HomeMy WebLinkAbout160-23 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 160-23
File Number: 2023-919
HENARD UTILITY PRODUCTS, INC. (PURCHASE AGREEMENT):
A RESOLUTION TO APPROVE THE PURCHASE OF 1,780 CELLULAR ADVANCED METERING
INFRASTRUCTURE WATER METERS FROM HENARD UTILITY PRODUCTS, INC. IN THE AMOUNT OF
$455,413.00, PLUS APPLICABLE TAXES AND FREIGHT CHARGES, FOR USE BY THE UTILITIES
DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, on January 3, 2023, the City Council passed Ordinance 6634 which waived the requirement of fonnal
competitive bidding for water meters and other equipment needed by the Utilities Department; and
WHEREAS, the Utilities Department is requesting approval to purchase an additional 1,780 meters which will allow
the City to continue deploying meters that can be read remotely and that can assist in leak detection and water loss
reduction.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of 1,780 cellular
advanced metering infrastructure water meters from Henard Utility Products, Inc. in the amount of $455,413.00, plus
applicable taxes and freight charges, for use by the Utilities Department.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of
which is attached to this Resolution.
PASSED and APPROVED on August 1, 2023
Page 1
Attest: ° RKtli Tl.,i�4i
U: FAYETTC'.;f.f.;,
Kara Paxton, City rk Treasurer % • 9 ;
' ••�.v
'N14
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF AUGUST 1, 2023
CITY COUNCIL MEMO
TO:
Mayor Jordan and City Council
THRU:
Susan Norton, Chief of Staff
FROM:
Tim Nyander, Utilities Director
DATE:
SUBJECT:
Henard Utility Products, Inc. - Purchase of Badger Cellular Water Meters
RECOMMENDATION:
2023-919
Staff recommends approval of the purchase of 1,780 Badger Cellular Water Meters for the Water & Sewer
Division from Henard Utility Products, Inc. in the amount of $455,413.00 plus applicable taxes, and approval of
a budget adjustment in the amount of $500,000.00. Per Ordinance 6634, water meters are waived from
competitive bidding.
BACKGROUND:
Over the past few years, the Utilities Department has been installing AMI meters, or "smart" meters in the
City's water distribution system. Smart meters can be read through the cloud and reduces truck rolls.
Eventually, the customer will be able to monitor their individual water meter. Smart meters can also assist in
leak detection and water loss reduction.
DISCUSSION:
Due to the increasing growth of the City, the Utilities Department is utilizing the biggest part of the current
meter budget on new services. This leaves an extremely small inventory remaining to address the failing
meters. This additional order will increase the number of smart meters available for installation. Additional
funding may be requested toward the end of 2023.
BUDGET/STAFF IMPACT:
Funds are available in the Lake Sequoyah Sediment Removal account to transfer into the Water Meters
account.
ATTACHMENTS: SRF Henard Utility Products, 2023-919 BA Water Meters, Quote from Henard Utility
Products, Ordinance 6634
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
Y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2023-919
Henard Utility Products, Inc. - Purchase of Badger Cellular Water Meters
A RESOLUTION TO APPROVE THE PURCHASE OF 1,780 CELLULAR ADVANCED
METERING INFRASTRUCTURE WATER METERS FROM HENARD UTILITY PRODUCTS, INC.
IN THE AMOUNT OF $455,413.00, PLUS APPLICABLE TAXES AND FREIGHT CHARGES, FOR
USE BY THE UTILITIES DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, on January 3, 2023, the City Council passed Ordinance 6634 which waived the
requirement of formal competitive bidding for water meters and other equipment needed by the Utilities
Department; and
WHEREAS, the Utilities Department is requesting approval to purchase an additional 1,780 meters
which will allow the City to continue deploying meters that can be read remotely and that can assist in
leak detection and water loss reduction.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of
1,780 cellular advanced metering infrastructure water meters from Henard Utility Products, Inc. in the
amount of $455,413.00, plus applicable taxes and freight charges, for use by the Utilities Department.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
Page 1
Tim Nyander
Submitted By
City of Fayetteville Staff Review Form
2023-919
Item ID
8/1/2023
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
7/13/2023 WATER SEWER (720)
Submitted Date Division / Department
Action Recommendation:
Staff recommends approval of the purchase of 1,780 Badger Cellular Water Meters for the Water & Sewer Division
from Henard Utility Products, Inc. in the amount of $455,413.00 plus applicable taxes, and approval of a budget
adjustment in the amount of $500,000.00.
5400.720.1840-5811.00
Account Number
02065.1
Project Number
Budgeted Item? Yes
Does item have a direct cost? Yes
Is a Budget Adjustment attached? Yes
Purchase Order Number:
Change Order Number:
Original Contract Number:
Budget Impact:
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Item Cost
Budget Adjustment
Remaining Budget
Water and Sewer
Fund
Water Meters
Project Title
$ 1,123,937.00
$ 927,585.03
196,351.97
$ 499,815.77
$ 500,000.00
196,536.20
Previous Ordinance or Resolution #
Approval Date:
V20221130
Comments: Freight is included with the quoted pricing. Taxes are estimated at $44,402.77 for an estimated total of
$499,815.77.
City of Fayetteville, Arkansas - Budget Adjustment (Agenda)
Budget Year Division Adjustment Number
WATER SEWER (720)
/Org2
2023
Requestor: Shea Fankhouser
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
A budget adjustment is needed in the Water & Sewer Meter Project to fund additional water meter purchases from Henard
Utility Products in 2023. The new cellular "AMI" meters will replace failing water meters in the City's water distribution
system. Due to reduced expenditures and cost savings, budgeted funds will be transferred from the Lake Sequoyah
Sediment Removal/Dredging project to cover the cost of this purchase.
COUNCIL DATE:
ITEM ID#:
8/1/2023
2023-919
Holly Black
717g12023 0:30 6M
RESOLUTION/ORDINANCE
Budget Division Date
TYPE: D - (City Council)
JOURNAL#:
GLDATE:
CHKD/POSTED:
TOTAL
Account Number
- -
Increase / (Decrease)
Expense Revenue
Project.Sub#
Project Sub.Detl AT
v.2023424
Account Name
5400.720.1840-5811.00
500,000 -
02065 1 EX
Water Meters
5400.720.5600-5808.00
(500,000) -
17004 1 EX
Improvements - Water Line
I of 1
QUOTATION
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 and Sewer
Harlan Henson
Email: hhenson@fayetteville-ar.gov
WE ARE PLEASED TO QUOTE AS FOLLOWS: iial
INQUIRY NO: 06292023-1
29 June 2023
DATE
TERMS Net 30 Days
DELIVERY TBD
PRICES ARE QUOTED F.O.B.
Fayetteville, AR
QTY.
DESCRIPTION
PRICE EA.
AMOUNT
1,780
Badger Model M25 — 5/8x3/4 Low Lead Bronze Positive
$255.85
$455,413.00
Displacement Meter — Plastic Bottom — HR-E 8 Dial Encoder —
LTE-M Beacon Cellular Endpoint - US Gallons — Twist Tight
Connector — Serial Numbers to be Embossed on Outside of the
Lid.
Sales tax @ 9.75%
$44,402.77
Total
$499,815.77
Proposed shipping schedule of-
432 ea. by the end of August
432 ea. by the end of September
432 ea. by the end of October
484 ea. by the end of November
QUOTED BY: George Clayton geor2ecAhenardutility.com
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6634
File Number: 2022-269
REPEAL ORDINANCE 3696:
AN ORDINANCE TO REPEAL ORDINANCE NO. 3696 AND TO AUTHORIZE THE CITY TO WAIVE ANY
REQUIREMENT FOR COMPETITIVE BIDDING OR MORE THAN ONE QUOTE TO PURCHASE PLUMBING
PIPES, FITTINGS, WATER METERS, FIRE HYDRANTS, MANHOLES AND THEIR COVERS, COATINGS,
AND HARDWARE NEEDED BY THE WATER AND SEWER DEPARTMENT THROUGH 2O26
WHEREAS, the Water and Sewer Department must quickly react to the unforeseen need for many types and sizes of
plumbing repair fittings, hardware and pipes in order to immediately repair water and sewer mains throughout
Fayetteville, Farmington, Greenland, Johnson, and certain areas of the county; and
WHEREAS, suppliers for these emergency repair items will not agree to long term pricing so competitive bidding is
not feasible and some parts might be available only from a single source so obtaining more than one quote might be
impossible; and
WHEREAS, supplies of these items in storage can be exhausted by large repair projects such that their replenishment
must be accomplished quickly to be ready for the next required repair project; and
WHEREAS, the Water and Sewer Department has been operating pursuant to Ordinance No. 3696 passed in 1993
which waived competitive bidding for such pipes, fittings and hardware because suppliers would not provide a
reasonable price for such items on an annual basis; and
WHEREAS, Ordinance No. 3696 did not cover all of the different pipes, pipe fittings, hardware made from numerous
materials now needed by the Water and Sewer Department and should be repealed and replaced with this ordinance.
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 repeals Ordinance No. 3696.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby determines that an exceptional situation
exists for the emergency purchase of repair products by the Water and Sewer Department for which competitive
bidding and/or obtaining multiple quotes are deemed not feasible or practical and therefore waives the requirements for
formal competitive bidding and/or obtaining multiple quotes for pipes, pipe fittings, hardware, coating, water meters,
fire hydrants, manholes and their covers and fittings through December 31, 2026.
Page 1
Ordinance: 6634
File Number. 2022-269
PASSED and APPROVED on January 3, 2023
A nnrnvoA-
Attest:
ERK �'rR /''�i
Kara Paxton, City Clerk frcasurer c : FAYETTEV1LLi.. �=
i-Yi•9'Q � ��
Itti �N1t0e�`�.
Page 2
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JANUARY 3, 2023
TO: Mayor Jordan and City Council
���r����1�1►r _ 11 Il ��
2022-269
THRU: Susan Norton, Chief of Staff
FROM: Timothy Nyander, Utilities Director
DATE: December 16, 2022
SUBJECT: REPEAL ORD 3696/WAIVE COMPETITIVE BIDDING FOR UTILITIES DEPARTMENT
PURCHASES
RECOMMENDATION:
AN ORDINANCE TO REPEAL ORDINANCE NO. 3696 AND TO AUTHORIZE THE CITY TO WAIVE ANY
REQUIREMENT FOR COMPETITIVE BIDDING OR MORE THAN ONE QUOTE TO PURCHASE PLUMBING
PIPES, FITTINGS, WATER METERS, FIRE HYDRANTS, MANHOLES AND THEIR COVERS, COATINGS,
AND HARDWARE NEEDED BY THE WATER AND SEWER DEPARTMENT THROUGH 2O26
BACKGROUND:
The Water & Sewer Department must quickly react to the unforeseen need for many types and sizes of
plumbing repair fittings, hardware, and pipes in order to immediately repair water and sewer mains throughout
Fayetteville, Farmington, Greenland, Johnson, and certain areas of the county. The Water & Sewer
Department has been operating pursuant to Ordinance No. 3696 passed in 1993 which waived competitive
bidding for such pipes, fittings, and hardware because suppliers would not provide a reasonable price for such
items on an annual basis.
DISCUSSION:
Ordinance No. 3696 did not cover all of the different pipes, pipe fittings, hardware made from numerous
materials now needed by the Water & Sewer Department and the original Ordinance should be repealed and
replaced with this proposed ordinance.
Suppliers for these emergency repair items will not agree to long term pricing, so competitive bidding is not
feasible and some parts might be available only from a single source so obtaining more than one quote might
be impossible. Supplies of these items in storage can be exhausted by large repair projects such that their
replenishment must be accomplished quickly to be ready for the next required repair project.
Staff recommends approving an ordinance to repeal Ordinance No. 3696 and to waive formal competitive
bidding and the requirement to obtain three quotes for pipes, pipe fittings, hardware, coating, water meters, fire
hydrants, manholes and their covers and fittings through December 31,2026.
I--111Kei:111&1r_1aa1 dJdS15
Staff recommends an ordinance to repeal Ordinance No. 3696 and to authorize the City to waive any
requirement for competitive bidding or more than one quote to purchase plumbing pipes, fittings, water meters,
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
and hardware needed by the Water and Sewer Department through 2026.
ATTACHMENTS: ORD - REPEAL ORDINANCE NO. 3696
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
ORDINANCE NO.
AN ORDINANCE TO REPEAL ORDINANCE NO. 3696 AND TO AUTHORIZE THE CITY
TO WAIVE ANY REQUIREMENT FOR COMPETITIVE BIDDING OR MORE THAN ONE
QUOTE TO PURCHASE PLUMBING PIPES, FITTINGS, WATER METERS, FIRE
HYDRANTS, MANHOLES AND THEIR COVERS, COATINGS, AND HARDWARE
NEEDED BY THE WATER AND SEWER DEPARTMENT THROUGH 2O26
WHEREAS, the Water and Sewer Department must quickly react to the unforeseen need for
many types and sizes of plumbing repair fittings, hardware and pipes in order to immediately
repair water and sewer mains throughout Fayetteville, Farmington, Greenland, Johnson, and
certain areas of the county; and
WHEREAS, suppliers for these emergency repair items will not agree to long term pricing so
competitive bidding is not feasible and some parts might be available only from a single source
so obtaining more than one quote might be impossible; and
WHEREAS, supplies of these items in storage can be exhausted by large repair projects such
that their replenishment must be accomplished quickly to be ready for the next required repair
project; and
WHEREAS, the Water and Sewer Department has been operating pursuant to Ordinance No.
3696 passed in 1993 which waived competitive bidding for such pipes, fittings and hardware
because suppliers would not provide a reasonable price for such items on an annual basis; and
WHEREAS, Ordinance No. 3696 did not cover all of the different pipes, pipe fittings, hardware
made from numerous materials now needed by the Water and Sewer Department and should be
repealed and replaced with this ordinance.
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 repeals Ordinance
No. 3696.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby determines that an
exceptional situation exists for the emergency purchase of repair products by the Water and
Sewer Department for which competitive bidding and/or obtaining multiple quotes are deemed
not feasible or practical and therefore waives the requirements for formal competitive bidding
and/or obtaining multiple quotes for pipes, pipe fittings, hardware, coating, water meters, fire
hydrants, manholes and their covers and fittings through December 31, 2026.