ~ ~ ~ ~.~ r rl~ go. ~ .L ~ ft ~ g 3 ~7 0 ~ Street City State Zip Code To the City of Meridian: The undersigned, as bidder, certifies under penalty of perjury that the only persons or parties interested in this bid as principals are those named herein as bidder, that this bid is made without collusion with any other person, firm, or corporation; that in submitting this he/she has examined the °General Conditions and Instructions to bidders" and the specifications; that he/she proposes and agrees if this bid is accepted, he/she will perform ap the work and /or furnish all the materials specified in the contract, in the manner and time therein prescribed, and aocording to the requirements as thein set forth; and that he/she uviil take in full payment therefore, the prices set forth in the attached schedule. ~ c~c:.rr ~. ~' • ~,Vc~LZ ((lre~ is ~c.l U Typed or Printed Name and Title Address (if different than above business address} Water Meter 2010 W'f-10-10139 Z Of i 1 CfTY'3 REPRESENTATIVES Purchasing Representative Keith Watts, Purchasing Agent 33 East Broadway Meridian, ID $3642 {208)888-4433 Fax {2~) ss~-4813 kw ris meridianc" .or Techrlicaf Representative Chip Hudson, Water Division 2235 NW 8~' St Meridian, I D 83642 {2os~ ass-5242 chudson (~ meridiancity. ore Any and all explanations desired by a respondent regarding the meaning or interpretation of this Invitation for Bid or any part thereof must be requested in writing. and directed to the person named as the Purchasing Representative and ac'd to the Technical Representative listed above. Violation{s; may be caused for rejection of the proposal. Dated: /i~ ~" ~_"' CITY OF MERIDIAN Water Meter 2010 WT-1o-10138 3 of 11 DECLARATION UNDER PENALTY OF PERJUY PLEA~~, ,E .READ CAREFULLY BEFORE SIGNING To be signed by authorized corporate officer or partner ar individual submit#ing the bid. EXAMPLE If bidder is: Sign: 1. An individual doing business ........................ Under own name. 2. An individual using a firm name .................... 3. A partnership ........................................... 4. A corporation .......................................... Your name only Jol1n Doe, an individual doing business as Blank Company John Doe and Richard Roe, partners doing business as Blank Company, by John Doe, Partner Blank Company by John Doer Secretary (or other title) ;c.ti•c.~~ ~ • 1.~JC.L~Z^- Il~~-i~t~c,1l~c. pc.d~ : d~.~T '~~~,J~' Typed or Printed Name nd Titer- Signature Address (it dilfereni than above business address) FOR CITY USE ONLY Bid was opened on above da#e at prescribed place. Bid bond required: [ x ] No [ j Yes Amount $ Received: [ ]Cashiers or Certified Check drawn on a Idaho bank [ j Surety Bond Purchasing Agen#~ City of Meridian Water Meier 2010 WT-10-10139 4 of I 1 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDER 1. Bid must be submitted on the form provided by and made available at the office of the City of Meridian Purchasing Department. All i#ems shall be filled in and the signatures of all persons signing shall be written Bids shall be delivered to the City Purchasing Department, 33 East Broadway Ave., Ste. 106, Meridian, ID 83642 prior to 2:30 P.M. on __NOVEMBER 9.2009. Bids, received after that time will be returned unopened to the respective bidder and will not be considered for evaluation. Mistakes must be corrected and the correction inserted; correction must be initialed in ink by the person signing the Bid. All bids shall be submitted in a sealed envelope and clearly identified on the outside to read: a) WATER METERS 2010 b) WT-10-10139 c) NOVEMBER 9, 2009 Bids shall be opened in public at 2:30 P.M, on said date. 2. Akemate bids will not be considered unless otherwise stipulated. 3. The City reserves the right to waive any informalities or minor irregularities in connection with the bids received. 4. if equipment is proposed, it is to be newest and latest model in current production. Used, remanufactured, shopworn, demonstrator, prototype or discontinued models are not acceptable unless otherwise stipulated. 5. Within thirty (30) days after the bid opening, a contract may be awarded by the City to the. lowest responsive and responsible bidder, subject to the right of the City to reject all bids, as it may deem proper in its absolute discretion. The time for awarding a contract may be extended at the sole discretion of the City. If required to evaluate bids or for such other purposes as the City may determine, unless the bidder objects to such extension in writing with his bid. In addition to price in detem~ining the most responsive and responsible, consideration steal! be given, buf not limited to: Water Meter 201 o WT-10-10139 5 of 11 a. The quality ~ i performance of the supplies to be vided by the bidder, b. The ability, capacity and skill of the bidder to perform the contract or effectuate the transaction; c. The ability of the bidder to perform the contract or effectuate the transaction within the time specrfied, without delay;; d. The charact®r, integrity, reputation, judgment, experience and efficiency of the bidder; e. The quality of bidder's performance on previous purchases by> or contracts with, the City; f. the ability of the bidder to provide future maintenance, repair parts and services for the supplies provided. 6. The City of Meridian does not discriminate on the basis of race, religion, sex, national origin, marital status, age, physical handicap, ownership by women or minorities ar sexual orientation. SUBJECT TO PARAGRAPH 3 ABOVE, THE CITY MAY NOT ACCEPT A BID (AILING TO COMPLY YYITH ANY OF THE ABOVE STATE REQUIREMENTS. Water Meter 2010 WT-10-10139 6 of 11 DECLARATION UNDER PENALTY OF PERJURY The undersigned declares: that helshe holds the position indicating below as a corporate Officer or the owner or a partner in the business entity submitting this bid; that the undersigned is informed of alf relevant facts surrounding the preparation and submission of this bid, that the undersigned knows and represents and warrants to the City of Meridian that this bid is prepared and submitted without collusion with any other person, business entity, or corporation with any interest in this bid. I decaaee under peraafty of perjury that the foregoing is true and correct. C4NTRACTOFtl1='IRM: BY: TITLE: ~.e C ; ADDRESS: oaa l~.~Sz ~ i ~~.c...~ Ct-c, DATE: ! I ~3 l v ~! water Meter 2010 wY-10-10139 „ 7 of 11 ADDITIONAL TERMS AND CONDfI'IONS EXAMINATION OF CONTRACT DOCUMENTS The bidders shall carefully examine the specifications, and satisfy themselves as to their sufficiency, and shall not at any time after submission of the bid, dispute such specifications and the directions explaining or interpreting them. AIWARD The City of Meridian reserves the right to make an award on any item, group of items in the aggregate to that/those lowest responsible contractors (s) whose bid (s) is/are most responsive to the needs of the City. The resulting agreementlpurchase order shall become effective when agreed upon by both parties, and shall expire upon (a) completion of the agreed upon services, (b) September 313, 2010 ar (c) unless sooner terminated as provided in the resulting agreemenUpurchase order. Upon mutual agreement by the City and the Contractor, the award may be extended for up to three {3) one (1) year intervals. EVALUATION tin oectionl Equipment and goods will be inspected before acceptance by an authorized representative of the City of Meridian for workmanship, appearance, proper functioning of all equipment and systems, and conformance to alt other requirements of the specifications, if deficiencies are found, it shall be the responsibility of the contractor to pick up the equipmenUgoods and replace for reinspection and acxreptance. Payment will. not be made until corrective action has been made. UANTITIES (Additions The quantity specified is not a guarantee to purchase and is based upon current known requirements and is subject to increase or decrease. Said increase or decrease will be governed by the same terms and conditions of this Invitation for Bid. 11~AARANTY / GUA,~TEE Contractor delivering equipment /goods against this specification shall guarantee that the equipment !goods meet the minimum requirements se forth herein. If it is found that the equipment /goods deiiv®red do not meet the minimum requirements of this specification, the Contractor will be required to +correct the same at the Contractor's expense. BRAND NA,~ME Sensus Brand Water Meters are required due to compliance and compatibility with existing city infrastructure. Water Meter 2010 WT-10-10139 8 of 1 I PURC1~~4,SE AGREEMENT DOCUMENTS A copy of the Notice Inviting Bids, General Conditions and Instructions to Bidders, Special Conditions, Additional Terms and Conditions, Specifications, Plans and / or Drawings, Bidder's Submittal, and any other related documents will remain on file in the office of the City Purchasing Agent. It is understood that these documents will farm the basis of the purchase agreement upon award of the contract. All materials or services supplied by the Contractor shall be in conformance with all the spec~ications contained herein and shall be In compliance with any applicable Local, State, and Federal Laws and regulations. NON-COlLUS10N STATEMENT All bidders are herby notified that, in the event a contract is awarded to a Bidder whose bid was made in collusion with other Bidders for the same equipment, the resulting contract is not enforceable against the awarding agency and may be void by that agency. BID INOUI~IES Questions, in written form, regarding. this bid should be directed to: City of Meridian Purchasing Department Attn: Keith Watts 33 East Broadway Ave., Ste. 106 Meridian, ID 83642 (20$} 489-0417 PAYMENT ANiD I VOICING Invoices, in duplicate, shag be mailed or delivered to: City of Meridian Accounts Payable 33 East Broadway Ave., Ste. 106 Meridian, ID 83642 Water Meter 2010 WY 10-10139 9 of 1 Z WATER METERS 2Qf 0 BIQ (dUMBER WT-iO-!0139 DESCRIPTION QUANTITY UNIT AMOUNT EXTENDED ALL ITEMS MUST BE SENSUS BRAND 518X 31a"SEN METR SR2 LL 10006 CHBlROCK A. BTM/PLS BNT/BRZ LCONN TOUCH-READ W/14' S0 EA ~ ~~ ~ ~D, ~r'~ ~S'~ OF W IRE LOW LEAD ~ , 3/a" SEN METR IE~G SR2 TRPLCHB/ROCK ' CIS EA ~(,~ , 6~? /rid, o Yg, Zo B. OF WIRE BTM/CI BNTBRZ LOW LEAD Wi20 I"SEN METR LL 10006 SR2 TRPL TOUCH-READ; 25 ~' ~ ©0' ~Y 001. D D ~! C. BNTBRZ LOW LEAD a ` 1 ~/~" SEN METR SR LL !0006 TRPL CHB/ROCK 25 £A ~bZ. 0(p SQ j/ SSJ• D. FLED END L/FLGS LOW LEAD . 2"SEN METR SR LL 1000E 2" TRPL CHB/ROCK 25 ~ ~ ~~' ~3 Imo ~ ~ /(o E. FLGS END LIFLGS LOW LEAD . - , S/8 X 3/a" 10006 SR2 TRPL REG/HS+G WITH PIT- EA -70 ~~ " ~~~ ~ ©~ F. LID HOUSING AND WIRE #45 HOUSING 200 , l~ 1 ~/z" IOf~G SR TRPL REG W1HSG COVERSION 10 EA ~0' ~ ~ ~~ ~ f d G. REGISTER WITH #45 HOUSING ~ H. 2" t000G SR TRPL REG W/HSG CONVERSION 10 EA ~~' g j '7V ~' 1 ~ REGISTER WITH #45 HOUSING t. !" 10006 SR2 TRPL SEN REG W/HSG 20 E,q 7d.$~ 1 yl ~~ CONVERSION REGISTER WITH #45 HOUSING ~ J. 3/4" IOOOGA SR2 TRPL REG W1HSG CONVERSION 600 ~ .~~~ $1 ~ yob, vo ~ REGISTER WITH #45 HUUStNG ~ K. 3J" #23A SR2 CI SENSUS BOTTOM 24 EA (0 , a„`~ t.. I " #23A SR2 CI SENSUS BOTTOM 5 EA ~ ~ ~ ~ M. S/8" #23B SR2 PLS SENSUS BOTTOM z0 EA ~e Q~ tU. #14B 518" SR2 SENSUS CHAMBER SO EA d~~~5~0 C). #IaB 3l"SR2 SENSUS CHAMBER 20 E,q O~ Ceti P. #14B 1"SR2 SENSUS CHAMBER 5 EA ~. 0 ~ ~ , Q, #9-A I ~/z" SR SENSUS CHAMBER 5 EA ~ ~.~~ 0~ R. 2" SR CHAMBER COMPLETE #9A 5 EA 0~ ~(~ ~ ~ S. 520R MXU SINGLE PORT. TCPLER MFG #539b 1537520017 575 EA 1~~ . v0 ~-~. 53~ ~•~ PIT PACKAGE 524R Water Mater 2014 WT-10-10139 10 of 1 ! 95b MHZ RANGE TOUCH COUPLER SINGLE FORT iWTERNRL BATTERY ONLY T. 520 MXU DUAL PORT TOUCH COUP MFG #S39b 153752~3T PIT PACKAGE 5208 956 MHZ RANGE ?960 Ea l~D~da ~© ~~~ ptl~ TOUCH COUPLER . DUAL PORT INTERNAL BATTERY ONLY U. 520 MXU TOUCH READ EXT CABLE LESS TRIPL 1754 EA ~~~ ?~ ~? ~, ~j.~© HOUSING FOR 520 , UC7 t V. 1 ~/:" X if$" RO DROP-W MTR GSKT 50 1 Yx" DROP IN METER COMPANION FLANGE EA I~,j(p -7g~Ov GASKET W. 2" X lf8" ROM DROP-IiN MTR GASKET 2" DROP Sd EA ~+ a ~ ~ 1 gs IN METER COMPANION FLANGE GASKET C , d X. ;/" X lf8" RUBBER MTR GASKET 2400 EA r~y Y, 1" X !f8" RUBBER MTR GASKET 100 Fq ~ r 1 ~ OU ToraL Blo ~~~ ~vS, 60 Total cost io include all tabor, material, equipment, freight, insurance, travel, lodging, incidental, and applicable taxes F.O.S. Prices .shall be submitted F.O.B. Destination. Certificate of Unders ndin~i The undersigned represents and warrants chat the undersigned has reviewed and understands the plans, specifications and other documents, and the undersigned is satisfied with ail conditions for performance ofi the work. The undersigned has checked carefully atl the above figures and understands that the City of Meridian will no# be responsible for any errors or omissions on the part of the undersigned in creating this bid. A e UTHUAiZE~ SIGNATURE: r - f+ 6tC_r~ f ~~ L 2 PRINT NAME DO NOT DETACH THIS SHEET -SUBMIT ENTIRE iBiD PACiKAt~f A8 YOUR BID Water Meier 20y o WT-10-10139 I I of 11