Westminster City Council
SUBJECT
Title
Purchase of Sensus Autogun Meter Reading Devices, Water Meters, and Parts for FY 2025-2026 in the amount of $900,000 and a Five-Year Agreement for Meter Reading Software in the Amount of $58,400.50 from Aqua-Metric Sales Company.
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From: Jake Ngo, Public Works Director/City Engineer
Requested by: Administration
Prepared by: Noelani Leal, Management Analyst
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RECOMMENDED ACTION
Recommendation
A. Approve an open Purchase Order for the purchase of Sensus Autogun Meter Reading Devices, Water Meters, and Parts from the Aqua-Metric Sales Company in the amount of $900,000 for Fiscal Year 2025-2026; and
B. Approve a five-year agreement with Aqua-Metric Sales for Meter Reading Software in the amount of $58,400.50.
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BACKGROUND
Aqua-Metric Sales Company (Aqua-Metric) is the local distributor for Sensus water meters and repair parts. The City uses only Sensus water meters throughout the City; replacing Sensus water meters with a different company’s meters would be impractical, because otherwise city staff would be required to use two different types of systems.
These new meters are needed for the replacement of the City’s existing water meters, and the parts will be used on an as needed basis to repair these water meters after their initial testing. That is, the full $900,000 would be made available for City staff to purchase new meters and necessary parts throughout the year, up to the maximum of $900,000.
This is year two of a six-year water meter replacement program. The City’s last meter replacement program was completed more than 15 years ago.
This is a sole-source purchase as Aqua-Metric is the only company who can provide replacement meters and parts for the various meter sizes used by the City. This company serves over 900 water agencies nationwide, including adjacent cities such as Seal Beach, Garden Grove, Fountain Valley, Huntington Beach, and Santa Ana. The purchase will include Sensus Autogun Meter Reading Devices, water meters, and parts for ¾”, 1”,1.5”, and 2” water meters, and large meters (3” thru 6”).
Rather than hiring a contractor, new meters will be installed by City staff who are more familiar with the City’s water system and for cost savings.
The City currently uses the Auto Read software from Aqua-Metric to import and export meter reads. The software provides a seamless transfer from the Auto Read program into the City’s financial software, Munis. The new version of the program, NextGen, is web-based, which allows multiple users and is not limited to being installed on a single desktop computer. This new software service agreement with Aqua-Metric will cost the city $58,400.50 over five years.
FISCAL IMPACT
Funds for the Purchase Order with Aqua-Metric Sales Company, in the amount of $900,000, are available in CIP Account Number 55502-552500, “New Water Meter Exchange Program.”
Funds for the five-year agreement in the amount of $58,400.50 with Aqua-Metric Sales Company for the Meter Reading Software are available in Account Number 23000-43090, “Utility Billing & Collection.”
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
Purchase of these water meters is necessary to replace, repair, and maintain the meters for the City of Westminster’s water system.
The new water meter reading program, NextGen, will provide a seamless transfer of data from the field meter reading into the City’s financial software, Munis.
ATTACHMENTS
1. Sole Source Letter
2. Aqua-Metric Sales Company Pricing List
3. Sensus Water Meter
4. Five-Year Agreement Quote
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager