Fiscal Note
The proposed resolution authorizes Madison Water Utility to enter into a 5-year sole source agreement with J&W Instruments, Inc. for the purchase of magnetic flow meters at an estimated annual cost of $30,000. Madison Water Utility's adopted 2018 operating budget includes $30,000 for the purchase of mangetic flow meters; subsequent operating budget requests will include funding for the costs of the flow meters in future years.
Title
Authorizing a 5-year sole source agreement for the purchase of goods (Toshiba magnetic flow meters) from J & W Instruments, Inc.
Body
PREAMBLE
Madison Water Utility (MWU) uses flow meters at all of its remote sites (wells, reservoirs and pumping stations) to monitor the flow of water into and within its distribution system. Many sites use old meters and technologies that need to be updated, and other sites do not have meters on the deep wells which is something the DNR and Public Service Commission recommends as a best practice.
MWU has also started to standardize the meters used at its sites to allow maintenance staff to develop deeper knowledge and familiarity with equipment and improve workflow efficiency. Through internal research and pilot testing, MWU has determined the type and brand that is the best fit for our sites is the Toshiba magnetic flow meters. Toshiba meters are sold in the USA through regional dealerships, and MWU is located in the region served by J & W Instruments, Inc.
This resolution allows Madison Water Utility to enter into a sole source agreement with J & W Instruments, Inc., the only local provider who can provide this brand and type of flow meter.
BODY
WHEREAS, Madison Water Utility (MWU) has 36 remote sites that house groundwater supply wells, booster stations, reservoirs and elevated storage tanks and all of these sites are constantly monitored and controlled remotely utilizing a complex computer and motor control system (Supervisory Control and Data Acquisition or SCADA); and
WHEREAS, flow meters are used at all of these sites to monitor the flow of water into and within the distribution system; and
WHEREAS, MWU needs to replace outdated equipment and purchase new flow meters to comply with WI DNR and Public Service Commission of Wisconsin’s recommendations; and
WHEREAS, MWU is standardizing the flow meters used at all of its sites to provide consistency, improve workflow efficiency, and allow maintenance staff to develop a greater depth of knowledge and familiarity with equipment, and
WHEREAS, through research and pilot testing MWU has determined that magnetic meters by Toshiba Industries best meet the current and future needs of the utility; and
WHEREAS, Toshiba meters are sold in the USA through regional dealerships, and MWU is located in the region served by J & W Instruments, Inc.; and
WHEREAS, for the reasons explained above, J&W Instruments, Inc. is the only vendor that can provide the specific goods needed by Madison Water Utility;
NOW, THEREFORE, BE IT RESOLVED; that the Common Council hereby authorizes MWU to enter into a sole source agreement with J&W Instruments, Inc. for the purchase of Toshiba mag meters on an as-needed basis for the next five years.