Camarillo City Council
AGENDA REPORT
Date: April 10, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Sole Source Purchase – IFlow, Inc.
BACKGROUND
The City of Camarillo currently utilizes Itron equipment for water meter reading and customer billing services. Originally purchased in January 1999, the Itron handheld devices and related software are used for the City’s combination of automated and manual water meter readings. Customer support for software and equipment repairs is no longer available, therefore the handheld devices and software must be replaced.
On June 9, 2023, a purchase order was issued to Inland Water Works Supply, Co. for the sole source purchase of replacement Itron handheld devices and software. Shortly after the purchase order was issued the company was sold, and the purchase order was canceled. Staff is now working directly with IFlow, Inc. (IFlow) as the sole source distributor of Itron equipment.
DISCUSSION
IFlow is Itron’s authorized distributor and support for the data collection and data analysis solution suite that includes Temetra cloud-based software set-up, mobile collectors, and fixed network data collection devices. As an exclusive supplier, IFlow falls under City Procurement Policy Section H.7., which permits sole source purchases of proprietary items directly sold by the distributor.
To ensure uninterrupted water meter reading and customer billing services, staff recommends the purchase of replacement Itron equipment from IFlow for the automated meter reading, including system integration, set-up, and training for Itron’s Temetra cloud- based software, for a total amount of $42,536.64. The new equipment has a delivery lead time of four to six months and must be ordered as soon as possible as the existing equipment is at the end of its useful life.
Sole Source Purchase – IFlow, Inc.
April 10, 2024
1 7
8 8
Four new iPhone devices will be purchased separately at a total cost of approximately $1,460 using available funds in the Water Division budget. The iPhone devices will serve as replacement handheld data input devices for the manual meter reading and connection to the new software.
The new equipment and software will be utilized for existing water meters and eventually will be replaced by the City’s fully automated Advanced Metering Infrastructure (AMI) system which will replace all water meters in a phased implementation project over the next few years.
Utilization of the new equipment will require a software agreement with Itron for Temetra cloud-based software. A multi-year software agreement with Itron will be prepared for City Council consideration at a future meeting.
FISCAL IMPACT
Funds for the purchase of Itron equipment from IFlow are included in the Water Utility Fund, Office Furniture and Equipment Account No. 860-3605-436.61-16, in the amount of $42,536.64.
CEQA DETERMINATIONS
City staff has determined that in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that the purchase of mobile radio units are not subject to CEQA review because it can be seen with certainty that there is no possibility that these mobile radio units may have a significant effect on the environment.
The City is replacing the existing mobile radio units without increasing the number of units.
RECOMMENDATION
1. Find the procurement of IFlow Mobile Radio devices exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines; and
2. Authorize the issuance of a purchase order to IFlow in the amount of $42,536.64, for the purchase of one (1) Itron mobile radio unit and one (1) mobile data collection unit, and Temetra cloud-based software including integration, set-up, and training.
ATTACHMENTS
1. Sole Source Letter
2. Quote No. 000338-R4
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None