Title
Resolution to Approve the Purchase of Water Meters and Supplies from Mountain States Pipe and Supply Company ($1,450,000.00, ITB No. 4675)
Memorandum
Attached for approval is a resolution to authorize the purchase of water meters and supplies from Mountain States Pipe and Supply Co. in the amount not to exceed $1,450,000.00.
This resolution will authorize the purchase of meters needed to complete the Large Meter Replacement Project as outlined in the City’s approved Capital Improvements Plan (CIP), as well as purchase other meter supplies and smaller meter inventory for operational needs. The large meter replacement project will replace meters and meter transmission units (MTUs) in commercial buildings and multifamily residential buildings throughout the City. The data communicated via the MTU provides usage data for the purposes of billing. The Large Meter Replacement Project is necessary due to likelihood of failure of the aging large meters and MTUs within the system, many of which are already exhibiting signs of decreased reliability and functionality. A meter failure will result in a loss or inaccurate water/sewer use data.
In response to Invitation to Bid No. 4675, one (1) bid was received on May 4, 2021.
Mountain States Pipe and Supply Company provided a qualified bid that met the City’s bid specifications. The bid came in at $1,729,295.00, a summary of the bid is attached.
Total quantities needed were adjusted using current project information resulting in an award that is lower than the bid. Staff is recommending award of a purchase order to Mountain States Pipe and Supply Co. in the amount not to exceed $1,450,000.00.
Bid pricing is firm from May 4, 2021 through June 30, 2023 and may be extended by agreement of the parties for up to two (2) additional one (1) year periods subject to a 3% yearly increase in prices and subject to the annual appropriation of funds.
Mountain States Pipe and Supply Co. complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The FY 2022-2027 Capital Improvements Plan (CIP) includes funding for the Large Meter Replacement Project (UT-WS-22-20). Funding for the project is included in the approved Water Supply System and Sewage Disposal System Capital Budgets. Funding for operational purchases is included in approved FY22 Water Supply System and Sewage Disposal System Operating Budgets, and future Water Supply System and Sewage Disposal System Budgets if so approved by Council.
Staff
Prepared by: Ron Hoeft, Public Works Engineer
Reviewed by: Molly Maciejewski, Public Works Unit Manager
Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, It is appropriate to replace large meters and meter transmission units throughout the City due to risk of battery or meter failure, which would lose water/sewer use data;
Whereas, Public Works published ITB 4675 and one bid was received and publicly opened on May 4, 2021;
Whereas, Mountain States Pipe and Supply Co. provided a qualified bid that met the City’s bid specifications;
Whereas, Bid pricing is firm from May 4, 2021 through June 30, 2023;
Whereas, Funding for this purchase is included in the approved Water Supply System and Sewage Disposal System Operations and Maintenance and Capital Budgets; and
Whereas, Mountain States Pipe and Supply Co complies with the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That a purchase order in the amount not to exceed $1,450,000.00 is approved with Mountain States Pipe and Supply Co for water meters and supplies;
RESOLVED, That the City Administrator be authorized to extend bid pricing for up to two additional years subject to a 3% increase in unit prices provided both parties agree to an extension and subject to the availability of funds;
RESOLVED, That the City make the following declaration for the purpose of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expects to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.