HomeMy WebLinkAbout11 Sole Source Procurement Water Meter Box LidsI �
To: Board of Directors
From: Neil Kaufman
Date: February 07, 2018
Subject: Consideration of a Sole Source Procurement for Water Meter Box
Lids
1. WHY THIS MATTER IS BEFORE THE BOARD
A finding by the Board is necessary to for the sole source purchase of water meter
box lids. These sole source purchases are necessary to maintain the compatibility
and functionality of the District's AMR system.
2. HISTORY
The District utilizes precast concrete boxes for a number of meter box configurations.
Prior to implementation of the automated meter reading (AMR) system, the District
used a steel lid in non -traffic areas. This steel lid was relatively easy to locate
beneath snowbanks during the winter conditions.
When the AMR system was initially deployed in 2009, the District was aware that the
steel lids would interfere with the radios that are attached to each water meter. For
the smaller concrete meter boxes, the steel lids were replaced with plastic lids. For
the larger concrete boxes, a plastic lid was not available and the District performed
modifications to the steel lids in order to accommodate the radio transmissions.
In 2013, the District began working with DFW Plastics to develop a plastic lid for the
larger concrete boxes. DFW produced two models that meet the District's needs.
These lids have a number of advantages:
1) The DFW plastic lids are cheaper than the steel lids
2) The meter radios function properly with the DFW plastic lids without any
modifications to lid. This eliminated about 1.5 hours of District labor per lid that
was spent performing modifications.
3) The plastic lids are lighter and easier for the crews to remove and replace
during maintenance activities.
The District was the first utility on the country to receive these plastic lids and DFW
remains the only manufacturer of plastic lids for these larger meter boxes.
Considering that the District was the first utility to install these plastic meter box lids,
DFW has allowed the District to purchase directly without the need to utilize a
distributor, keeping the costs for these lids a low as possible.
3. NEW INFORMATION
The Water Department has an ongoing need to purchase plastic meter box lids to
maintain functionality of the AMR system. Normally, the Public Contract Code would
require that the District competitively bid these purchases. However, the Code
(Section 3400) allows for the sole source purchase of equipment "In order to match
other products in use on a particular public improvement." The code section requires
that the awarding authority (the District) make a finding that such sole source
purchases are necessary.
In order to maintain the communication and customer service capabilities of the AMR
system, it is necessary for the District to continue utilize plastic lids for its meter
boxes. The DFW B40C and B48C lids are the only plastic lids on the market in these
sizes and a comparable product is not available from other manufacturers.
The Water Department has been purchasing lids directly from DFW Plastics since
they became available. However, there has never been a formal declaration by the
Board that the sole sourcina is necessarv. Attached is a draft resolution covering this
4. FISCAL IMPACT
Sufficient funds exist in the Water Department's approved FY 18 budget for the purchase
of water meter box water lids.
5. RECOMMENDATION
1) Adopt a resolution finding that the sole source purchase of plastic meter box lids
from DFW Plastics is necessary to maintain functionality of the District's AMR
system.
2) Authorize the purchase of plastic meter box lids as necessary in an amount not to
exceed $40,000 per calendar year.
Michael D. Holley
General Manager /Water Utility Manager
Box Luds from DFW Plastics
WHEREAS, the Water Measurement Law (SB 22J), requires that water rneters be installed an all new
commercial and residential water connections; and
WHEREAS, AB 2572 requires that all water system customers be equipped with a water meter no later
than January 'I , 2025; and
VVHEREAS, AB 25�2 also requires that customers equipped with a water meter are billed on a
volumetric basis; and
WHEREAS, the District awarded a contract for the provision or" an automated meter reading (AN1R)
system in September 2008 to enable compliance with AB 2572 and to improve the District's customer
service capabilities; and
WHEREAS, the selected meter box lids that are compatible with the AMR system are necessary for
the system to function properly; and
WHEREAS, the continued purchase of water meter box lids DFW Plastics is necessary to maintain the
compatibility and functionality of the AMR system.
The Truckee Donner Public Utility District ("District") does RESULVE as follows:
'i . The sole source purchase of water meter box lids from D1=W Plastics is necessary in arcler to
maintain the functionality or' the AMR system currently in use in the District's wafer systern.
PASSED AND ADOPTED by the Board or' Directors of the Truckee Donner Public Utility District in a
meeting duly called and held within said District an the seventh day or' February, 2018.
AYES:
NOES:
ABSENT:
ABSTAIN:
TRUCKEE DdNNER PUBLIC UTILITY DISTRICT
Tony Laliatis, President
ATTEST:
Shanna D. Kuhlemier, CMC, District Clerk