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2. Award Bid - Water Meters4DCity of Kalispell Public Works Department Post Office Box 1997, Kalispell, Montana 59903-1997 - Telephone (406)758-7720, Fax (406)758-7831 REPORT TO: Mayor and City Council FROM: James C. Hansz, P.E., Director of Public Works SUBJECT: Award Bid — Water Meter Replacement Project, Materials MEETING DATE: September 3, 2002 BACKGROUND: The fiscal year 2002/2003 Water budget includes appropriations of $385,000.00 and $40,000.00 for the purchase of new single jet water meters to replace existing worn and malfunctioning conventional meters, and to provide new single jet meters to new customers. Meter specifications were developed based on the very successful results of the Phase 1 commercial meter replacement program completed last year. A total of 1,785 meters are to be supplied in sizes ranging from % inch to 2 inch. Two bids were received by the due date and opened August 22, 2002. Bids were received from Metron- Farnier, totaling $320,385.00, and from Hughes Supply, totaling $251,120.15. Following analysis of the bids it was determined that the material to be supplied under the Hughes bid did not meet the required specifications for warranty, accuracy, NSF 61 standard for lead content in the metal case alloy, and were not of the required single jet design. As a result, the Hughes bid was determined to be non -responsive and was rejected. The bid from Metron-Farnier complied with all specifications and was deemed acceptable. The bid amount is within the budgeted funds available. Bid tabulations and staff memo are attached for reference. RECOMMENDATION: Award the contract to supply Single Jet Water Meters to Metron-Farnier. ACTION REQUESTED: AT CITY COUNCIL MEETING OF SEPTEMBER 3 — MOTION TO AWARD METRON-FARNIER A CONTRACT TO SUPPLY SINGLE JET WATER METERS. FISCAL EFFECTS: Expenditure of budgeted funds totaling $320,38500. ALTERNATIVES: As suggested by the City Council Respectfully Hansz, P.E. Chris A. Kukulski of Public Works C Engineer City Manager Report compiled August 23, 2002 Attachment: Bid Recommendation September 3, 2002 Award Bid Single Jet Water Meters Interoffice Memo To: Jim Hansz, Public Works Director From: Terri Loudermilk, Administrative Coordinator Date: 8/23/02 Re: Single Jet Water Meter Bids The 2002/2003 Water budget includes an appropriation of $40,000 for new water meter installations and $385,000 for the Phase I Residential Meter Change -out Project, a project that will replace approximately 1/3 of the City's water meters. Specifications were designed for a single jet potable water meter that meets our low flow expectations and put out for bid. On August 22, 2002 two bids were received and are summarized below: Metron-Farnier $320,385.00 Hughes Supply $251,120.15 Both bids are within the available budget. However, after reviewing the bids it was determined that Hughes Supply's bid was non -responsive due to the fact that they bid a multi jet meter rather than the single jet meter that was specified. The multi jet meter that Hughes bid is not able to register the low flows that we require. Therefore, it is my recommendation that Metron-Farnier be awarded the bid to supply the City of Kalispell with single jet water meters for the fiscal year 2003. SINGLE JET POTABLE YVATER METER SPECIFICATIONS All items listed below shall be delivered to 1400 1" Ave West, Kalispell, MT. The meters shall be in accordance with the Specifications. Bid Est. Total Unit Total Item Descrip-tio, Quanti1y Price Price 1 3/4" x %" Water Meter Equipped 1,700 13 -572.5 2-2- 11 I Z s w/Automatic Read System 2 1" Water Meter Equipped 60 9 7, w/Automatic Read System 3 1 '/Z" Water Meter Equipped 19 338, S_ ; 07y. q j w/Automatic Read System 4 2" Water Meter Equipped 10 //Z 7 SG 1/1 2 7 S. &,o w/Automatic Read System TOTAL WATER METER w/AUTOMATIC READ SYSTEM BID: 2- S �� 1 2-O, / s The City reserves the right to accept or reject any or all bids. If awarded, the award will be to one bidder based on the Total Water Meter & Automatic Read System bid, not on the basis of the amount bid for individual items. The City reserves the right to increase or decrease individual quantities or bid items without a change in the unit prices bid for any single item. Payment will be made for actual quantities delivered. The undersigned hereby agrees to furnish materials in accordance with the conditions in the above Specifications and proposal. FIRM: rl U a h es S U p p/ V DATE: Ay9 Z Z, Z ooz BY: TITLE: 0,0f"- ionS {a7RhaaPr -3- SINGLE JET POTABLE WATER METER SPECIFICATIONS All items listed below shall be delivered to 1400 1"' Ave West, Kalispell, ME The meters shall be in accordance with the Specifications. Bid Item Description 1 ;/4ss X 1�4" Water Meter Equipped. w/Automatic Read System Est. Total Unit Quantity Price 1,700 2 1" Water Meter Equipped 60 w/Automatic Read System 3 1 %:" Water Meter Equipped 15 w/Automatic Read System 4 2" Water Meter Equipped 10 w/Automatic Read System $165.00 $320.00 $627.00 $948.00 TOTAL WATER METER w/AUTOMATIC READ SYSTEM BID: , $ 3 2 0 , 3 8 5.00 Total Price $280,500.00 $ 21,000.00 $ 9,405.00 $ .9,480.00 The City reserves the right to accept or reject any or all bids. If awarded, the award will be to one bidder based on. the Total Water Meter & Automatic Read System bid, not on the basis of the amount bid for individual items. The City reserves the right to increase or decrease individual quantities or bid items without a change in the unit prices bid for any single item Payment will be made for actual quantities delivered. The undersigned' hereby agrees to furnish materials in accordance with the conditions in the above Specifications and proposal Metron-Farnier, LLC. w DATE: August. 8, 2002 Regional Manager -3-