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R2004-183 11-08-04 RESOLUTION NO. R2004-183 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS, AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO ENTER INTO AN INTERLOCAL AGREEMENT WITH CITY OF GROVES FOR COOPERATION IN THE PURCHASE OF WATER METERS. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: SectiOn 1. That certain interlocal agreement by and between the City of Pearland and the City of Groves a copy of which is attached hereto as Exhibit "A" and made a part hereof for all purposes, is hereby authorized and approved. Section 2. That the City Manager or his designee is hereby authorized to execute and the City Secretary to attest an interlocal agreement with the City of Groves, for cooperation in the purchase of water meters. PASSED, APPROVED and ADOPTED this the 8th. day of November , A.D., 2004. ATTEST: ~/"r'Y SEGRETARY // "" APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY TOM REID MAYOR Exhibit "A" Resolution R2004-183 INTERLOCAL AGREEMENT BETWEEN THE CITY OF GROVES AND THE CITY OF PEARLAND FOR THE WATER METER CHANGE-OUT AND RETROFIT PROGRAM AND A WATER METER SUPPLY CONTRACT THE STATE OF TEXAS § COUNTY OF JEFFERSON § This Agreement made this the ~q day of ~')~ 2004, between the City of Groves, Ten-k, a home-r~ 'municipal corporation located in Jefferson County, Texas, and the City.of Pearland, Texas, a municipal corporation located in Brazoria County, Texas. W I TNE S S E TH Pursuant to the authority granted by the Texas Interlocal Cooperation Act (Tex. Gov't Code Ann. §791.001, et seq.) providing for the cooperation between local governmental bodies, and pursuant to Subchapter F entitled "Cooperative Purchasing Program" containing Sections 271.101 and 271.102 of the Texas Local Government Code, the parties hereto, in consideration of the premises and mutual promises contained herein agree to as follows: The City of Groves ("Groves") hereby designates its Purchasing Manager to act under the direction of and on behalf of Groves for the water meter change-out and retrofit program and a water meter supply contract, pursuant to Pearland's Agreement with Southwest Stainless, L.P., d/b/a Hughes Supply ("HIS"), which/was let in accordance with Chapter 252 of the Texas Local ~ove~ment Code and all other applicable laws and which agreement ms aqtached hereto as Exhibit "A" and incorporated herein for all intents and purposes. II. Groves, by execution of this Agreement, agrees to directly pay HSI after completion and acceptance of the work specified in each work order for Groves' water meter change-out and retrofit program and/or the supply of water meters, and after receipt of a proper invoice therefor an amount based upon the unit pricing detailed in the attached agreement. Neither Pearland nor Groves shall assume any responsibility or liability to pay for materials purchased or services performed for the benefit of the other entity. Groves' payment required by this article shall be made from current, available revenues. Furthermore, both parties agree that the payment required herein fairly compensates Pearland for any services or functions required to be performed under this Agreement. In obtaining the services of HSI through Pearland, Groves has relied solely on its own inspections, investigations and due diligence regarding the services and Groves acknowledges that Pearland has made no representations or warranties expressed or implied with respect to the services to be rendered. III . This Agreement shall take effect upon execution by both signatories, and shall serve as each governmental body's commitment pertaining to Groves' purchase of the services referenced in Article I hereof. This Agreement has been authorized by the governing bodies of the parties hereto. IV. This Agreement shall be in effect from and after the /~)~_~ , 2004, the date of execution by Pearland. ~.~of IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their authorized officers the day and year specified in Article IV. CITY OF GROVES By: ~ D. S. Sosa, City Manager CITY OF PEARLAND ATTEST: ~imbra' Bi- Cald~ll-/-Oi~g ~ierk APPROVED AS TO FO~: ,~1 ack, ey ATTEST: City Clerk APPROVED AS TO FORM: Darrin Coker , City Attorney December 12, 2002 Richard Hardy Hughes Supply, Inc. 7022 Easthaven Houston, TX 77017 Page 1 of 2 SUBJECT: NOTICE OF CONTRACT ACCEPTANCE & AWARD Dear Vendor: The City of Pearland accepts your offer to provide the listed commodities and/or services in accordance with the terms and conditions of the invitation to bid and your bid submission. Releases for the commodities and/or services will be in the form of a purchase order or contract. Invoices: Mail to the Finance Department, 3519 Liberty, Pearland, TX 77581. Duplicates may be mailed to the department placing the order. Please sign and remm one copy of this document as acknowledgment. If you have any questions, contact the Purchasing Office ~ 281.652.1668 Authorized Agent Date Sincerely, Gordon Island Purchasing Officer Page 2 of 2 BII) NO CONTRACT NO CONTRACT PERIOD 2002-068 22-068 Initial period: 12-12-02 to 12-11-05 Option: 2-12 mo. extensions CLASS/ITEM & DESCRIPTION: Bid 2002-068, Water Meter Change-Out & Retrofit Program and New Meter Supply Contract. The following item(s) or group(s) have been awarded 1.0 All bid items: includes all equipment, labor and supplies necessary for (mm-key). water meter change-out and retrofit program using radio read technology. New Meter supply contract: includes unit price agreement for new meters and associated equipment. Pricing: Unit price per bid document Terms 1. 36-month agreement with 2-12 month ex-tension options. 2. Ali terms and conditions of the RFP documents and specifications will be in affect during the contract period and extension periods. 2. The City will issue purchase order or blanket order for the required goods and services. 3..Invoices will be billed monthly for work completed. Payment terms (net 15) 4. Contractor Liability insurance listing the City of Pearland as additionally insured to be forwarded to the Purchasing Office (prior to beginning work) within 10 working days of this notice. Contact Linda Grobmeier, Utility Billing Supervisor Tel: 281/652-1604 Fax: 281/652-1700 City of Pearland Purchasing Department 3519 Liberty Drive, Suite 201, Pearland, Texas 77581-5416 Tel: 281/652-1668 Fax: 281/652-1738 BID INVITATION COVER SHEET TO: RFPB No: 2002-068 Commodity/Service: Water Meter Change-Out,Retrofit Program and New Meter Supply Contract Closing Time: 10:30 o'clock A.M., October 11, 2002 Opening Time: 10:30 o'clock A.M., October 11, 2002 Opening Location: 3519 Liberty Drive,Pearland,Texas 77581 For Information Contact: Gordon Island,Purchasing Officer,281.652.1668 Technical Questions Linda Grobmeirer,Utility billing Supervisor,281.652.1600 This invitation includes the following documents: (•To be returned with bid) • 1. Bid Invitation Cover Sheet 2. Instruction to Bidders 3. Standard Purchase Terms and Conditions • 4. Bid Sheet • 5. Specifications • 6. Supplemental Terms and Conditions • 7. Contract Provisions TO BE COMPLETED BY BIDDER The undersigned agrees,if this bid offer is accepted within % e2 calendar days(90 days unless different period is inserted)after date of opening,to fully comply in strict accordance with the invitation,bid, specifications and provisions attached thereto for the amounts shown on the accompany bid sheet(s). Firm:iicaTtcrv�ST .iiTQ/d6 5 e. ,clt>&beee Signature of Person ; Authorized to Sign Bid: Signor's Name and Title ' (print or type): G.galgd) Date: /O /€ ` O Z- Telephone: 715‘578' 0/z 9 Fax: 7 e (1) .4ge 1 of 3 City of Pearland Purchasing Services Bid Sheet RFB/P—2002-068 Meter Change-out,Retrofit Program and New Meter Supply Contract MAKE&MODEL: 1.TOUCH PAD READING SYSTEM NEPTUNE EZROUTEMAPS V.1.3 NEPTUNE TECHNOLOGY GROUP INC. 1600 ALABAMA HWY 229, TALLASSEE, AL 36078 800-633-8754 RETROFIT PROGRAM CHANGE-OUT (0-5 year old PROGRAM meters). Convert (5+year meters). existing Direct ** Q n. Replace existing NEW METER INSTALL TOTAL PRICE Q Read register to RETROFIT INSTALL TOTAL meter and install PRICE PRICE N• NEW METER Encoder PRICE PRICE PRICE new Encoder equipped with PRICE equipped meter Touch Pad, or with Touch Pad. replace with new meter. 7232 5/8" Meter $ 72.50 $ 31.50 $752,128.00 3801 Neptune 5/8" $ N/C $ $ $ N/C T10 ProRead Neptune 5/8" N/A 1743 T10 Direct $ 55.00 $ $ 20.50 $ 131,596.50 Read 314 1" Meter $ 127.00 $ 31.50 $ 49,769.00 225 Neptune 1"T10 $ 55.00 $ $ 20.50 $ 16,987.50 Direct Read Neptune 1-1/2" 46 1-1/2" Meter $ 218.00 $ 189.00 $ 18,722.00 55 T10 Direct $ 55.00 $ $ 20.50 $ 4,152.50 Read 2" Compound Neptune 2"T/F 55 Meter $ 911.00 $ 347.00 $ 69,190.00 175 Compound $ 110.00 $ $ 86.00 $ 34,300.00 Direct Read 3"Compound Neptune 3"T/F 3 Meter $ 1,283.00 $ 650.00 $ 5,799.00 7 Compound $ 110.00 $ $ 86.00 $ 1,372.00 Direct Read 4"Compound Neptune 4"T/F 6 Meter $ 1,790.00 $ 840.00 $ 15,780.00 3 Compound $ 110.00 $ $ 86.00 $ 588.00 Direct Read 3 6" Compound $2,895 00 $ 1,260.00 $ 12,465.00 0 N/A Meter TOTAL AMOUNT CHANGE-OUT METERS $ 923,853.00 TOTAL AMOUNT RETROFIT METERS $ 188,996.50 (Meters 6 Years&Older) (Meters 5 Years or Less) I **Note: Retrofit column,quantity noted for meter sizes is for information only. If bidding an alternative brand of Touch Pad reading system that is not compatible with existing Neptune meters,then use new meter price column. . . .e2of3 ., City of Pearland Purchasing Services Bid Sheet RFB/P—2002-068 Meter Change-out,Retrofit Program and New Meter Supply Contract QUANTITY [ 2. AUTOMATIC READ SYSTEM l UNIT PRICE I, MAKE&MODEL: $ N/C PRODUCT PROPOSED IS COMPATIBLE WITH THE CITY OF PEARLAND'S CURRENT 1 SOFTWARE PACKAGE SYSTEM. MOBILE"DRIVE-BY" UNIT COMPUTER $ 22000.00 1 COMPLETE WITH HARDWARE. $ N/C • 4 HAND HELD DEVICES $ N/C 1 3 DAY ON-SITE TRAINING WE WILL PROVIDE 3 DAYS TRAINING AT NO CHARGE ANNUAL MAINTENANCE AGREEMENT $ 3343.00 1 ISOFTWARE& HARDWARE)AFTER YEAR 1 TOTAL HARDWARE & SOFTWARE $22000.00 PRICE **NOTE: Insert Total Price above in designated box on Page 3. _ .ge 3 of 3 City of Pearland Purchasing Services Bid Sheet RFB/P—2002-068 Meter Change-out,Retrofit Program and New Meter Supply Contract RETROFIT CHANGE-OUT PROGRAM (0-5 year old PROGRAM meters). Convert (5+ year existing Direct ** meters). Replace NEW METER INSTALL RETROFIT INSTALL TOTAL TOTAL PRICE QTY. Read register to NEW METER QTY. existing meter PRICE PRICE Encoder PRICE PRICE PRICE PRICE and install new Registers, or Encoder replace with new Register. meter. $ 67.00 $ 31.50 $712,352.00 3801 Neptune 5/8" $ $ $ 20.50 $ 77,920.50 7232 5/8" Meter T10 ProRead Neptune 5/8" N/A 1743 T10 Direct $ 43.50 $ $ 20.50 $ 111,552.00 Read 314 1" Meter $ 113.00 $ 31.50 $ 45,373.00 225 Neptune 1"T10 $ 43.50 $ $ 20.50 $ 14,400.00 Direct Read Neptune 1-1/2" 46 1-1/2" Meter $ 202.00 $ 189.00 $ 17,986.00 55 T10 Direct $ 43.50 $ $ 43.00 $ 4,757.50 Read _ 2"Compound Neptune 2°T/F 55 Meter $ 860.00 $ 347.00 $ 66,385.00 175 Compound $ 87.00 $ $ 86.00 $ 30,275.00 Direct Read 3°Compound Neptune 3"T/F 3 Meter $ 1,261.00 $ 615.00 $ 5,628.00 7 Compound $ 87.00 $ $ 86.00 $ 1,211.00 Direct Read 4"Compound Neptune 4"T/F 6 Meter $ 1,768.00 $ 800.00 $ 15,408.00 3 Compound $ 87.00 $ $ 86.00 $ 519.00 Direct Read 3 6"Compound $2,874.00 $ 1,200.00 $ 12,222.00 0 N/A Meter MIU RF $ 89.00 $ $681,651.00 MIU RF $ 89.00 $ $ $534,801.00 7659 Transmitter • 6009 Transmitter TOTAL AMOUNT CHANGE-OUT " $ 1,557,005.00 TOTAL AMOUNT RETROFIT METERS $775,435.00. MET Meters 5+Years& Older) (Meters 0-5 Years) I I ERS TOTAL SYSTEM& HARDWARE PRICE $22,000.00 FROM Page 2 **Note: Retrofit column, quantity noted for meter sizes is for information only. If bidding an alternative brand of RF Reading System that is not compatible with existing Neptune meters, then use new meter price column. Page 1 of 1 Pages City of Pearland Purchasing Services Bid Sheet RFB/P- 2002-068 Meter Change-Out & Retrofit Program and New Meter Supply.Contract 3)New Meter Unit Price Supply Contract Estimated Item Description:All meters will be supplied in Annual accordance with specifications and drawings. Quantity Unit Price Total Price 5/8"Meter,w/absolute encoder register 1400 $ 67.00 $ . 93,800.00 1"Meter w/absolute encoder register 45 $ 113.00 $ 5,085.00 1 1/2"Meter w/absolute encoder register 15 $ 202.00 $ 3,030.00 2"Compound T/F Meter w/absolute encoder register 35 $ 860.00 $ 30,100.00 3"Compound T/F Meter&Vault Combination Assembly w/absolute encoder register 1 $ 5,900.00 $ 5,900.00 4"Compound T/F Meter&Vault Combination Assembly w/absolute encoder register 1 $ 6,850.00 $ 6,850.00 6"Compound T/F Meter&Vault Combination Assembly w/absolute encoder register 1 $ 8,660.00 $ 8,660.00 *) Register with ProRead Encoder Device 1 $ 43.50 $ 43.50 *)Touch Pad for encoder register 100 $ 12.00 $ 1,200.00 MN RF Transmitter 100 $ 89.00 , $ 8,900.00 Grand Total Based on Annual Estimates $ 163,568.50 *) only one type of Encoder device will be contracted. 1 of 1 pages CITY OF PEARLAND PURCHASING DEPARTMENT SUPPLY CONTRACT PROVISIONS RFB 2002-068,Water Meter Chang-Out,Retrofit and New Meter Supply Contract 1 QUANTITIES: Bidder agrees to furnish all requirements of the City of Pearland during the contract period. Quantity(s) listed are estimates only, based on historical and/or known information. Actual quantity(s) ordered will be determined by need and the availability of funds. d of 2. TERM OF CONTRACT: Contract will be from the 2 additional onal twelve-month periods of acceptance of offer for a perio tthe thirty(36) months. Contract may be extended fo City's option. 3. PRICING TERMS: Contractor will deliver all required quantities i h City any decreases afvailable or the contract period however,the Contractor will notify to the Contractor for the initial contract period and extension period. The City will entertain price increases for pass through cost increasesaa only as posted byt a Manufacturer or unknown th expense not under the control of the Contractor iod. 4. Bidder agrees to offer additional equipment,materials or services offeredhe City1by theves the right or not specifically listed in the specifications at the same markup. rr to accept or reject price adjustments. ( . PURCHASES TO OTHER GOVERNMENTAL AGENCIES: 5.1 Bidder agrees to furnish materials,equipment and or services listed in the invitation to bid to those governmental agencies that participate in the City ofPearland Inter-local Cooperative Agreement program. Under this program, local government agencies may participate in City of Pear. Backing, Including theirland contracts by Piggy g requirements with the City of Pearland, or Contract with the City of Pearland to purchase their commodities and/or services for them. Under Piggy backing and joint programs, the participating governmental agency will be responsible for ordering, acceptance and inspection and payment directly to the vendor. 5.2 All terms and conditions of the Bid Invitation will apply. Warranty, service,repairs and returns will be the responsibility of the participating governmental agency and vendor respectively. 5.3 The City of Pearland makes no claim of responsibility to the bidder for actions of cooperative partners. /JU/WAe :5 iPP-3',Z/Ve--. ��� cP��� Date: U — i� Firm er,-4/140�✓%'�%.d ei Authorized Signature(agent):