Title
AN ORDINANCE APPROVING THE AWARD OF BID NO. 2017-130 FOR TWO ONE-YEAR CONTRACTS WITH THREE (3) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR COMPOUND WATER METERS TO HD SUPPLY AND DISPLACEMENT WATER METERS TO MIDWEST METER FOR THE WATER UTILITIES DEPARTMENT AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AND EXECUTE AN AGREEMENT FOR THE SAME WITH HD SUPPLY AND MIDWEST METER BY AND ON BEHALF OF THE CITY OF LEE’S SUMMIT, MISSOURI. (F&BC 12-4-17)
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Key Issues
The Water Utilities uses water meters throughout the City to measure the amount of water consumption by customers. Water Utilities Operations Division provide meters and supplies for new connections to the City's mains. Inventory levels are adjusted as changes in growth trends occur. The projected budget was based on current anticipated growth projections and specific number of meters will be determined based on new connections and need for replacements.
The Water Utilities Business Services Division uses meters for repairs and replacements. Meters are replaced as part of the meter maintenance program based on recommended replacement schedule established by American WaterWorks Association (AWWA). Meters slow as they age and consequently have a negative impact on accurate consumption and billing. Residential meters such as a 5/8" x 3/4" meter are recommended to be replaced every 15 years. Other replacements are based on the age and the volume of water that is recorded. Inventory is also necessary for meters that have been damaged or fail to operate correctly.
Background
The Procurement and Contract Services Division issued Bid Number 2017-130. The Bid was posted on the City's website, as well as the City's e-procurement system, Public Purchase, which notified 78 possible vendors and 33 suppliers accessed the bid. The bid was e-mailed directly to local suppliers. A total of three (3) firms submitted bids as of the opening date.
Based upon the evaluation of bid responses, it is recommended to split the award of Bid Number 2017-130 to HD Supply and Midwest Meter. The award of the displacement meters to Midwest Meter was based on their bid as the lowest and best bid that met bid specifications for those specifications. The award of the compound meters is recommended to HD Supply, who was the only responsive bidder for those specifications.
The Utility requested meters that would serve all the needs of the Utility through a single bid.
Proposed City Council Committee Motion: I move to recommend to the City Council approval of AN ORDINANCE APPROVING THE AWARD OF BID NO. 2017-130 FOR TWO ONE-YEAR CONTRACTS WITH THREE (3) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR COMPOUND WATER METERS TO HD SUPPLY AND DISPLACEMENT WATER METERS TO MIDWEST METER FOR THE WATER UTILITIES DEPARTMENT AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AND EXECUTE AN AGREEMENT FOR THE SAME WITH HD SUPPLY AND MIDWEST METER BY AND ON BEHALF OF THE CITY OF LEE’S SUMMIT, MISSOURI.
Proposed Council Motions:
FIRST MOTION: I move for second reading of AN ORDINANCE APPROVING THE AWARD OF BID NO. 2017-130 FOR TWO ONE-YEAR CONTRACTS WITH THREE (3) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR COMPOUND WATER METERS TO HD SUPPLY AND DISPLACEMENT WATER METERS TO MIDWEST METER FOR THE WATER UTILITIES DEPARTMENT AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AND EXECUTE AN AGREEMENT FOR THE SAME WITH HD SUPPLY AND MIDWEST METER BY AND ON BEHALF OF THE CITY OF LEE’S SUMMIT, MISSOURI.
SECOND MOTION: I move for adoption of AN ORDINANCE APPROVING THE AWARD OF BID NO. 2017-130 FOR TWO ONE-YEAR CONTRACTS WITH THREE (3) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR COMPOUND WATER METERS TO HD SUPPLY AND DISPLACEMENT WATER METERS TO MIDWEST METER FOR THE WATER UTILITIES DEPARTMENT AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AND EXECUTE AN AGREEMENT FOR THE SAME WITH HD SUPPLY AND MIDWEST METER BY AND ON BEHALF OF THE CITY OF LEE’S SUMMIT, MISSOURI.
Recommendation
Staff Recommendation: Staff recommends approval of AN ORDINANCE APPROVING THE AWARD OF BID NO. 2017-130 FOR TWO ONE-YEAR CONTRACTS WITH THREE (3) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR COMPOUND WATER METERS TO HD SUPPLY AND DISPLACEMENT WATER METERS TO MIDWEST METER FOR THE WATER UTILITIES DEPARTMENT AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AND EXECUTE AN AGREEMENT FOR THE SAME WITH HD SUPPLY AND MIDWEST METER BY AND ON BEHALF OF THE CITY OF LEE’S SUMMIT, MISSOURI.
Presenter
Presenter: Brent Boice, Assistant Director of Business Services, Lee's Summit Water Utilities
Committee Recommendation: A motion was made by Councilmember Faith, seconded by Vice Chair Edson, that this Resolution be recommended for approval to the City Council - Regular Session, due back on 12/14/2017. The vote was unanimous.