CITY OF POMONA
COUNCIL REPORT
November 6, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Chris Diggs, Water Resources Director
SUBJECT: AWARD BIDS TO: ZENNER PERFORMANCE METERS, INC.; ACCURATE MEASURMENT SYSTEMS; AND, UNITED WATER WORKS FOR WAREHOUSE MATERIALS RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a bid to Zenner Performance Meters, Inc., (Zenner) for the purchase of large cold water meters at the per-unit prices bid for a term of three (3) years with an extension option for up to two (2) additional years; Approve a sole source award to Accurate Measurement Systems, Inc., (AMS) for the purchase of Krohne Electromagnetic Flow Meters, for a five (5) year term, at the market prices; Award a bid to United Water Works (United), for the one time purchase of fire hydrants and hydrant guard surge protectors, at the per-unit price bid, in the amount of $327,446; and, Authorize the City Manager, or designees, to approve purchase agreements, and any extensions thereto, on behalf of the City.
EXECUTIVE SUMMARY:
The recommended actions will allow for the purchase of large customer water meters, electromagnetic production water meters, fire hydrants and hydrant guard surge protectors. This award will ensure there is an adequate supply of materials needed for new water services, replacement of damaged or aged hydrants and meters.
FISCAL IMPACT:
Anticipated purchases for the remainder of FY 2023-24 is approximately $70,000 for the purchase of large customer water meters, $50,000 for the Krohne production water meters and $327,446 for hydrants and hydrant surge protectors. Funding is available within the FY 2023-24 Water Operating Budget. All items will be purchased as inventory 571-0000-13100-000000, stored in the warehouse and charged to the Water and Sewer Operations funds as they are removed from inventory. Funding for future years will be included in each respective annual budget submission.
PREVIOUS RELATED ACTION:
None.
DISCUSSION:
The Water Resources Department (WRD) reads and maintains over 130 active large customer water meters which range in size from 3-inch to 10-inch. Industry standards for regular meter replacement programs suggest replacing meters every 10 to 15 years to ensure accurate and proper meter performance. The WRD routinely checks these large water meters for accuracy every 1-2 years. Meters which do not pass the accuracy test are replaced.
In accordance with Section 2-993.1 (4) of the City’s Purchasing Ordinance, a public notice inviting bids was posted on PlanetBids on September 20,2023; IFB # 2023-1027 where 243 vendors were notified, 16 prospective bidders downloaded the bid and 4 bids were received. After a thorough technical review of bids submitted, Zenner has been found to be the lowest responsive and responsible bidder. With Council approval, water meters will be purchased at the per unit price bid, to replace failed meters and to ensure proper metering of water usage.
Water production meters range in size of 6-inch up-to 12-inch in diameter and are used to register water that is produced from groundwater wells and surface water sources. The City has approximately 150 meters in service, most of which are Krohne meters. Staff has standardized these meters as they interface with the City’s Supervisory Control and Data Acquisition (SCADA) system. AMS is the sole sales representative in Los Angeles County for Krohne Meters (Attachment 1); therefore, staff is recommending a sole source purchase from AMS.
WRD routinely replaces fire hydrants due to being hit by vehicles, or some type of malfunction within the hydrant. Additionally, staff is seeking to purchase hydrant guard surge protectors, which reduce water loss and flooding in the event of a fire hydrant being hit in a car accident.
In accordance with Section 2-993.1 (4) of the City’s Purchasing Ordinance, a public notice inviting bids was posted on PlanetBids on September 25,2023; IFB # 2023-1029 where 433 vendors were notified, 12 prospective bidders downloaded the bid and 6 bids were received. All bids were reviewed and United Water Works was deemed to be the lowest apparent bidder for two of the five items bid. The other two items bid were Cast Iron Threaded Flanges which will award to S&J Supply and Black Steel Nipples which will award to Western Water Works. Both S&J and Western Water Works bids are under $5,000 and do not require Council approval.
Prepared by:
_____________________________
Cristina Flores
Program Assistant
Attachment No. 1 – AMS Sole Source Letter
Warehouse Materials