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HomeMy WebLinkAboutOrdinance 5819O, FAYETT' u ;m 4RKA.NS PS .;: 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 5819 File Number: 2015-0431 HENARD UTILITY PRODUCTS, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF TWELVE (12) TRIMBLE RANGER HAND-HELD WATER METER READING DEVICES MANUFACTURED BY BADGER METERS, INC. FROM HENARD UTILITY PRODUCTS, INC. IN THE AMOUNT OF $51,725.00 PLUS APPLICABLE TAXES FOR USE BY THE UTILITIES DEPARTMENT WHEREAS, the City of Fayetteville uses water meters manufactured by Badger Meters, Inc. and Henard Utility Products, Inc. is the only authorized Badger Meters product distributor in the State of Arkansas; and WHEREAS, standardizing water metering and meter reading equipment is appropriate because it helps ensure minimized inventories, uniform training, compatibility of equipment, and interchangeability of devices. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of twelve (12) Trimble Ranger hand-held water meter reading devices manufactured by Badger Meters, Inc. from Henard Utility Products, Inc. in the amount of $51,725.00 plus applicable taxes for use by the Utilities Department. PASSED and APPROVED on 11/3/2015 Page 1 Printed on 1114115 Approved: Ordinance Number: 5819 Attest: `` urrrrrr r�i eon R K Bio Sondra E. Smith, City �,k`Treasure94 -. �. FAYE7TEVIt l E : X= 40° {1t Paye 2 Printed on 11/4/15 City of Fayetteville Arkansas 113 West Mountain Street 7 Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2015-0431 Agenda Date: 11/3/2015 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 7 HENARD UTILITY PRODUCTS, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF TWELVE (12) TRIMBLE RANGER HAND-HELD WATER METER READING DEVICES MANUFACTURED BY BADGER METERS, INC. FROM HENARD UTILITY PRODUCTS, INC. IN THE AMOUNT OF $51,725.00 PLUS APPLICABLE TAXES FOR USE BY THE UTILITIES DEPARTMENT WHEREAS, the City of Fayetteville uses water meters manufactured by Badger Meters, Inc. and Henard Utility Products, Inc. is the only authorized Badger Meters product distributor in the State of Arkansas; and WHEREAS, standardizing water metering and meter reading equipment is appropriate because it helps ensure minimized inventories, uniform training, compatibility of equipment, and interchangeability of devices. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of twelve (12) Trimble Ranger hand-held water meter reading devices manufactured by Badger Meters, Inc. from Henard Utility Products, Inc. in the amount of $51,725.00 plus applicable taxes for use by the Utilities Department. City of Fayetteville, Arkansas Page 1 Printed on 11/412015 City of Fayetteville Staff Review Form 11/3/2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Tim Nyander 10/7/2015 Utilities Director/ Utilities Department Submitted By Submitted Date Division / Department Action Recommendation: Ordinance authorizing a bid waiver for the purchase of specialized water and sewer equipment and materials including water metering systems and approval of the purchase of twelve (12) hand-held touch -read water meter reading devices complete with communication accessories from Henard Utility Products, Inc. for $51,725.00 plus sales tax of $5,043.19 for a total of $56,768.19. Budget Impact: 5400.1840.5210.00 Water/Sewer Account Number Fund 02065.1 Water Meters Project Number Project Title Budgeted Item? Yes Current Budget $ 680,369.00 Funds Obligated $ 57,750.03 Current Balance $ 622,6123.97 Does item have a cost? Yes Item Cost $ 56,768.19 Budget Adjustment Attached? No Budget Adjustment Remaining Budget 5 6 5, 85 0.: 88, V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: CITY OF s ae ARKANSAS MEETING OF NOVEMBER 3, 2015 TO: Mayor Jordan and City Council FROM: Tim Nyander, Utilities Director DATE: October 7, 2015 CITY COUNCIL AGENDA MEMO) SUBJECT: Ordinance authorizing a bid waiver for the purchase of specialized water and sewer equipment and materials including water metering systems and approval of the purchase of twelve (12) hand-held touch -read water meter reading devices complete with communication accessories from Henard Utility Products, Inc. RECOMMENDATION Fayetteville City Administration recommends approval of a bid waiver and the authorization of the purchase of twelve (12) hand-held touch -read water meter reading devices complete with communication accessories for $51,725.00 plus $5,043.19 sales tax for a total amount of $56,768.19 from Henard Utility Products, Inc. BACKGROUND It is not feasible or practical for Fayetteville's Meter Reading Division to use a competitive bidding procedure for the acquisition of water metering and meter reading equipment as this represents an exceptional circumstance where standardization becomes a necessity. Factors that justify the use of a sole source supplier include minimization of parts inventories, uniformity of training, and compatibility of equipment and interchangeability of devices. The City of Fayetteville purchases Badger TM water meters, and the Trimble Ranger is a Badger Product. Henard Utility Products is the only authorized Badger product distributor in the state. Additionally, the City will soon be installing Orion TM transmitters, as the current transmitters are being phased out. The Trimble reader is the only product that will read their frequency. To allow competitive pricing to drive the city's purchase of metering devices would result in false economies due to the secondary costs associated with utilization of multiple providers and the operational challenges of incompatible manufacturers. Water metering equipment was determined to represent an exceptional circumstance on April 6, 1993 when the City Council passed Ordinance No. 3696, and on December 21, 2004 when the City Council passed Ordinance No. 4654, waiving the competitive bidding for such specialized and unique equipment. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 DISCUSSION The existing hand-held meter reading devices have been in active daily service for approximately 10 years. In addition to growing repair problems and reduced reliability, the devices are outdated with the current inventory being insufficient to provide spare units for personnel. The current devices will be replaced by the new units in accordance with the following pricing: 12 each Trimble Ranger 3 Hand Held Units ($4,200 each) $50,400.00 each Charging Racks included in above 0.00 1 each Latest Version of Readcenter Analytics S 0.00 1 each 2 -Da On -Site Trainin 1325.00 Sales Tax S 5,043.19 TOTAL $56,768.19 BUDGET IMPACT The approval of the resolution will have no adverse budget impact; the Meter Operations Department's budget for 2015 included funds for the replacement of the hand-held meter reading devices. ATTACHMENTS: Staff Review Form PO Request Quote for Handhelds Product Sheet Ordinance No. 4654 & No. 3696 City of Fayetteville - Purchase Order Request (PO) Requisition o.: a e: 10/7/2015 (Not a Purchase Order) P.O Number: All PO Requests shall be scanned to the Purchasing e-mail: Purchasing@fayetteville-ar.gov. Purchase shall not be made until an actual PO has been issued. Vendor 395 Vendor Henard Utility Products Mail I-- Yes f" No Legistar#: #: Name: 2015-0431 FOB Point: Taxable Address: 1920 S Main St Imo. Yes I- No Expected Delivery Date: Zip Code: Ship to code: Quotes Attached City: Searcy State: AR 72145 Fay r Yes r- No Requester: Cheryl Partain Requester's Employee #: Extension: 2548 8224 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Number Project.Sub# Inventory # Fixed Asset # 1 Hand-held touch read wtater meter reading devices with communication accessories 12 EA 4,200.00 50,400.00 5400.1840.5210.00 02065.1 2 Training for Handhelds 1 EA 1,325.00 1,325.00 5400.1840.5210.00 02065.1 3 $0.00 4 $0.00 5 $0.00 6 $0.00 7 $0.00 8 $0.00 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 Special nstructions: Subtotal: $51,725.00 Tax: $5,043.19 Total: $56,768.19 Approvals: Mayor: Department Director: Purchasing Manager: Chief Financial Officer: Budget Director: IT Director: Dispatch Manager: Utilities Manager: Other: Revised 6/18/2014 FROM HENARD UTILITY PRODUCTS, INC. P.O. Box 9238 SEARCY, ARKANSAS 72145 PHONE (501)268-1987 FAX (501)268-7437 www.henardutility.com TO Fayetteville Water & Sewer Attn: Shea Email: kfankhouser@ci.fayetteville-ar.gov INQUIRY NO: 10072015-A 7 October, 2015 DATE TERMS Net 30 Days DELIVERY TBD PRICES ARE QUOTED F.O.B. Fayetteville, AR 12 Badger Trimble Ranger 3 Handheld — With Orion ME $4,200.00 $50,400.00 Receiver. l READCENTER Analytics Mobile, READCENTER No Charge $0.00 Analytics Mobile Software — For up to 50,000, New Customer Agreement, 5 User Licenses. l Training 2 Day's, Badger On -Site. $1,325.00 $1,325.00 Sub Total $51,725.00 Tax @ 9.750% $5,043.19 Total $56,768.19 *NOTE: Sales tax must be added to your invoice. Freight Pre Paid to Fayetteville, AR Delivery Point. Badger Meter The Trimble Ranger is a handheld, full -featured data collection computer. It combines a Windows' mobile operating system, ergonomic keypad and military -grade durability, providing a full day of continuous meter reading. The Trimble Ranger handheld is compatible with manual, touch and ORION endpoint systems. OPERATION System: The Trimble Ranger handheld utilizes a Windows mobile 5.0 operating system. Display: The 320 x 240 landscape color touchscreen with LED backlight supports reading in both dark and sunlight applications. Control: The Trimble Ranger handheld features ergonomic navigation with versatile alpha and numeric keypads that are easy to use, even when wearing gloves. The user may also operate the handheld using the easy -to -navigate touch -screen controls. Power: A 6600 mAh lithium ion rechargeable battery pack powers the Trimble Ranger handheld, providing a full day of continuous usage under normal operating conditions. Performance: The Trimble Ranger handheld was designed to meet MIL -STD -81 OF military standards for drops, vibration, humidity, altitude, and extreme temperatures. With an IP67 rating, it is impervious to water, dust and the harsh conditions involved with meter reading. ORION: An ORION equipped handheld can be used for reading and programming endpoints and as a troubleshooting tool in the field. The Trimble Ranger handheld can be ordered with an internal ORION FHSS mobile transceiver or receiver, or a non -radio handheld can be upgraded at a later date to meet the needs of the utility. ORI-T-56 (7-11) STANDARD FEATURES Microsoft Windows Mobile 5.0 53 tactile keys with separate navigation, alpha and numeric keypads, plus 8+1 directional pad Touchscreen Embedded Bluetooth' Embedded 802.11 g WiFi Full -day battery life under normal operating conditions Complete recharge in 4.5 hours (80% in 2 hours) Battery charge status LED indicator Notification LED Rugged polycarbonate shell Integrated speaker and microphone STANDARD SOFTWARE Badger Suite of Field Application Software Meter Reading Software; Admin and Kiosk Modes Programming/Field Troubleshooting Software Additional Windows® Applications Word® Mobile Excel® Mobile PowerPointMobile Outlook® Mobile Pocket Internet Explorer Contacts Tasks Calendar Calculator Notes Windows ° Media Player Microsoft' Pictures and Videos Microsoft ActiveSync Online help STANDARD ACCESSORIES AC charger Charging cradle Screen protectors (15 -pack) User's guide USB cable Hand strap and lanyard Touch screen stylus I/O Ports.......................................9-pin serial port —RS232 (115 Kbps) USB host and client DC power port PHYSICAL Size ......................... 10.5" (26.6 cm) x 5.2" (13.1 cm) x 1.9" (4.8 cm) Weight.............................................2.1 lb (952 g), including battery _411��Ii L+IL:L Processor ................................................Intel Intel PXA 270 XScale CPU Expansion............ 1xType I and 1x Type 11 CompactFlash slots 1 x Secure Digital I/O (SDIO) slot Display ...............................................:...... 320 x 240 pixel (1/4 VGA) colorTFT with LED backlight Power ............................................ Lithium -Ion rechargeable pack 6600 mAh ENVIRONMENT Operating Temperature ..................... 0 to 140°F (-18 to 60°C) Storage Temperature ....................... -40 to 158 °F (-40 to 70 C) Humidity .......................................... MIL -STD -810F, Method 507.4 Water .......................1P67, IP67, sealed against accidental immersion (1 m for 30 min.) MIL -STD -810F, Method 512.4, Procedure I Drop ................................................... MIL -STD -810F, Method 516.5 Procedure IV 48" onto concrete 26 drops at room temperature (all faces, edges, corners, one drop each) 6 face drops at 60 C, 6 face drops at -30 C Dust ......................................... IP67, MIL -STD -810F, Method 510.3 Procedures I & II Vibration .......................................... MIL -STD -81 OF, Method 514.5 Procedure I, Figs. 5 & 17 Altitude ............................................ MIL -STD -81 OF, Method 500.4 Procedures I, II & III, 15,000 ft at 73 °F (23 C) SPECIFICATIONS Processor Speed...........................................Intel XScale, 520 MHz Memory......................................SDRAM —22MB reserved, 128MB Data storage (On -board Flash) -'40 MB reserved, 512 MB Wireless ..............Integrated Bluetooth° and 802.11 g, standard ,. .. ..,., ;. �.<.. {f ... ...._, � Badger Meter ( P.O. Box 245036, Milwaukee, Wisconsin 53224.9536 800-876-3837 Infocentral@badgermeter.comI www.badgermeter.com 11 ORDINANCE NO. _4654 6 5 4 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF TEN (10) HAND-HELD TOUCH -READ METER READING DEVICES WITH COMMUNICATION ACCESSORIES FROM SENSUS METERING SYSTEMS FOR THE METER OPERATIONS DIVISION IN THE AMOUNT OF $41,062.50. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby finds that the need for parts inventory minimization, training uniformity, equipment compatibility, and device interchangeability for metering and meter reading equipment constitutes an exceptional situation where competitive bidding is not feasible or practical, and waives the requirements of formal competitive bidding, and approves the purchase of ten (10) Hand -Held Touch -Read Meter Reading Devices with communication accessories from SENSUS Metering Systems for the Meter Operations Division in the amount of $41,062.50. PASSED and APPROVED this 21St day of December 2004. `t�tittnTF trttrnrrl� ,FAYETT'EVILLE, ATTEST: SUN By: o1d R")M SONDRA SMITH, City erk By: /''V L C DAN COODY, Mayor C ORDINANCE NO._��ar, AN ORDINANCE AN ORDINANCE WAIVING THE • REQUIREMENTS OF COMPETITIVE BIDDING FOR THE • PURCHASE OF CAST IRON PIPE AND FIT uNGS, DUCTILE • IRON PIPE, SOIL PIPE, WATER METERS, CLAY PIPE AND FITTINGS-, BRASS WATER AND SEWER ITEMS, COPPER PIPE AND FITTINGS, PLASTIC PIPE AND FITTINGS AND •-STRONG SEAL MS2'A FOR THE WATER .AND ' SEWER • DEPARTMENT. BE IT ORDAINED BY THE CITY COUNCIL OF THE CTTY OF FAYEITEVILLE, ARKANSAS: Section 1. - That the Council, hereby .waives the requirements of cove bidding for the purchase of cast iron pipe and fittings, ductile iron pipe, soil pipe, water meters, duty pipe fittings, brass. water and sewer items; copper pipe - and fittings, cad plastic pipe and • fittings for the Water and Sewer Department for the reason that said requirements arc not feasible because man ufac ur s and supplier will not coiifirm contract prices for a one year period and the aforesaid items arc priced on very short term, Section 2. If possible, competitive quotations shalt be taven before any. of the aforesaid' materials art purchased. • 5eciion. The Council hereby determines that the Waa m and Sewer Dep rtment of. the City of Faycttavifk is in immediate .e4 of the materials enmerated in Soctioaz'1 above and will coatini to need said materials on a periodic basis; that the requ of com tive. bidding for t' c purchase of said. mate isla is not feasible for the reasoi stated i>ai Suction 1 -above; and that the .p sage of this ordinance is nee ary to enable the immediate and continuing purchase of said materials without undue c ost, to the City. Therefore, an caxrge�cy is homy. declared to exist and this ordinance being necessary for the public weifste shall be in full force and effect from and after its passage and approval. PASSED. AND APPROVED this day of _April . 1993. APPROVED: red Hrm,.Mzycr ATTEST: By:,,, Sherry L. Thomas, City Cleric «. m P.O. BOX 1607, FAYETTEVILLE, AR. 72702 a 479-4421700 • FAX: 479-595-111B m WWW.NWADG.COM WED AFFIDAVIT OF PUBLICATION UV 1325 I, Cathy Wiles, do solemnly swear that I am the Legal Clerk of the CITY QF FAYETTE1' CITY CLERK'SKC Northwest Arkansas Democrat Gazette, printed and published in Washington and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 5819 Was inserted in the Northwest Arkansas Democrat Gazette on: November 12, 2015 Publication Charges: $ 90.79 Cathy Wiles Subscribed and sworn to before me This i'2- day of '4OV. , 2015. Notary Public `��pN pqU �,,�� My Commission Expires: iot2,y ••••.• . 0 NOTARY•'.O���, PUBLIC **NOTE** #12401379 Please do not pay from Affidavit. In i v�glybeo1 x' C0` `\.