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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />DECEMBER 1 , 2020 <br />TITLE: <br />APPROVE AN APPROPRIATION <br />ADJUSTMENT AND AN INCREASE IN THE <br />PURCHASE ORDER AMOUNT WITH BIG <br />BEN ENGINEERING INC., KANA <br />SUBSURFACE ENGINEERING, AND T.E. <br />ROBERTS, INC., FOR WATER METER <br />VAULT REPLACEMENTS IN THE SHARED <br />AMOUNT OF $1,575,000, FOR A REVISED <br />TOTAL ANNUAL AGGREGATE AMOUNT <br />NOT TO EXCEED $2,000,000, AND EXTEND <br />THE TERM BY SIX MONTHS <br />(SPECIFICATION NO. 16-104) <br />(NON -GENERAL FUND) <br />/s/ Kristine Ridge <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1 sl Reading <br />❑ Ordinance on 2od Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For_ <br />CK�7►111►U1q�iC�. <br />FILE NUMBER <br />RECOMMENDED ACTION <br />1. Approve an appropriation adjustment recognizing $575,000 of prior year fund balance in the <br />Water Fund, Public Works Water Revenue account and appropriate same into the Water <br />Meter Services, Contract Services -Professional expenditure account. <br />2. Authorize the City Manager to approve an increase to the blanket order contract with Big <br />Ben Engineering Inc., Kana Subsurface Engineering and T.E. Roberts, Inc., for water <br />meter vault replacement services in the shared amount of $1,575,000, for a revised annual <br />aggregate amount not to exceed $2,000,000, and extend the contract term by six months, <br />from October 31, 2021 to April 30, 2022. <br />DISCUSSION <br />On October 18, 2016, at the conclusion of a competitive bid process, the City Council approved a <br />three-year purchase order contract with Big Ben Engineering Inc., Kana Subsurface Engineering <br />and T.E. Roberts, Inc., with provision for a two-year renewal option, to provide on -call water meter <br />vault replacement services. The original purchase order contract was awarded in an annual <br />aggregate amount not to exceed $425,000, and the final two-year renewal option has been <br />exercised. The contract allows the Public Works Agency — Water Resources Division (Division) to <br />replace or repair water meter vaults and vault decks, and continues to be used as part of the <br />Division's annual maintenance and operations routine to ensure that meter vaults are safe for City <br />staff to access and for the public to walk over. <br />20B-1 <br />