HomeMy WebLinkAbout20B - AA AND PO FOR WATER METER VAULTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 1 , 2020
TITLE:
APPROVE AN APPROPRIATION
ADJUSTMENT AND AN INCREASE IN THE
PURCHASE ORDER AMOUNT WITH BIG
BEN ENGINEERING INC., KANA
SUBSURFACE ENGINEERING, AND T.E.
ROBERTS, INC., FOR WATER METER
VAULT REPLACEMENTS IN THE SHARED
AMOUNT OF $1,575,000, FOR A REVISED
TOTAL ANNUAL AGGREGATE AMOUNT
NOT TO EXCEED $2,000,000, AND EXTEND
THE TERM BY SIX MONTHS
(SPECIFICATION NO. 16-104)
(NON -GENERAL FUND)
/s/ Kristine Ridge
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1 sl Reading
❑ Ordinance on 2od Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
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FILE NUMBER
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing $575,000 of prior year fund balance in the
Water Fund, Public Works Water Revenue account and appropriate same into the Water
Meter Services, Contract Services -Professional expenditure account.
2. Authorize the City Manager to approve an increase to the blanket order contract with Big
Ben Engineering Inc., Kana Subsurface Engineering and T.E. Roberts, Inc., for water
meter vault replacement services in the shared amount of $1,575,000, for a revised annual
aggregate amount not to exceed $2,000,000, and extend the contract term by six months,
from October 31, 2021 to April 30, 2022.
DISCUSSION
On October 18, 2016, at the conclusion of a competitive bid process, the City Council approved a
three-year purchase order contract with Big Ben Engineering Inc., Kana Subsurface Engineering
and T.E. Roberts, Inc., with provision for a two-year renewal option, to provide on -call water meter
vault replacement services. The original purchase order contract was awarded in an annual
aggregate amount not to exceed $425,000, and the final two-year renewal option has been
exercised. The contract allows the Public Works Agency — Water Resources Division (Division) to
replace or repair water meter vaults and vault decks, and continues to be used as part of the
Division's annual maintenance and operations routine to ensure that meter vaults are safe for City
staff to access and for the public to walk over.
20B-1
Appropriation Adjustment and Contract Amendment for Meter Vault Services
December 1, 2020
Page 2
On November 17, 2020, City Council approved the City's implementation of the Automated
Metering Infrastructure (AMI) Project, which will replace the City's approximately 45,000 water
meters with smart meters. In order to provide for the successful execution of the AMI Project, the
Division will need to improve several existing meter vaults prior to the installation of the smart
meters. To date, the Division has identified over 60 vaults that will need to be repaired or improved.
The existing contract does not have sufficient funding, nor is the term long enough, to meet these
demands.
Staff recommends amending the existing purchase order contracts with Big Ben Engineering Inc.,
Kana Subsurface Engineering and T.E. Roberts, Inc., to enable the Division to meet the increased
demand for water meter vault replacements by extending the contract by six months to April 30,
2022, and increasing the total aggregate spending limit by $1,575,000, resulting in a new aggregate
limit of $2,000,000.
FISCAL IMPACT
The current contract approved annual expenditures of $425,000 for Fiscal Year 2020-21 as an
annual amount. Approval of the appropriation adjustment will recognize $575,000 of prior fund
balance in the Public Works Water Revenue, Prior Year Carry Forward revenue account (No.
06017002-50001) and appropriate same into the Water Meter Services, Contract Services -
Professional expenditure account (No. 06017646-62300) to fund the FY 2020-21 portion of the
requested amendment amount. The requested amendment and appropriation adjustment will
increase the annual expenditure amount for the contract by $575,000 for FY 2020-21, and
$1,000,000 will be included in the proposed budget for FY 2021-22. Funds will be expended as
shown in the table below.
Fiscal Year
Accounting Unit
Fund
Accounting Unit,
Amount
— Account #
Description
Account Description
Current Annual Contract
FY 2020-21
Water Meter Services,
(July 2020-Nov 2020)
06017646-62300
Water
Contract Services-
$425,000
Professional
Requested Amendment
FY 2020-21
Water Meter Services,
(Dec 2020-June 2021)
06017646-62300
Water
Contract Services-
$575,000
Professional
FY 2021-22
Water
Water Meter Services,
(July 2021-April 2022)
06017646-62300
Contract Services-
$1,000,000
Professional
Total:
$2,000,000
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management
Services Agency
Submitted By: Nabil Saba, P.E., Executive Director— Public Works Agency
20B-2