DATE: 11/06/2024
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
2024-123
REQUEST FOR CITY COUNCIL AND
CORONA UTILITY
SUBJECT:
PURCHASE ORDER TO ENDRESS & HAUSER FOR AS-NEEDED REPLACEMENT OF
METERS FOR POTABLE WATER, RECLAIMED WATER, AND SEWER SYSTEMS EXECUTIVE SUMMARY:
This staff report asks the City Council to authorize a purchase order to Endress & Hauser for as-needed replacement of flow meters for potable water, reclaimed water and sewer systems. The Utilities Department (UD) maintains over 200 flowmeters at various water, water reclamation, and reclaimed water facilities to comply with State and Federal regulations. Endress & Hauser is the sole source provider of the exclusive standard for these meters due to their reliability and compatibility with the facilities' existing systems.
RECOMMENDED ACTION:
That the City Council:
a. Authorize the City Manager, or his designee, to issue an annual purchase order for $300,000 to Endress & Hauser for As-needed Meter Replacements through Fiscal Year 2029.
b. Determine, under Corona Municipal Code Section 3.08.140(J), that competitive bidding is not required based on the reasons provided in the "Basis for Exception to Competitive Bidding" section of this report.
c. Authorize the City Manager, or his designee, to approve amendments/change orders necessary for the execution of the work, including any rate and/or total compensation increases negotiated by the Parties made in accordance with and shall not exceed the percentage of change in the United States Bureau of Labor Statistics Consumer Price Index All Urban Consumer for Riverside, California, Area (CPI-U), for the most recent twelve (12) months for which statistics are available.
d. Authorize the City Manager, or his designee, to approve and execute any documents necessary to implement change orders, up to the amount authorized by Corona Municipal Code Section 3.08.080(I) with respect to the total compensation provided for in the attached Agreement.
That the Corona Utility Authority review, ratify, and to the extent necessary, direct the City Council to take the above actions.
BACKGROUND & HISTORY:
The Utilities Department (UD) operates and manages potable water, reclaimed water and wastewater treatment facilities, a potable water distribution system, and a sewer collection system. All of these are subject to state and federal laws and regulations. UD is required to submit electronic reports to the State Water Resources Control Board Division of Drinking Water per Title 22 of the California Code of Regulations (CCR), California Health and Safety Code (CHSC), Santa Ana Regional Water Quality Control Board per the federal Clean Water Act, and Title 40 of the Code of Federal Regulations.
Accurate flowmeters are crucial to ensure system-wide operation, measure capacity, and ensure compliance with these regulations. UD maintains over 200 flowmeters, which are essential components in the daily operations of these regulated facilities. The department has a comprehensive operations and maintenance program that ensures compliance with all state and local requirements.
State-certified operators monitor flows daily at all facilities through the Supervisory Control and Data Acquisition (SCADA) system. Maintenance staff performs monthly preventative maintenance inspections and repairs the flowmeters as needed. Endress & Hauser is the sole source provider of the Endress & Hauser magnetic flowmeters.
ANALYSIS:
For monthly preventative maintenance, staff inspects and tests the flowmeters to ensure they operate within the manufacturer's specified accuracy tolerances. Once a year, these flowmeters are verified and calibrated to manufacturers' specifications by a qualified consultant firm. Some of these flow meters reached their useful life, becoming obsolete, and must be replaced to maintain operational efficiency and compliance with regulatory standards. UD has an annual Capital Improvement Project (CIP) dedicated to replacement of flowmeters. This purchase order will allow UD to systematically replace aging and non-compliant meters, ensuring the ongoing accuracy and reliability of flow measurements across potable water and sewer systems.
BASIS FOR EXCEPTION TO COMPETITIVE BIDDING
Staff believes that an exception to competitive bidding is warranted for these as needed purchases under Corona Municipal Code Section 3.08.140(J), which states as follows:
(J) Otherwise authorized. When otherwise authorized by this chapter or applicable law.
The City Council has previously designated Endress & Hauser magnetic flowmeters as the Utilities Department exclusive standard. This designation is based on the proven reliability and success of Endress & Hauser flowmeters, which are utilized throughout UD facilities. The City Council adopted Resolution No. 2022-046 (attached), establishing specific equipment and products as sole source for potable water, water reclamation, and reclaimed water facilities. Endress and Hauser’s magnetic flowmeters are on this list as UD’s established standard for magnetic flowmeters. This ensures that all facilities are constructed with compatible and standardized equipment, reducing replacement, repair, and maintenance costs.
Staff recommends approval of purchase order for $300,000 per year, through Fiscal Year 2028, to Endress & Hauser for as-needed replacement of meters for Potable Water, Reclaimed water and Sewer Systems.
FINANCIAL IMPACT:
Funding for the recommended action is available in the Fiscal Year 2025 Utilities Department Flow Meter Upgrade at Various Locations Capital Improvement Project No.
UT-2021-05. Future funding will be recommended through the annual budget process.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15301 of the Guidelines for the California Environmental Quality Action (CEQA), which states that “operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination” and is therefore exempt from CEQA. This action involves repairs to existing infrastructure to maintain public health and safety and therefore is exempt from the requirements of CEQA. Therefore, no environmental analysis is required PREPARED BY: AFTAB HUSSAIN, MAINTENANCE MANAGER
REVIEWED BY: TOM MOODY, DIRECTOR OF UTILITIES
ATTACHMENTS:
1. Exhibit 1 – Resolution No. 2022-046