2005 AGN APR 19 I08 - Laserfiche WebLink

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Item #8 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF April 19, 2005 TO: Honorable Mayor and City Council FROM: Jeannette Olko, Electric Utility General Manager` l C, SUBJECT: Approve Purchase of Meter Reading Field Collectors for the Electric Utility, From Itron, C/O McAvoy & Markham Engineering and Sales, Inc., in the Amount of $26,237.13 DATE: April 7, 2005 BACKGROUND: The Electric Utility is replacing the existing meter reading field collectors with next generation field collector handheld computers. Meter Readers use the field collectors as a single computer running multiple applications to read electric and water meters. These next generation field collector handheld computers provide valuable data for use by the City's Finance Department to perform billing functions. The replacement activity is planned as part of the meter reading system upgrade. A total of 5 field collector handheld computers and one docking station are required for this project. DISC USSION/ANALYSIS: Field collectors are extremely critical for electric and water meter data collection. The next generation field collectors have a better -quality radio for use when reading remote meters. Itron field collector handheld computers have been proven reliable and are an industry leader. These field collectors meet the demands of mobile meter readers in critical environments. At present, Itron field collectors are being used for electric and water meter reading. The field collectors currently used by the City are in the ENOS (end of new sale) period. End of Support is through May 2006. As time goes on the number of available parts for repair will be dwindling. There is also a full - duplex radio in the next generation field collector that is far superior to that in the existing field collector. This will give the meter readers more efficiency when reading remote meters because of the extended range and advanced communication characteristics. With all such past activities, work history, and excellent experience with Itron, the City has standardized Itron field collectors for its meter reading system. Itron also has the necessary tools and qualified personnel to support the proposed activities in most efficient, cost effective, and timely manner. At the Council meeting of June 1, 1999 Council approved the purchase of meter reading system from Itron as part of our meter reading system standardization. The Colton Municipal Code, Title 3, Chapter 3.08.140 E states in part, Competitive bidding, either formal or informal, is not required when the City Manager determines that it is in the best interest of the city and its administrative operations to dispense with public bidding. Staff feels that it is in the City's best interest to continue with our standardization of equipment and uniformity efforts by having the same meter reading system. This will reduce the risk of meter reading personnel mishandling of equipment and enhance their ability to operate the equipment efficiently and effectively. Therefore staff is recommending that the City Council waive the bidding requirement and award the purchase of meter reading field collectors to Itron in the amount not to exceed $26,237.13.