Item Coversheet
  CITY COUNCIL AGENDA MEMO
MEETING DATE: 8/9/2021
DEPARTMENT:CUS
DIRECTOR:Denise Tacke, Director of Finance
AGENDA ITEM:

2019-0084-C Aclara Star Meter Units and Related Hardware

increase of award

RECOMMENDED ACTION:Approval of Contract Modification

ITEM SUMMARY

To approve an increase to the current awarded amount of $10,157,180 by $467,000, for a total contract amount of $10,624,180, for Aclara Star Meter Transmission Units and Related Installation Hardware from Core & Main LP for Customer & Utility Services; and authorizing the City Manager to execute all necessary documents. (Contract No. 2019-0084-AC; Modification No. 1) Approved

 

 

 

 

 

PREVIOUS ACTION/PRESENTATION

RFP 2019-0084-C was awarded by City Council April 22, 2019.

BACKGROUND

On April 22, 2019, City Council awarded a contract for purchase of Aclara Star Meter Transmission Units (MTU) and Related Installation Hardware for our AMR/Meter Replacement Project.

 

We are now in the second year of the project and have found that some of the original estimated quantities of items to be purchased have to be changed. In addition, we have received a request for price increase from Core & Main LP for several items, on which we agreed.

 

We were able to decrease quantities on several items.  Accounting for price change, this results in an approximate reduction of $(226,000).

 

We need to increase the MTU quantity by 3,500 units. This accounts for an approximate increase of $378,000.

 

We need to increase the quantity of meter bushings by 36,000.  Accounting for price change, this results in an approximate increase of $315,000.

 

We are requesting to increase the original award amount of $10,157,180 by $467,000 bringing the four year contract to $10,624,180.  The increase in expenditure would be covered under our current allotted funds for this project.

 

Failure to increase the awarded amount will result in the AMR/Meter Replacement Project not being completed as scheduled.

FINANCIAL SUMMARY/STRATEGIC GOALS

Funding for this item is available in the 2020-21 Water CIP and is planned for future years, as well.  The first modification to the contract for the purchase of water meters and related installation hardware for the water meter change out program, in the total estimated amount of $467,000, will leave a current year balance of $737,374 for future program expenditures

 

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.