CITY COUNCIL AGENDA ITEM
Memo Date: February 5, 2024
Agenda Date: February 27, 2024
Prepared By: Melinda M. Keesee, Field Operations Technician
Prepared By: Donnie Howard, Field Operations Manager
Through: Chris M. Collier, Assistant Utilities Director
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
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To Approve a Resolution Waiving the Competitive Bidding Process for the Purpose of Making an Exemption to Competitive Purchase through The Ford Meter Box Company, Inc. for the Replacement of the Existing Water Meter Test Bench and Related Appurtenances; To Approve the Purchase of the Water Meter Test Bench
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BACKGROUND:
During the design phase of the existing Utilities Building, a decision was made to install two automated water meter test benches capable of testing small 5/8” X ¾” meters through large 8” meters. Installing this equipment would enable the Water Field Operations Division (WFO) team to test multiple meters simultaneously thus adding efficiency to the ongoing process of testing the metering infrastructure when a meter is pulled from the ground for replacement, or upon a customer’s request. The data obtained from this valuable testing process assists the Utilities Department in determining when to replace older meters, thus ensuring the highest level of metering accuracy which benefits the customer and the City.
On January 12, 2010, City Council approved the sole source purchase of two water meter test benches (one small and one large) manufactured by MARS Company (MARS) of Ocala, FL. This purchase was associated with the new construction of the main Utilities Department building located at 351 Shearer Blvd., and the benches were placed in service on or around November of 2010.
On December 31, 2016, MARS ceased to support the legacy computer software that operated the test benches requiring existing customers to 1) continue using the old software without software support (no annual fee up to this point), or 2) upgrade to MARS’ new M3 software platform with a quoted annual software support cost of between $50K and $75K. It should be noted that the original equipment cost was $297,909.66 (PO# 53255 dated 1/19/10). The Utilities Department carefully considered the proposed cost increases and decided to continue using the old software until it was no longer operational. From December 31, 2016 until October of 2020, the Utilities Department maintained the operability of the water meter test bench through various software and hardware retrofits. During FY21, the water meter test bench became completely unusable, and residential water meters are currently tested individually on an as-needed basis with field test equipment. Due to the inoperable status of the water meter test bench, and the time associated with testing individual meters, only 10% of meters removed from the field are currently being tested. The goal is to test 100% of the meters that are removed for replacement.
Knowing the test benches needed to be replaced, the Utilities Department researched alternative solutions and determined that the water meter test bench manufactured by Ford Meter Box (Ford) is the most viable solution. The size, features, functionality, ease of maintenance, and reduced operating costs of the Ford bench were determined to be in the best interest of the City of Cocoa. In contrast with the MARs bench, the Ford bench will provide free software upgrades as long as the hardware will support the platform thus saving significant future operating costs. The Ford bench is compliant with ISO 9001 quality assurance standards and meets or exceeds American Water Works Association (AWWA) standards for water meter testing as outlined in the AWWA M6 Manual: Water Meters-Selection, Installation, Testing, and Maintenance. Although there are other water meter test bench manufacturers, MARS and Ford are the two primary suppliers for North America. The other manufacturers are located outside the United States.
The existing water meter bench testing equipment will be disposed of in accordance with the City of Cocoa property disposal guidelines.
Staff is recommending approval of the resolution waiving the competitive bidding process for The Ford Meter Box Company, Inc. and the approval of the purchase of the Water Meter Test Bench.
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted Yes
If not budgeted, is amendment/transfer attached? N/A
Amount Requested: $238,338.54
Account Number: 421-4025-536.64-00
Project Number: CA2402
Account Name: Machinery and Equipment
PREVIOUS ACTION:
RECOMMENDED MOTION:
Recommendation
To Approve a Resolution Waiving the Competitive Bidding Process for the Purpose of Making an Exemption to Competitive Purchase through The Ford Meter Box Company, Inc. for the Replacement of the Existing Water Meter Test Bench and Related Appurtenances; To Approve the Purchase of the Water Meter Test Bench