HomeMy WebLinkAboutApprove Sole Source Procurement Request for Aclara for Servi (2) 2000 Main Street,
�N1iNGtp Huntington Beach, CA
P day p,9 EA ;'\ 92648
_ City of Huntington Beach /9PpRoVED 7-0
File #: 22-926 MEETING DATE: 2/7/2023
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Sean Crumby, Director of Public Works
PREPARED BY: Chris Davis, Senior Administrative Analyst
Subject:
Approve Sole Source Procurement Request for Aclara for service and maintenance on
Automated Meter Infrastructure (AMI) equipment.
Statement of Issue:
Submitted for City Council approval is a Sole Source Procurement request for Aclara for service and
maintenance on Automated Meter Infrastructure (AMI) equipment, in the amount of $250,000 per
year.
Financial Impact:
No additional funding is requested. Sufficient funds for this service is included in the FY 2022-23
Budget in Water Enterprise Fund Business Unit 50685805.84300.
Recommended Action:
Approve the Sole Source Procurement Request with Aclara for service and maintenance on AMI
equipment.
Alternative Action(s):
Do not approve Sole Source Procurement Request and direct staff accordingly. Denial of the Sole
Source Procurement Request would result in delay of maintaining the City's stock of approximately
55,000 meters. This could result in lost revenue from faulty meter reads and inability to detect leaks
in customers' water service. Additionally, should the project be re-bid and a competitor succeed, this
would require the City to maintain two sets of meters and require training of staff for both types.
Analysis:
The Public Works Utilities Division water meter section recently completed the transition of the city's
meter system to an Automated Meter Infrastructure (AMI) system. The City began a pilot program to
implement an AMI system in 2006. AMI provides a continuous read of water usage from each
customer's meter that is wirelessly transmitted to staff. This provides better accuracy of water usage
City of Huntington Beach Page 1 of 2 Printed on 2/1/2023
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File #: 22-926 MEETING DATE: 2/7/2023
amounts and also eliminates the need for the City to hire staff must access customers' properties to
manually read their meters. Aclara was chosen as the vendor for the pilot program. In 2020, the City
completed a fifteen-year program to convert all meters to AMI. However, the Aclara software does
require an annual maintenance charge. Additionally, components do need to be replaced or repaired
due to attrition.
Aclara Automated Infrastructure software system and communication components are installed at
each of the approximately 55,000 water service connection meters in the City. No other AMI system
is compatible with Aclara.
This sole source procurement is requested in accordance with Chapter 3.02 of the City of Huntington
Beach Municipal Code, as there is no alternative vendor. Parts from other vendors would not be
compatible with the City's AMI system, nor would a different vendor be able to service Aclara parts
and software. Likewise, it would be economically prohibitive to have different systems for different
parts of the City due to the need to hire additional staff for each system and store parts for each
system.
Environmental Status:
Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will
not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Non Applicable - Administrative Item
Attachment(s):
1. Sole Source Procurement Request
2. Power Point
City of Huntington Beach Page 2 of 2 Printed on 2/1/2023
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„!,,NiNcra�,-_
RECEIVED
°, x5� ��� CITY OF HUNTINGTON BEACH OCT 26242a
paw '_, Sole-Source Justification r�
-Fc 0, (For use on all goods and services acquisitions.) Finance Department
This justification document consists of two(2)pages. All information must be provided and all questions must be answered. The"Required
Approvals”section must include a date for each signature,as appropriate for the transaction.
Requesting Department Information
Date: October 10, 2022
Requestor Name: Rudy Ocampo Division Manager: Alvin Papa
(Type names. Do not sign.)
Department: Public Works Department Head: Sean Crumby
(Type names. Do not sign. Must be same as signature below.)
Department Contact Information
Contact Name: Rudy Ocampo Street Address: 19001 Huntington Street, 92648
Telephone: 714-536-5453
Fax: 714-847-1067 _ Shipping Address: 19001 Huntington Street, 92648
Cellular phone: 714-907-7409
Required Contact Information
Contractor/Supplier Name: ACLARA
Contractor/Supplier Address: PO Box 207514
Contractor/Supplier City/State/Zip: Dallas, TX 75320-7514
Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:*
$2,500,000 $ $250,000 annually
(*Includes original contract and previously (*Includes original contract and all amendments,
approved amendments) (*Current amendment only) including current amendment)
Provide a brief description of the acquisition, including all goods and/or services the contractor will provide: _
Provide service and maintenance on Aclara RF Meter reading equipment, parts and service on said items, including
purchase of replacement parts.
Contract Type and Term
Contract Type: Contract Term: What account number will be used to purchase?
Select One: ❑ Goods Begin: 07/01/2007 Business Unit: 50685805
❑ Service
® Goods&Services End: N/A Object Code: 84300
Required Approvals
Department Head i_nance Manager- Budget Chief Financial Officer Assistant City Manager
►` 'p� II] (W--d De '-d Approved� ❑ Denied 0 Approved El Denied Approved ❑ Denied
: -..- 1s2e*.c2
Sign 41
ure Signature Signature Signature
0aY �� l0/2(o/Zo2Z to/2�/-"
lGy��� /ZG�2 �
ate Date ate Date
(Transactions exceeding$50,000
must be approved by City Council)
1
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!, CITY OF HUNTINGTON BEACH
Sole Source Justification
(For use on all goods and services acquisitions.)
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW:
1. Why is the acquisition restricted to this goods/services/supplier?
(Explain why the acquisition cannot be competitively bid.)
Aclara Automated Infrastructure(AMI)software system and communication components are installed at
each of the approximately 55,000 water service connection meters in the City. No other AMI system is
compatible with Aclara
2. Provide the background of events leading to this acquisition.
The City began a pilot program to implement an Automated Meter Infrastructure(AMI)system in 2006.
AMI provides a near continuous read of water usage from each customer's meter. This provides better
accuracy of water usage amounts and also eliminates the need for the City to hire staff to manually read
meters. Aclara was chosen as the vendor for the pilot program. The City recently completed a fifteen
year program to convert all meters to AMI. However,the Aclara software does require an annual
maintenance charge. Additionally, components do need to be replaced or repaired due to attrition.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
Aclara is a proprietary software and and communications system that is not compatible with any other
product.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
Parts from other vendors would not be compatible with the City's AMI system, nor would a different
vendor be able to service Aclara parts/software. Likewise, it would be impossible to have different
systems for different parts of the City due to the need to hire additional staff for each system and store
parts for each system.
5. What market research was conducted to substantiate no competition, including evaluation of other items
considered?
(Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department
concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons
for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not
performed.)
ACLARA was selected when the City began the AMI pilot program in 2006 as they were one of the lead
developers of AMI technology.The cost was considered fair and reasonable by City staff based on
research done before beginning the pilot program. The City completed the conversion of its meter stock
to AMI two years ago at considerable cost in both goods and staff time. Failing to continue to purchase
Aclara parts would nullify this investment.
2
B. PRICE ANALYSIS
1. How was the price offered determined to be fair and reasonable?
(Explain what the basis was for comparison and include cost analyses as applicable.)
The cost of switching to a different system has not been thoroughly researched, but converting 55,000
meters to a different system would require a large investment of time and money.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
See above
Remit completed form to: City of Huntington Beach—Purchasing Division
2000 Main Street,Huntington Beach,CA 92648-2702
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