To approve the purchase of Water Meters and Parts for a one (1) year contract with four (4) one-year automatic renewals for Public Works in the estimated annual amount of $413,000 from Core and Main, LP through an existing contract; and authorizing the City Manager to execute all necessary documents.  (H-GAC WM09-20) Approved

The Public Works Department recommends awarding the 2025-0303-X Water Meters and Parts contract to Core and Main LP with an estimated annual expenditure of $413,000. Core and Main LP is the sole source authorized distributor of the Neptune Technology Group in the State of Texas.  Public Works staff evaluated the Houston-Galveston Area Council (H-GAC WM09-20) contract with Core and  Main LP and determined it will meet the department’s needs for purchasing water meters and parts.

Public Works staff are responsible for the installation of new water meters and the maintenance and repair of over 87,000 water meters. Neptune water meters were established as the city standard through the bid process and contract award on December 18, 2018. The contract term expired, and a new contract is needed to purchase water meters and repair parts to maintain the city’s water meter infrastructure.

If this contract is not awarded by the City Council, Public Works staff will not be able to purchase water meters or component parts needed for the maintenance and repair of existing Neptune water meters. This will delay meter installation for new customers and lead to revenue loss if inaccurate meters are not repaired or replaced.

The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (Houston-Galveston Area Council H-GAC WM09-20 and City of Plano Contract 2025-0303-X)

This item approves a one (1) year contract with four (4) automatic one (1) year renewals for the purchase of water meters and parts in the total estimated amount of $2,065,000 ($150,000 in FY 2024-25, $413,000 in FY 2025-26 thru FY 2028-29, and $263,000 in FY 2029-30). Funds are available in the 2024-25 Meter Services budget and all future year expenditures will occur within Council approved appropriations.

Approval of this contract relates to the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.