RECEIVED
CITY OF HUNTINGTON BEACH ОСТ 26 2022
Sole-Source Justification
Finance Department
(For use on all goods and services acquisitions.)
This justification document consists of two (2) pages. All information must be provided and all questions must be answered. The "Required Approvals" section must include a date for each signature, as appropriate for the transaction.
Requesting Department Information
Date: October 10, 2022
Requestor Name: Rudy Ocampo Division Manager: Alvin Papa (Type names. Do not sign.)
Department: Public Works Department Head: Sean Crumby
(Type names. Do not sign. Must be same as signature below.) Department Contact Information
Contact Name: Rudy Ocampo Street Address: 19001 Huntington Street, 92648 Telephone: 714-536-5453
Fax: 714-847-1067 Shipping Address: 19001 Huntington Street, 92648 Cellular phone: 714-907-7409
Required Contact Information
Contractor/Supplier Name: ACLARA
Contractor/Supplier Address: PO Box 207514
Contractor/Supplier City/State/Zip: Dallas, TX 75320-7514 Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:* $2,500,000 $ $250,000 annually
(*Includes original contract and previously *Includes original contract and all amendments approved amendments) (*Current amendment only) including current amendment) Provide a brief description of the acquisition, including all goods and/or services the contractor will provide:
Provide service and maintenance on Aclara RF Meter reading equipment, parts and service on said items, including purchase of replacement parts
Contract Type and Term
Contract Type: Contract Term: What account number will be used to purchase? Select One: Goods Begin: 07/01/2007 Business Unit: 50685805 Service
Goods & Services End: N/A Object Code: 84300
Required Approvals
, Department Head Finance Manager - Budget Chief Financial Officer Assistant City Manager • Denied M Approved • Denied • Approved • Denied Approved • Denied lasa деве
Signature Signature Signature
10/24/22 10/26/2022 10/20/2072 10/28/2022
Date
(Transactions exceeding $50,000
must be approved by City Council)
1 CITY OF HUNTINGTON BEACH
Sole Source Justification
(Foruse on all goods and services acquisitions.)
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW:
1. Why is the acquisition restricted to this goods/services/supplier? (Explain why the acquisition cannot be competitively bid.) Aclara Automated Infrastructure (AMI) software system and communication components are installed at- each of the approximately 55,000 water service connection meters in the City. No other AMI system is compatible with Aclara
2. Provide the background of events leading to this acquisition.
The City began a pilot program to implement an Automated Meter Infrastructure (AMI) system in 2006.
AMI provides a near continuous read of water usage from each customer's meter. This provides better accuracy of water usage amounts and also eliminates the need for the City to hire staff to manually read meters. Aclara was chosen as the vendor for the pilot program. The City recently completed a fifteen year program to convert all meters to AMI. However, the Aclara software does require an annual maintenance charge. Additionally, components do need to be replaced or repaired due to attrition.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
Aclara is a proprietary software and and communications system that is not compatible with any other product.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier?
Parts from other vendors would not be compatible with the City's AMI system, nor would a different vendor be able to service Aclara parts/software. Likewise, it would be impossible to have different systems for different parts of the City due to the need to hire additional staff for each system and store parts for each system.
5. What market research was conducted to substantiate no competition, including evaluation of other items considered?
(Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not ACLARA was selected when the City began the AMI pilot program in 2006 as they were one of the lead developers of AMI technology. The cost was considered fair and reasonable by City staff based on research done before beginning the pilot program. The City completed the conversion of its meter stock to AMI two years ago at considerable cost in both goods and staff time. Failing to continue to purchase Aclara parts would nullify this investment.
2 в. PRICE ANALYSIS
1. Hea in the bai water empater an a to of and a spirable The cost of switching to a different system has not been thoroughly researched, but converting 55,000 meters to a different system would require a large investment of time and money.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
See above
Remit completed form to: City of Huntington Beach - Purchasing Division 2000 Main Street, Huntington Beach, CA 92648-2702