Submitted By
Rob Sproule, Public Works Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Agenda Item Title
Title
A Resolution Approving A Purchase Price Agreement with Ferguson Enterprises LLC, d/b/a Ferguson Waterworks for Water Meters and Water Meter Parts in an Amount Not to Exceed $100,000.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement
End
Overview
Overview
This item is for the purchase of new construction water meters, replacement water meters and water meter supplies as part of normal operations and maintenance by the Public Works Department. The metering equipment needs to be ordered in advance to ensure availability when needed by staff.End
Recommendation
Recommendation
Adopt the Resolution.
Background
In an effort to strive for accurate reading of water usage and reduce non-revenue water loss, the Public Works Department continues the process of replacing older/obsolete water meters. Included in the fiscal year 2024 Water & Sewer Fund Budget is the purchase of water meters for new construction projects and replacement of obsolete meters as they fail.
There are approximately 12,600 meters in the Village’s water system. The meters are necessary to record water usage for billing purposes. As meters age, they can become less accurate due to wear on the metering parts. Meters have an expected life of 15-20 years for accuracy purposes. Approximately 8,200 water meters were replaced in 2022. As meters age, they will typically record less water usage than actually is being used, thus accounting for water usage that is not being billed.
There are two parts to a water meter. The first is a cast metal housing consisting of lead-free copper alloy that the water flows through and measures the water. The second part is called a register head. The register head records the flow of water to determine the volume that has been used by the customer. The register head also communicates to the water meter reading infrastructure installed around town and records the water used by customers. The readings are then provided to the Finance Department who proceeds with the billing of customers.
Staff recommends waiving the bid process for this purchase because Ferguson Waterworks is the only regional distributor of the Neptune water meter that the Village uses. Neptune is the manufacturer of the meters that were purchased to start the previous change-out program in 2001 and is the preferred manufacturer of meters to complete the program to maintain continuity with the meters. Neptune has also served the water industry for over 120 years starting in 1892 and is a leader in AMR (Automatic Meter Reading) technology.
Fiscal Impact
The purchase of these materials will be funded from the Fiscal Year 2024 Water and Sewer Fund Budget, Capital Improvements, account #5040-43750-781-570707, $100,000.00 (50%) and #5040-43730-777-570707, $100,000.00 (50%) which provides funds for the water meters.
DEI Impact
N/A
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board has approved agreements with this provider annually.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Staff expects to continue to bring these agreements to the Village Board annually.
Intergovernmental Cooperation Opportunities
N/A