CC 07-28-1997 - Laserfiche WebLink

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ARDEN HILLS CITY COUNCIL - JULY 28, 1997 . A. Water Meter Replacement Project, Award of Bid 8 Mr. Dwayne Stafford, Public Works Superintendent, stated the City was in possession of studies dating back to 1990 showing the need for the replacement of water meters in the City. After further research, Staff had detemlined that replacement of commercial/industrial water meters, rather than residential, was more feasible at this time. Staff sent request for proposals (RFP's) to three major water meter suppliers in the area, and had discussed this subject at length with other communities, in both the northern and southern parts of the metro area. Four bids were received for the project. The highest bid from the Badger factory, and a bid for telephone read from Northern Water Works were immediately eliminated as they did not comply with requested specifications. The two remaining bids were submitted by Hydro-Supply Company, supplier of Badger Meters in the amount of $140,654.49; and u.S. FilterlWater, supplier of Sensus Meters, in the amount of$132,159.53. Mr. Stafford discussed the selection process for awarding this bid. He stated that both companies had given lengthy presentations, with hands-on evaluations provided for participants. The presentations were followed by question-and-answer sessions. Attending these presentations were all but one member ofthe Public Works Department staff, Mr. Stafford, Mr. Post, and Mr. Bill Gillies, a City resident and member of the Arden Hills Public Safety Commission. . Actual meters with radio read capabilities were set up in the exact same locations on separate days at CPI/Guidant. These locations were in some of the most inaccessible spots well within their facility. The hand-held interrogator was then tested to determined its reading capabilities. Following the presentations, Mr. Stafford asked each presentation participant to fill out evaluation forms. Each person completing the form chose the Badger Meter as the meter they thought would work best for the City. Staff recommended that the City Council approve award of the bid for water meter replacement to Hydro-Supply, Inc. Mayor Probst inquired regarding staff estimations that the bid could possibly be lowered if some meters did not need replacement. Mr. Stafford stated that was accurate, and staff was of the opinion that approximately 10% ofthe meters themselves may not need replacement. Councilmember Hicks inquired if this could then potentially lower the bid by approximately $14,000. Mr. Stafford stated there was no way to ascertain the amount until an inspection was done of the existing meters. He further explained that some may only need the inside working parts replaced, which would then lower costs. . Councilmember Hicks inquired if the cost would be for the full bid amount if all meters had to be completely replaced. Mr. Stafford stated that was correct. Councilmember Hicks requested clarification that, depending on the condition of the existing meters, the final amount could be less than the bid amount. Mr. Stafford stated that was correct,