HomeMy WebLinkAbout05-02-2017 Item 08 Water Meter Standard and Request for Proposal Specification No 91456 Meeting Date: 5/2/2017
Current Water Meter Inventory
Meter Size in
inches
Number
of Meters
5/8* 6,298
3/4 4,469
1 3,488
1-1/2 409
2 368
Total water
meters 5/8-2
inch
15,032
3 inch and
above
104
*These meters are being replaced with 3/4 and 1-
inch meters for increased fire flow capacity to
meet current Engineering Standards.
FROM: Carrie Mattingly, Public Utilities Director
Prepared By: Marcus Henderson, Water Distribution Supervisor
SUBJECT: WATER METER STANDARD AND REQUEST FOR PROPOSAL
SPECIFICATION NO. 91456
RECOMMENDATION
1. Adopt a City standard for water meters sized 3/4 inch, 1 inch, 1 1/2 inch, and 2 inch.
2. Approve a Request for Proposal under Specification No. 91456 for annual purchase of
water meters.
3. Authorize the City Manager to approve contract for water meter purchases not to exceed
the annually budgeted amount as approved by Council.
DISCUSSION
Overview
Engineering Standards are central to a uniform design and functionality of City infrastructure.
While many pieces of equipment have been standardized throughout the Utilities Department,
water meters have not. This report serves to underscore
the need for standardizing water meters, details the
selection process, and covers the requirements for sole
source purchasing.
Background
The City is responsible for the maintenance and
replacement of over 15,000 water meters and installation
of new water meters as required for new development.
The City relies on water meters to accurately measure
the amount of water consumed to correctly bill water
users and as a tool to estimate water losses in the system.
Wastewater charges are also tied to water consumption
measured by the water meter.
Meter Standardization
The City utilizes the American Water Works
Association (AWWA) standards for its water
distribution system operation. When responding to
Request for Proposals, manufacturers must comply with
these standards where applicable, in order to submit a
proposal.
Packet Pg 69
8
Modern Meters
Water loss in a distribution system, also known as “unaccounted for water ,” is the difference in
the amount of water that leaves the Water Treatment Plant and the total amount captured by all
water meter reads. Although industry-wide meter accuracy has been identified as a potential
cause of apparent water loss, the lack of significant data on meter accuracy at low flow rates has
caused the amount of water that is unaccounted for to be largely ignored. The May 2010 AWWA
Journal addresses the accuracy of various meter types at low flows as follows:
“It is generally understood that meter accuracy at low flow rates tends to decrease
rapidly. Because energy transfer from the water to the meter’s sensing element is small at
lower flows, any increase in friction can cause slowing or even the complete stop of a
meter’s registration.
The volume of water used at these very low flow rates is larger than many water
providers realize. In fact, approximately 16% of all domestic water consumption occurs
at flow rates < 1 Gallon Per Minute…the increased revenue and ability to account for
water supplies make the low-flow accuracy of residential water meters an essential factor
in selecting a water meter.”
The June 2016 AWWA Journal further addresses this:
“With rapid advances being made in metering technology, understanding how
technologically advanced meters perform is important to those making decisions about
which technology to use in their systems.
As accurate water measurement has become a significant focus of this limited resource,
advances have been made to improve mechanical meters and to develop electronic
meters to increase measurement accuracy at low flows.”
Given the information contained in these reports and others, a water meter’s ability to accurately
monitor low flows is a priority in meter selection. The ability for the water meter to be
compatible with remote meter reading technology is another consideration in selection. The City
has no immediate plans for a conversion to any type of automatic meter reading system;
however, selection of an asset as significant as water meters must be made with a view to future
shifting technologies, business models and best practices. Staff recommends being prepared for
the potential for an automatic meter reading system conversion at some future juncture as part of
meter selection considerations.
Request for Proposal
With the 2015-17 Financial Plan, the City Council approved an ongoing capital improvement
project to systematically replace the City’s aging water meters. To identify the best meter for the
replacement of the inventory, staff recommends releasing a Request for Proposals. This will
allow the City to invite vendors in for further investigation of those water meters that meet the
City standard, as well as gauge availability and manufacturer reliability. The expectation is that
the vendors will showcase their product, allowing the City’s Water Distribution crew to test the
Packet Pg 70
8
product with a hands-on approach to the selection process.
Sole Source
With the release of a Request for Proposal the City will be able to select the appropriate water
meter to uniformly meet the needs of the Water Distribution System. Water meter manufacturers
are represented in North America by various regional vendors. Upon selection of the water meter
and vendor and execution of a purchase contract, the intent will then be for the water meter
specifications to be wrapped into the City’s Engineering Standards. The uniformity of water
meters has numerous benefits which justify a sole source purchasing plan in the future. Most
significantly, having a uniform type of water meter will allow for greater familiarity when
performing maintenance and/or repairs which will promote greater efficiencies and lower costs
associated with purchasing and stocking parts from several different manufacturers. This will in
turn provide greater customer service and better overall maintenance of this component of the
water distribution system.
Once approved for addition to the Engineering Standards, new meter installations will be
performed by contractors during new development of sites along with the adjoining
infrastructure, to be inspected per Public Works Engineering Department guidelines.
The City will purchase sufficient stock of these water meters and provide them to contractors, as
requested, at the City’s cost. This will shift the responsibility of initial installation to the
development and resolves any delay in installation that may now be experienced due to
purchasing, staffing, and scheduling constraints. It will also allow staff additional time to spend
in replacement of aging infrastructure rather than in new installation.
Adopting a water meter standard will allow the City to purchase sufficient stock to facilitate the
goals of the previously approved Water Meter Replacement Capital Improvement Plan as well as
meet the needs of development within the City. It should also provide cost savings through
economies of scale as purchasing in large quantities from a single vendor should result in
reduced pricing.
Once the vendor is selected through the RFP process, this request meets the requirements of a
sole source purchase per Municipal Code 3.24.060.D.
FISCAL IMPACT
City Council approved the funding for the replacement of water meters with the 2015-17
Financial Plan – Capital Improvement Plan page 3-45. The project allocates $165,000 annually
to the replacement effort.
Council approved $29,700 in the 2015-17 Financial Plan for purchase of water meters related to
new development, to be reimbursed per existing fee schedules.
ALTERNATIVES
The City Council could decide against a water meter standard and the release of a Request for
Packet Pg 71
8
Proposals. This strategy would not allow for a systematic approach to the replacement of the
inventory and would keep a variety of meter types in the system.
Attachments:
a - Water Meter RFP - Spec #91456
b - Water Meter Standardization
c - Distribution System Improvements CIP
Packet Pg 72
8
The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
Notice Requesting Proposals for
Water Distribution System Cold Water Meters
The City of San Luis Obispo is requesting sealed proposals for cold water meters pursuant to Specification
No. 91456. All proposals must be received by the Finance Division by 5:00 pm Thursday June 1, 2017
when they will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo,
CA 93401.
Proposals received after said time will not be considered. To guard against premature opening, each
proposal shall be submitted to the Finance Division in a sealed envelope plainly marked with the proposal
title, specification number, proposer name, and time and date of the proposal opening. Proposals shall be
submitted using the forms provided in the specification package.
Specification packages and additional information may be obtained by contacting Marcus Henderson-
Water Distribution Supervisor at (805) 781-7035.
City of San Luis Obispo
990 Palm Street, San Luis Obispo, CA 93401-2710
Packet Pg 73
8
Specification No. 91456
TABLE OF CONTENTS
A. Description of Work 1
B. General Terms and Conditions 3
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 6
Contract Term
Estimated Quantities
Proposal Content
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Unrestrictive Brand Names
Start and Completion of Work
Accuracy of Specifications
D. Agreement 9
E. Insurance Requirements 11
F. Proposal Submittal Forms 12
Proposal Submittal Summary
References
Packet Pg 74
8
-1-
Section A
DESCRIPTION OF WORK
The City of San Luis Obispo Utilities Department is responsible for the maintenance and replacement of
over 15,000 cold water meters. The Department relies on water meters to accurately measure the amount
of water consumed in order to correctly bill its customers. With the current rates structure, wastewater
charges are also directly tied to water consumption measured by the water meter. Accuracy of the meter
instills confidence in the rate payer that water and sewer usage will be billed as accurately as possible and
it provides the Utilities Department with detailed water consumption and billing data for its ongoing
operation.
Current Cold Water meter inventory
Meter
Size
Number of
Meters
Meter
Size
Number of
Meters
5/8”* 6,298 2” 368
3/4” 4,469 3” and
above
104
1” 3,488
1 1/2” 409
* these meters are being replaced with ¾” and 1” meters.
The adoption of a purchasing contract will ensure the City’s cold water meter infrastructure is reliable,
efficient, and accurate. Through this process the City will be able to select the appropriate water meter to
meet the needs of the majority of the Water Distribution System. Upon selection of the water meter and
vendor and execution of a purchase contract the intent will then be for the water meter specifications to be
approved for addition to the City’s Engineering Standards. This will streamline the purchasing,
replacement, and installation process and will serve to unify the distribution system away from the multiple
manufacturer, type, and technology model that has previously been utilized.
The current approved budget for these programs is $165,000 annually for replacement and $29,700 for new
installations.
The City is requesting proposals including hands-on demonstrations for the purchase of water distribution
system cold water meters, which shall include the following features. These criteria apply to 3/4”, 1”, 1 1/2’
and 2” meters:
1. All Water Meters Must Meet the Following Requirements:
a. Be manufactured by a reliable, established company
b. Be manufactured in the U.S.A.
c. Be made of an alloy, stainless steel, or composite material
d. Comply with AWWA C700 Standard Specifications for cold water meters where applicable
e. Be certified to the National Conference on Weights and Measures regulation standards
f. Comply with NSF/ANSI Standard 61 where applicable
g. Be accurate to +/- 1.5% of manufacturer’s normal flow range
h. Be provided by manufacturer with company reliability assessment
i. Be provided with a manufacturer’s warranty against material and workmanship defects of no
less than 20 years
j. Be AMI/AMR/AMA compatible
2. All Water Meter Maincases Must Meet the Following Requirements:
a. Be clearly marked with manufacture’s trade name, nominal size and direction of flow
Packet Pg 75
8
-2-
b. Be stamped with a serial number between the inlet or outlet port of the maincase
c. Be guaranteed free from manufacturing defects
d. Be equipped with maincase bolts that shall be non-magnetic stainless steel to prevent
corrosion
e. Be sized where 3/4” meters will be 7 1/2” in length
f. Be sized where 1” meters will be 10 3/4” in length
g. Be sized where 1 1/2” meters will be 13” in length
h. Be sized where 2” meters will be 17” in length
3. All Water Meter Registers Must Meet the Following Requirements:
a. Have the manufacturer’s trade name and a serial number permanently stamped on the register
box
b. Be equipped with a permanently sealed register or encoder
c. Measure in Cubic Feet to a minimum of two decimal places
d. Have a lens positioned above the register box to allow for runoff
e. Have an easy to read display
4. All Water Meter Connections Must Meet the Following Requirements:
a. Be equipped with meter threads made of an alloy, composite, or stainless steel material
b. Be equipped with the coupling nut and spud thread type connection for 3/4” and 1” meter
sizes
c. Be equipped with the elliptical flange joint type connection for 1 1/2” and 2” meter sizes
5. All Water Meter Deliveries Must Meet the Following Requirements:
a. Be delivered to the City Corporation Yard at 25 Prado Rd. San Luis Obispo, CA
b. Be readily available with a lead time of no more than 4 weeks
c. Be available at a competitive market cost
Packet Pg 76
8
-3-
Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal shall meet
all of the terms, and conditions of the Request for Proposals (RFP) specifications package. By
virtue of its proposal submittal, the proposer acknowledges agreement with and acceptance of all
provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the
Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401.
In order to guard against premature opening, the proposal should be clearly labeled with the
proposal title, specification number, name of proposer, and date and time of proposal opening. No
FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer’s insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not
required until contract award. The City’s insurance requirements are detailed in Section E.
4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the quantities
indicated and the lump sum prices quoted by the proposer must be entered in figures in the spaces
provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The
Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated
by any proposer for any item are not in agreement, the unit price alone will be considered as
representing the proposer's intention and the proposal total will be corrected to conform to the
specified unit price.
5. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without prejudice
prior to the time specified for the proposal opening, by submitting a written request to the Director
of Finance for its withdrawal, in which event the proposal will be returned to the proposer
unopened. No proposal received after the time specified or at any place other than that stated in
the "Notice Requesting Proposals" will be considered. All proposals will be opened and declared
publicly. Proposers or their representatives are invited to be present at the opening of the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed
to make or file, or to be interested in more than one proposal, except an alternative proposal when
specifically requested; however, an individual or business entity that has submitted a sub-proposal
to a proposer submitting a proposal, or who has quoted prices on materials to such proposer, is not
thereby disqualified from submitting a sub-proposal or from quoting prices to other proposers
submitting proposals.
7. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged, but will be
permitted. However, any such oral communication shall not be binding on the City.
Packet Pg 77
8
-4-
8. Alternative Proposals. When specifically requested, the proposer may submit an alternative
proposal (or proposals) that it believes will also meet the City's project objectives but in a different
way. In this case, the proposer must provide an analysis of the advantages and disadvantages of
each of the alternatives, and discuss under what circumstances the City would prefer one alternative
to the other(s). If an alternative proposal is submitted, the maximum length of the proposal may be
expanded proportionately by the number of alternatives submitted.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of
60 days for examination and comparison. The City also reserves the right to waive non-substantial
irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal
and accept the other, except to the extent that proposals are qualified by specific limitations. See
the "special terms and conditions" in Section C of these specifications for proposal evaluation and
contract award criteria.
10. Competency and Responsibility of Proposer. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of proposers. Proposers will
provide, in a timely manner, all information that the City deems necessary to make such a decision.
11. Contract Requirement. The proposer to whom award is made (Contractor) shall execute a written
contract with the City within ten (10) calendar days after notice of the award has been sent by mail
to it at the address given in its proposal. The contract shall be made in the form adopted by the
City and incorporated in these specifications.
12. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages
and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice
of contract award as a precondition to contract execution.
Packet Pg 78
8
-5-
Section C
SPECIAL TERMS AND CONDITIONS
REQUEST FOR PROPOSALS
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal submittal summary.
b. Certificate of insurance.
c. References
d. Company reliability assessment.
Qualifications
e. Experience of your firm in performing similar services.
f. Meter specification sheet.
g. Availability of supply.
h. Warranty Information.
i. Any other information that would assist us in making this contract award decision.
Compensation
j. Proposed per unit and large quantity pricing.
Proposal Length and Copies
k. Proposals should be the minimum length to provide the required information.
l. Five copies of the proposal must be submitted.
2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee based on
the following criteria:
a. Quality, clarity and responsiveness of the proposal.
b. Demonstrated ability to fulfill requirements of specifications sheet.
c. Demonstrated competence and professional qualifications necessary for successfully
providing the inventory required by the City.
d. Recent experience in successfully performing similar services.
e. Proposed approach to fulfilling orders.
f. References.
g. Proposed compensation.
h. Hands on demonstration of equipment.
As reflected above, contract award will not be based solely on price, but on a combination of factors
as determined to be in the best interest of the City. After evaluating the proposals and discussing
them further with the finalists or the tentatively selected contractor, the City reserves the right to
further negotiate the proposed work and/or method and amount of compensation.
Packet Pg 79
8
-6-
3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule
for proposal review and contract award:
a. Issue RFP 5/3
b. Receive proposals 6/1
c. Complete proposal evaluation 6/14
d. Conduct finalist interviews/ Hands-on demonstration 6/20
e. Finalize staff recommendation 6/23
f. Award contract 6/27
g. Execute contract 7/6
4. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Contractor as part of the work or services under these
specifications shall be the property of City and shall not be made available to any individual or
organization by the Contractor without the prior written approval of the City.
5. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, the Contractor shall
provide such additional copies as are requested, and City shall compensate the Contractor for the
costs of duplicating of such copies at the Contractor's direct expense.
6. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it
believes will also meet the City's project objectives but in a different way. In this case, the proposer
must provide an analysis of the advantages and disadvantages of each of the alternatives, and
discuss under what circumstances the City would prefer one alternative to the other(s). If an
alternative proposal is submitted, the maximum length of the proposal may be expanded
proportionately by the number of alternatives submitted.
7. Accuracy of Specifications. The specifications for this project are believed by the City to be
accurate and to contain no affirmative misrepresentation or any concealment of fact. Proposers are
cautioned to undertake an independent analysis of any test results in the specifications, as City does
not guaranty the accuracy of its interpretation of test results contained in the specifications package.
In preparing its proposal, the proposer and all subcontractors named in its proposal shall bear sole
responsibility for proposal preparation errors resulting from any misstatements or omissions in the
plans and specifications that could easily have been ascertained by examining either the project site
or accurate test data in the City's possession. Although the effect of ambiguities or defects in the
plans and specifications will be as determined by law, any patent ambiguity or defect shall give rise
to a duty of proposer to inquire prior to proposal submittal. Failure to so inquire shall cause any
such ambiguity or defect to be construed against the proposer. An ambiguity or defect shall be
considered patent if it is of such a nature that the proposer, assuming reasonable skill, ability and
diligence on its part, knew or should have known of the existence of the ambiguity or defect.
Furthermore, failure of the proposer or subcontractors to notify City in writing of specification or
plan defects or ambiguities prior to proposal submittal shall waive any right to assert said defects
or ambiguities subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City shall not be
liable for costs incurred by the successful proposer to achieve the project’s objective or standard
beyond the amounts provided there for in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged
ambiguity or defect in the plans and/or specifications, or any other matter whatsoever, Contractor
Packet Pg 80
8
-7-
shall immediately notify the City in writing, and the Contractor and all subcon tractors shall
continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor
or trivial, and irrespective of whether or not a change order, time extension, or additional
compensation has been granted by City. Failure to provide the hereinbefore described written
notice within one (1) working day of contractor's becoming aware of the facts giving rise to the
dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity
in the plans or specifications concerning the dispute.
Packet Pg 81
8
-8-
Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for Water Distribution System Cold Water Meters per
Specification No. 91456
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said
cold water meters].
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as
first written above, until acceptance or completion of said water distribution system cold water meters.
2. INCORPORATION BY REFERENCE. City Specification No. 91456 and Contractor's proposal
dated [date], are hereby incorporated in and made a part of this Agreement. To the extent that there are any conflicts
between the City’s specification and this Agreement and the Contractor’s proposal, the terms of the City’s
specification and this Agreement shall prevail, unless specifically agreed otherwise in writing signed by both parties.
3. CITY'S OBLIGATIONS. For providing water distribution system cold water meters as specified
in this Agreement, City will pay and Contractor shall receive therefor payments based upon the actual quantities
ordered and received by City and the unit prices bid by Contractor.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by
this Agreement and the said specification.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the Council of the City.
Packet Pg 82
8
-9-
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any
force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor Name
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO
________________________________ By:_____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
City Attorney
Packet Pg 83
8
-10-
Section E
INSURANCE REQUIREMENTS
Supply and Equipment Contracts
The Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property that may arise from or in connection with the products and
materials supplied to the City. The cost of such insurance shall be borne by the Contractor.
Minimum Scope of Insurance. Coverage shall be at least as broad as Insurance Services Office
Commercial General Liability coverage ("occurrence" form CG 0001).
Minimum Limits of Insurance. Contractor shall maintain limits no less than $1,000,000 per occurrence
for bodily injury, personal injury and property damage. If Commercial General Liability or other form with
a general aggregate limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence limit.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to
and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers;
or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
Other Insurance Provisions. The general liability policy is to contain, or be endorsed to contain, the
following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: products and completed operations of the Contractor. The coverage shall contain no
special limitations on the scope of protection afforded to the City, its officers, officials, employees,
agents or volunteers.
2. The Contractor's insurance coverage shall be primary insurance as respects the City, its officers,
officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the
City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's
insurance and shall not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made or
suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30)
days' prior written notice by certified mail, return receipt requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than A:VII.
Verification of Coverage. The Contractor shall furnish the City with original endorsements effecting
coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer
to bind coverage on its behalf. All endorsements are to be received and approved by the City before work
commences.
Packet Pg 84
8
-11-
PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he has carefully examined Specification No. 91456, which is hereby
made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing
firm; and agrees to perform the specified work for the following cost quoted in full:
Description Quantity Unit Price Total
¾” cold water meter
1” cold water meter
1 ½” cold water meter
2” cold water meter
TOTAL BASE PRICE
Sales tax @ 8.25%
Other (provide detail below)
TOTAL $
Delivery of equipment to the City to be within __21_____ calendar days after contract execution and written
authorization to proceed.
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
Packet Pg 85
8
-12-
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name: .
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the
services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Packet Pg 86
8
-13-
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it,
has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state,
or local government project because of the violation of law, a safety regulation, or for any other reason,
including but not limited to financial difficulties, project delays, or disputes regarding work or product
quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty
of perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
Packet Pg 87
8
PROPOSERS LIST
WATER DISTRIBUTION SYSTEM COLD WATER METERS—SPECIFICATION NO. 91456
National Meter and Automation, Inc.
P.O. Box 8339
Santa Rosa, CA 95407
Ph. 707-575-0700
Fx. 707-575-3786
Aqua Metric
4050 Flat Rock Drive
Riverside, CA 92505
Ph. 951-637-1400
Fx. 951-637-1500
Ferguson Enterprises, Inc.
8732 Fruitridge Road
Sacramento, CA 95826
Ph. 916-388-7125
Fx. 916-381-7445
NOTE: Not to be included with Proposer's Package when mailed or
handed out. This should be included and referenced as an attachment to
the Council Agenda Report.
Packet Pg 88
8
Water Meter Standard
These criteria apply to 3/4 inch, 1 inch, 1 1/2 inch, and 2 inch meters. All meters 3 inch and
larger must be approved on a case by case basis as appropriate for the application.
1. All Water Meters Must Meet the Following Requirements:
a. Be manufactured by a reliable, established company
b. Be manufactured in the U.S.A.
c. Be made of an alloy, stainless steel, or composite material
d. Comply with AWWA C700 Standard Specifications for cold water meters
where applicable
e. Be certified to the National Conference on Weights and Measures regulation
standards
f. Comply with NSF/ANSI Standard 61 where applicable
g. Be accurate to +/- 1.5% of manufacturer’s normal flow range
h. Be provided by manufacturer with company reliability assessment
i. Be provided with a manufacturer’s warranty against material and
workmanship defects of no less than 20 years
j. Be AMI/AMR/AMA compatible
2. All Water Meter Maincases Must Meet the Following Requirements:
a. Be clearly marked with manufacture’s trade name, nominal size and direction of
flow
b. Be stamped with a serial number between the inlet or outlet port of the
maincase
c. Be guaranteed free from manufacturing defects
d. Be equipped with maincase bolts that shall be non-magnetic stainless steel to
prevent corrosion
e. Be sized where ¾” meters will be 7 1/2” in length
f. Be sized where 1” meters will be 10 3/4” in length
g. Be sized where 1 1/2” meters will be 13” in length
h. Be sized where 2” meters will be 17” in length
3. All Water Meter Registers Must Meet the Following Requirements:
a. Have the manufacturer’s trade name and a serial number permanently stamped
on the register box
b. Be equipped with a permanently sealed register or encoder
c. Measure in Cubic Feet to a minimum of two decimal places
Packet Pg 89
8
d. Have a lens positioned above the register box to allow for runoff
e. Have an easy to read display
4. All Water Meter Connections Must Meet the Following Requirements:
a. Be equipped with meter threads made of an alloy, composite, or stainless steel
material
b. Be equipped with the coupling nut and spud thread type connection for ¾” and
1” meter sizes
c. Be equipped with the elliptical flange joint type connection for 1 ½” and 2”
meter sizes
5. All Water Meter Deliveries Must Meet the Following Requirements:
a. Be delivered to the City Corporation Yard at 25 Prado Rd. San Luis Obispo, CA
b. Be readily available with a lead time of no more than 4 weeks
c. Be available at a competitive market cost
Packet Pg 90
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
Project Description
Replacement of water distribution pipes, mainlines, water meters, fire hydrants, and related infrastructure is an ongoing program for appropriate
water distribution and fire protection. The City has identified opportunities to consolidate water distribution zones to simplify operations, reduce
pumping needs, and eliminate pump stations that would otherwise require replacement. Related construction projects will cost $2,300,000 in 2015-
16, $2,945,000 in 2016-17 and $8,794,000 for years three through five combined including the cost of design and construction management services.
Maintenance and replacement projects for water meter and fire hydrant infrastructure are done throughout the year and are an ongoing effort.
Funding for the replacement of water meters, water meter boxes, and fire hydrants will cost $190,000 in years 2015-16 and 2016-17, and $610,000
for years three through five.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal List: Infrastructure Maintenance
Need and Urgency
The City operates a complex water distribution system that is comprised of sixteen distribution zones, ten potable water storage tanks, two
reservoirs, five hydro‐pneumatic tanks, eight pump stations, 21 pressure reducing valves (PRVs) and 184 miles of pipe with diameters ranging in size
from four inches to 30 inches. Some City water distribution lines are undersized and deteriorating due to age. The expected useful life of a water
pipeline is approximately 50 years, which corresponds with a replacement schedule of approximately two percent of the distribution system each
year.
Listed projects include replacing undersized mains in areas requiring increased fire flows, replacing aging mains that have experienced multiple
failures requiring expensive emergency repairs, and projects to improve distribution system operations. Projects were selected and prioritized to have
the greatest impact in reducing disruptions to water service and improving fire flows. Trench repairs and raising valve cover s are routine activities
associated with street paving. These projects occur on an as-needed basis, routinely several times per year.
Water meters and fire hydrants are a vital component of the City’s water distribution and fire safety system. Their upkeep is an ongoing effort with a
portion of the inventory of almost 15,000 meters and 1,867 hydrants being replaced annually.
Packet Pg 91
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
Readiness to Build
Study complete or n/a
Equipment purchased or n/a
Property owned or property agreement in place n/a
Environmental approval and permits complete or n/a
Specifications or construction documents complete n/a
IT Steering Committee review n/a
Environmental Review and Permits Required
Environmental Review n/a
Building Permit n/a
Waterway Permits (Fish & Game, Water Quality, Army Corps) n/a
Railroad n/a
Other: (Enter the title and agency of any other needed permits) n/a
Operating Program Number and Title: 55160 Water Distribution Water Fund
Project Phasing and Funding Sources
Continuing, ongoing or master account project
Initial Project Costs by Phase
Budget to Date 2015-16 2016-17 2017-18 2018-19 2019-20 Total
Design $250,000 $125,000 $225,000 $135,000 $127,000 $862,000
Construction on-going $1,710,000 $2,405,000 $2,408,000 $2,200,000 $1,420,000 $10,143,000
Construction Management $150,000 $225,000 $225,000 $205,000 $127,000 $932,000
Meter /Hydrant Replacement $190,000 $190,000 $195,000 $205,000 $210,000 $990,000
Total $0 $2,300,000 $2,945,000 $3,053,000 $2,745,000 $1,884,000 $12,927,000
Packet Pg 92
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
Detail of ongoing costs and alternatives to ongoing costs including return on investment information: Replacing aging infrast ructure will potentially
reduce ongoing maintenance as well as emergency repair costs.
Anticipated Facility Life Span: 50 years
Budget to Date 2015-16 2016-17 2017-18 2018-19 2019-20 Total
Water Fund $2,217,500 $2,862,500 $2,968,000 $2,657,500 $1,794,000 $12,499,500
Sewer Fund $82,500 $82,500 $85,000 $87,500 $90,000 $427,500
Total $0 $2,300,000 $2,945,000 $3,053,000 $2,745,000 $1,884,000 $12,927,000
Project Funding by Source
Reduced / Enhanced Project Alternatives
Reduced project is feasible – Cost of reduced project:
Project can be phased – Number of years for phasing:
Project Team
Assignment Program Estimated Hours
15-16 16-17 17-18 18-19 19-20
Project Management Utilities Project Manager 800 800 800 800 800
Project Support Utilities, Water, Water Distribution Supervisor and
Staff
4,000 4,000
4,000
4,000
4,000
Environmental Review Community Development 8 8 8 8 8
Project Proponent Utilities, Water, Water Division Manager 80 80 80 80 80
Packet Pg 93
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
Site List
Based on the information currently available, projects have been prioritized and are listed in priority order. As additional information becomes
available, projects in future years may be re-prioritized. In some cases, unanticipated use of contract design and inspection services may be required
due to various reasons, which could increase project costs. This may re sult in the need to shift projects to future budget years to work within
established funding levels and maintain priority order.
2015-2016 Project List:
Location Pavement Area Length (feet) Cost
2015-2016 Water Distribution System Improvements
Design (contract services) $150,000
Casa - Murray to Deseret (increase to 12”)
Stenner (Murray to end)
Chorro (intersection of Chorro/Meinecke and Chorro/Murray)
Murray - Santa Rosa to Hathway
Pacific – Nipomo to Higuera (increase from 10” to 12”)
Boysen - Santa Rosa Street to N. Chorro Street
8 900
$1,560,000
8 580
8 100
8 1,350
4 2,100
1,200
Total: 6,230
Construction Management (contract services) $150,000
Serrano Zone Consolidation (Study and Design Phase) $100,000
Trench Repair N/A N/A $125,000
Raise Valve Covers on Paving Projects N/A N/A $25,000
Water Meters and Water Meter Boxes N/A N/A $165,000
Fire Hydrants and Parts N/A N/A $25,000
Total $2,300,000
Packet Pg 94
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
2016-2017 Project List:
Location Pavement Area Length (feet) Cost
2016-2017 Water Distribution System Improvements
Design (contract services) $125,000
Mountain View - Hill Street to Broad Street (increase from 6” to 8”)
Hill Street - Lincoln Street to 525 Hill Street (increase from 4” to 8”)
West Street – Chorro Street to Lincoln Street (increase from 6” to 8”)
Lincoln - Chorro to West (increase from 4” to 8”)
212 San Miguel to Santa Ynez
San Miguel - Santa Ynez to Buena Vista
Buena Vista - McCollum to 392 Buena Vista (increase from 4” to 8”)
Higuera – Toro to Johnson
7 360
$1,255,000
7 220
7 730
7 1,520
8 640
8 620
8 450
4 480
Total: 5,020
Construction Management (contract services) $125,000
Serrano Zone Consolidation (Construction, Phase 1)
Construction Management (contract services)
7 3,800 $1,000,000
$100,000
Trench Repair N/A N/A $125,000
Raise Valve Covers on Paving Projects N/A N/A $25,000
Water Meters and Water Meter Boxes N/A N/A $165,000
Fire Hydrants and Parts N/A N/A $25,000
Total $2,945,000
Packet Pg 95
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
2017-2018 Project List:
Location Pavement Area Length (feet) Cost
2017-2018 Water Distribution System Improvements
Design (contract services) $125,000
Chorro Street – Broad Street to Upham Street
El Paseo – Flora to El Cerrito (increase from 8” to 10”)
El Cerrito – El Paseo to end
Wilding -
Iris -
Sierra -
Boulevard Del Campo -
4 1,000
$1,258,000
1 290
1 670
1 600
1 320
2 1,500
2 650
Total: 5,030
Construction Management (contract services) $125,000
Serrano Zone Consolidation (Construction, Phase 2)
Construction Management (contract services)
7 3,800 $1,000,000
$100,000
Ferrini Zone Consolidation (Design Phase) 7,8 $100,000
Trench Repair N/A N/A $125,000
Raise Valve Covers on Paving Projects N/A N/A $25,000
Water Meters and Water Meter Boxes N/A N/A $170,000
Fire Hydrants and Parts N/A N/A $25,000
Total $3,053,000
Packet Pg 96
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
2018-2019 Project List:
Location Pavement Area Length (feet) Cost
2018-2019 Water Distribution System Improvements
Design (contract services) $135,000
Craig (increase from 6” to 12”)
Craig – Patricia to Jeffrey (increase from 4” to 8”)
Christina – Warren to Craig (increase from 4” to 8”)
Jaycee (8”)
Westmont – Jeffrey to Stanford
La Canada – Tolosa to Cerro Romauldo (inc. from 4” and 6” to 8”)
Cerro Romauldo – Patricia to Los Cerros
7 260
$1,350,000
7 750
7 600
7 1,350
8 500
7 850
7 1,080
Total: 5,390
Construction Management (contract services) $135,000
Ferrini Zone Consolidation (Construction Phase)
Highland – Hwy. 1 to Patricia (increase from 6” and 8” to 12”)
Construction Management (contract services)
2,800
$700,000
$70,000
Trench Repair N/A N/A $125,000
Raise Valve Covers on Paving Projects N/A N/A $25,000
Water Meters and Water Meter Boxes N/A N/A $175,000
Fire Hydrants and Parts N/A N/A $30,000
Total $2,745,000
Packet Pg 97
8
CAPITAL IMPROVEMENT PLAN PUBLIC UTILITIES
DISTRIBUTION SYSTEM IMPROVEMENTS
2019-2020 Project List:
Location Pavement Area Length (feet) Cost
2019-2020 Water Distribution System Improvements
Design (contract services) $127,000
Patricia – Cerro Romauldo to Highland 7 1,130
Patricia – Highland to Fel Mar 7 270
Highland – Fel Mar to 113 Highland 8 280
La Entrada – Hermosa to San Jose 7 880
La Entrada – San Jose to Foothill 7 1,420
La Entrada – Catalina to Foothill 7 1,100
Total: 5,080 1,270,000
Construction Management (contract services) $127,000
Trench Repair N/A N/A 125,000
Raise Valve Covers on Paving Projects N/A N/A $25,000
Water Meters and Water Meter Boxes N/A N/A $180,000
Fire Hydrants and Parts N/A N/A $30,000
Total $1,884,000
Packet Pg 98
8