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HomeMy WebLinkAboutAgenda Report - July 20, 2016 C-03TM CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM C-3 AGENDA TITLE: Adopt Resolution Authorizing the Purchase of One Meter Test Board from WECO of Pearl, Miss. ($42,434) MEETING DATE: July 20, 2016 PREPARED BY: Electric Utility Director RECOMMENDED ACTION BACKGROUND INFORMATION Adopt a resolution authorizing the purchase of one meter test board from WECO of Pearl, Miss., in an amount not to exceed $42,434. The Electric Utility (EU) maintains nearly 26,000 in-service solid- state energy meters within its service territory; commonly referred to as Watt-hour meters or electric meters, these devices are the industry standard by which energy consumption is measured and in turn billed to a consumer. Testing meters is an industry standard practice and regulatory requirement, in addition to being an integral component of validating accurate energy consumption and responding to customer requests for periodic meter tests. Solid-state energy meters are precision electronic devices that require highly specialized equipment to test and validate their accuracy. Testing and validating accuracy is done routinely to ensure the meters deployed to the field accurately record consumption within very tight tolerances. Further, the California Public Utilities Commission (CPUC) requires meters to measure within +/- two percent when in the field; however, EU Rule and Regulation No. 17(c) is more stringent, requiring a tighter tolerance of +/- 0.02 percent when being tested and calibrated in the Meter Shop. Currently, EU staff utilizes a Megger brand test board that is more than 20 years old and is technologically obsolete as Megger has not made replacement parts for 18 years. In addition, this test board requires legacy Microsoft Windows operating software that is no longer available or supported. Staff surveyed utilities of the Electric Utility Service Equipment Requirements Committee (EUSERC) for suitable testing equipment that was currently in -use by its members, and WECO was determined to be the only product capable of supporting the EU's needs for a desktop and mobile platform along with the technological sophistication to perform extensive diagnostic testing on meters, as well as an integrated stand-alone platform that does not rely upon external computers as the interface for operation. Further, the ability to purchase a discounted demonstration unit from WECO with a same -as -new two-year manufacturer warranty was determined by staff to be an economical alternative to purchasing a new, retail priced unit. The demonstration unit will provide the technology platform to continue testing meters and ensuring compliance with EU Rules and Regulations as well as regulatory mandates. APPROVED: ity Manager Adopt Resolution Authorizing the Purchase of One Meter Test Board from WECO of Pearl, Miss. ($42,434) July 20, 2016 Page 2 of 2 See table below for a cost comparison of a new unit versus this demo unit: Demo Unit Retail Unit Estimated Tax Grand Total $39,290 $3,144 $42,434 $41,690 _ $3,318 $45,008 Pursuant to Lodi Municipal Code §3.20.070(5), the bidding process may be dispensed with when the City Council determines that the purchase or method of purchase would be in the best interests of the City. Staff recommends dispensing with the bid process and approving the purchase of one model RW -30, WECO meter test board. FISCAL IMPACT: Not to exceed $42,434. FUNDING AVAILABLE: Included in FY2016/17 Account No. 50199000.77040. Jordan Ayers Deputy City Manager/Internal Services Director izabeth A. Kirkley Electric Utility Director PREPARED BY: Charles Berry, Electric Utility Superintendent EAK/CJB/Ist R A D 1 A N WECO Power and Energy Measurement Solutions Sold To: City of Lodi Mike Paulsen Lodi, CA 95241 Phone: (916) 869-9058 Fax: Date QUOTE Quote # AAAQ3501 06/27/16 3852 Fortune Drive - Lafayette, Indiana 47905 Phone: 765-449-5500 - Fax: 765-448-4614 Email: rjackson@radianresearch.com Ship To: City of Lodi Mike Paulsen Lodi, CA 95241 Phone: (916) 869-9058 Fax: Thank you for your interest in Radian Research products. Following is a price quotation including payment and shipping terms for the product(s) you inquired about: Terms Quoted By Ship Via Days Valid Lead Time Local Rep NET30 Raeann UPS Ground - Pearl, MS 50 4-6 Weeks McAvoy & Markham Ln # Qty Part# 1 0 Description When ordering the items below, please issue purchase order to: Unit Price Ext. Price WECO 333 Crosspark Dr. Pearl, MS 39208 2 1 RW -30 RW -30 Portable Three -Phase Meter Site Analyzer RD -30-x $29,890.00 $29,890.00 (Accuracy 0.04%) three-phase portable standard. 3 1 BW015701 RW -3X Basic Cable Set is included with the RW at no $0.00 $0.00 charge. This cable set includes: Analog Sense, External Cable Assembly Field Power Cable Shop Power Cord Potential Cable Assembly Set, 2mm Plugs, Right Angle Current Cables with Safe -T -Plugs, right angle Current Cables with Alligator Clips, right angle Ethernet Cross -Over Cable Includes nylon carrying case for cables and leads. 4 1 Discount for Demonstration Unit -$2,200.00 -$2,200.00 5 1 3230 Model 3230 Three Phase Smart Shop Stand for use with $8,975.00 $8,975.00 WE -20, WE -30, RW -30 and RW -31. Features built-in laser optics, Smart SocketTMtechnology and automatic meter form selection. 6 1 AC0015XX Magnetic Mount Optics Kit $775.00 $775.00 7 1 AW0026XX AmpFlex Current Probe Kit, 36" 3000 Amps, 1000 Volts $1,800.00 $1,800.00 8 1 SHIPPING Shipping $50.00 $50.00 9 0 SubTotal $39,290.00 10 1 Optional Training 11 0 TRAINING 1 One Day On -Site Training (Per Site) (Optional) (Optional) $2,500.00 $2,500.00 06/28/16 11:03:48 Page 1 R A D 1 A N WECO Power and Energy Measurement Solutions Ln # QtyPad rt# QUOTE Quote # 06/27/16 AAAQ3501 Date 3852 Fortune Drive - Lafayette, Indiana 47905 Phone: 765-449-5500 - Fax: 765-448-4614 Email: rjackson@radianresearch.com Description Unit Price Ext. Price 12 0 TRAINING>1 Each additional day of training (Per Day) (Optional) $1,000.00 $1,000.00 (Optional) 13 1 Optional Service Care Plans: 14 0 SP320000 Meter Shop and Field Test Equipment Silver Care Plan $4,483.50 $4,483.50 with purchase of new product. Extends warranty coverage to three years from the date of unit purchase, provides two yearly calibrations using the calibration kit, and includes one day on-site product training for $1,500.00 in continental U.S. only (call for Alaska, Hawaii, Canada, and Mexico). (Optional) 15 0 SP430000 Meter Shop and Field Test Equipment Gold Care Plan with $8,967.00 $8,967.00 purchase of new product. Extends warranty coverage to four years from the date of unit purchase, provides three yearly calibrations using the calibration kit, and includes one day on-site product training for $1,200.00 in continental U.S. only (call for Alaska, Hawaii, Canada, and Mexico), one WE -Meet fee waived during service contract, and one repair per year per unit of voltage and current leads. (Optional) 16 0 SP540000 Meter Shop and Field Test Equipment Platinum Care Plan $13,450.50 $13,450.50 with purchase of new product. Extends warranty coverage to five years from the date of unit purchase and includes four yearly on-site calibrations and cleanings, one day on-site product training at no charge in continental U.S. only (call for Alaska, Hawaii, Canada, and Mexico), one WE -Meet fee waived during service contract, and one repair per year per unit of voltage and current leads. (Optional) Total $39,290.00 Sales Tax $0.00 Shipping Pre -paid & Added Grand Total $39,290.00 *Prices quoted do not include shipping. Shipping will be pre -paid and added to the invoice unless the purchase order provides alternate shipping instructions 06/28/16 11:03:48 Page 2 Warranty and Terms of Sale Policy All Purchase Orders must be addressed to WECO and payments must come directly to WECO. All prices are F.O.B. Pearl, Mississippi unless otherwise stated on the quotation. Shipping, handling, and insurance charges will be prepaid and added to invoice. All prices are for 1 unit. All prices are in U.S. Dollars. All orders are subject to a 15% cancellation charge if canceled after five (5) business days form the order acknowledgment date. All prices are subject to change without notice. All sales are final after 30 days of shipment. Restocking Charges 30% of order on standard catalog items. Consult factory on special items. Minimum Order Purchase Order $150.00. MasterCard or Visa Card $25.00 Warranty Watthour Engineering Co., Inc. warrants its products herein specified for a period of two (2) years for domestic customers and one (1) year for international customers from the delivery date for replacement of any part* that fails during normal operation. Defective parts should be returned to Watthour Engineering Co., Inc. This warranty covers defects in material and workmanship. *Computers and printers carry a manufacturer's warranty. Bar code reader carries a ninety (90) day warranty. Service All required service on WECO products herein specified will be handled from the Watthour Engineering Company office located in Pearl, Mississippi. Should a problem arise, it can be handled in most cases over the telephone without necessitating a return for service. Watthour Engineering Co., Inc. maintains a stock of all components and should a part fail, would in most cases be able to provide a replacement part within 72 hours. Radian Research, Inc. www.radianresearch.com R 3852 Fortune Drive phone 765-449-5500 Lafayette, Indiana 47905 fax 765-448-4614 Power and Energy Measurement Solutions A D QA © WECO RESOLUTION NO. 2016-130 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE SOLE -SOURCE PURCHASE OF ONE RW -30 RADIAN METER TEST BOARD FROM WECO, OF PEARL, MISSISSIPPI WHEREAS, the Electric Utility (EU) maintains nearly 26,000 in-service solid-state energy meters within its service territory; commonly referred to as watthour meters or electric meters, these devices are the industry standard by which energy consumption is measured and, in turn, billed to a consumer; and WHEREAS, testing meters is an industry standard practice and regulatory requirement, in addition to being an integral component of validating accurate energy consumption, protecting revenue against loss, and responding to customer requests for periodic meter tests; and WHEREAS, solid-state energy meters are precision electronic devices that require highly -specialized equipment to test and validate their accuracy; testing and validation of accuracy is done routinely to ensure the meters deployed to the field accurately record consumption within very tight tolerances; and WHEREAS, the California Public Utilities Commission requires meters to measure within +1- two percent when in the field; however, EU Rule and Regulation No. 17(c) is more stringent, requiring a tighter tolerance of +1- 0.02 percent when being tested and calibrated in the Meter Shop; and WHEREAS, currently, EU staff utilizes a Megger brand AVO test board; this test board is over 20 years old and is technologically obsolete as Megger has not made replacement parts for 18 years. In addition, this test board requires legacy Microsoft Windows operating software that is no longer available or supported; and WHEREAS, staff researched replacement test boards and found the ability to purchase a discounted demonstration unit with full warranty was an economical alternative to purchasing a new, retail -priced unit, as shown in the cost comparison table; the demonstration unit will provide the technology platform to continue testing meters and ensuring compliance with EU Rules and Regulations as well as regulatory mandates. Demo Unit Retail Unit Estimated Tax Grand Total $39,290 $3,144 $42,434 $41,690 $3,318 $45,008 WHEREAS, pursuant to Lodi Municipal Code §3.20.070(5), the bidding process may be dispensed with when the City Council determines that the purchase or method of purchase would be in the best interests of the City; and WHEREAS, the total cost of the meter test board demo unit will not exceed $42,434, and funding is available and included in FY 2016/17 Account No. 50199000.77040; and WHEREAS, staff recommends dispensing with the bid process and approving the sole -source purchase of one Model RW -30, Radian WECO meter test board. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the sole -source purchase of one Model RW -30, Radian WECO meter test board from WECO, of Pearl, Mississippi, in an amount not to exceed $42,434. Dated: July 20, 2016 I hereby certify that Resolution No. 2016-130 was passed and adopted by the City Council of the City of Lodi in a regular meeting held July 20, 2016, by the following vote: AYES: COUNCIL MEMBERS — Johnson, Kuehne, Mounce, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Nakanishi ABSTAIN: COUNCIL MEMBERS — None rn.r t & NNIFE'' FERRAIOLO City Clerk 2016-130