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AWARD OF IFB 17-15 AND AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH DANA KEPNER COMPANY, INC., FOR LARGE WATER METERS AND PARTS
Staff Contact: Craig Johnson, P.E., Director, Water Services
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Purpose and Recommended Action
Recommendation
This is a request for City Council to award IFB 17-15; authorize the City Manager to enter into an agreement with Dana Kepner Company, Inc., (Kepner) for large water meters and parts; and approve the expenditure of funds in an amount not to exceed $150,000 for the initial one-year term; and to authorize the City Manager, at the City Manager's discretion, to extend the agreement for an additional four (4) one-year terms, not to exceed $750,000 for the entire term of the agreement.
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Background
The city has over 61,000 water meters that serve residential and commercial customers. Meters the size of 1-1/2 inches and larger for high volume customers are considered large meters. The meters range in price from $500 to over $5,000 based on the size. A residential 5/8" meter costs less than $100. Over 3,500 accounts or 6% of the total number are serviced by large meters and account for 48% of the annual billed revenue.
Analysis
The city's Materials Management Division and Water Services Department developed the solicitation requirements for large meters. An Invitation for Bid (IFB) was published on September 22, 2016 and opened on October 10, 2016. Three firms provided responses. An evaluation panel reviewed the responses and determined Kepner was the lowest responsible and responsive bidder in all material respects to the requirements and criteria set forth in the IFB.
The initial term of the agreement is for one year upon approval by Council. Bid specifications contained an option clause that will permit the city, at the discretion of the City Manager, to extend this agreement for four additional years, in one-year increments.
Previous Related Council Action
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