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Home My WebLink About10-05-20 City Council Work Session PacketMayor Donna Schmitt Councilmembers Robert A. Williams John Murzyn, Jr. Connie Buesgens Nick Novitsky City Manager Kelli Bourgeois City of Columbia Heights 590 40th Avenue NE, Columbia Heights, MN 55421-3878 (763) 706-3600 Visit our website at: www.columbiaheightsmn.gov NOTICE OF WORK SESSION Auxiliary aids or other accommodations for disabled persons are available upon request when the request is made at least 48 hours in advance. Please contact Administration at 763-706-3610 to make arrangements. Meeting of: Columbia Heights City Council Date of Meeting: October 5, 2020 Time of Meeting: 7:30 pm or immediately following the Special Assessment Levy Hearings Location of Meeting: Columbia Heights Library Community Room Purpose of Meeting: Work Session NOTICE THAT THIS MEETING MAY BE CONDUCTED BY A COMBINATION OF IN-PERSON AND ELECTRONIC MEANS Following a determination by City Manager Kelli Bourgeois, and emergencies declared by the United States, The State of Minnesota, and the Columbia Heights Mayor & City Council, this meeting may, pursuant to Minn. Stat. § 13D.021, occur by a combination of in-person and electronic means. In all meeting formats whether solely in-person or a combination of in-person and electronic means, members of the public who wish to attend may do so by attending in-person or by calling 1-312-626- 6799 and entering meeting ID 798 821 7248 at the scheduled meeting time. If there are any questions about this notice or attending/calling in to the meeting, please contact the City Clerk at (763) 706-3611. 1.Purchase and Replacement of Non-residential Water Meter Registers 2.2021 Budget Discussion a.Recreation b.Police c.Fire d.Administration e.Community Development AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE OCTOBER 5, 2020 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Resolution No. 2020-xx Amending the Fiscal Year 2020 Capital Water Infrastructure Replacement Fund; and Authorization for Sole Source Purchase of Neptune Registers and Sensus Radios from their Respective Sole Source Vendors DEPARTMENT: Public Works CITY MANAGER’S APPROVAL: BY/DATE: Kevin Hansen BY/DATE: CITY STRATEGY: #7: Strong Infastructure/Public Services Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: The City of Columbia Heights owns two separate water meter reading systems. The Neptune meter reading system is installed on all commercial meters, initially installed in 2013. The Sensus meter reading system is installed on all residential meters, initially installed in 1999 and 2000. Each month staff uses two different software/hardware packages to read the meters. Each of these systems requires maintenance and support and there is an annual service charged for both. Sensus recently purchased a spectrum of radio frequency to provide proprietary meter reading. The frequency allows for meters to be read from a greater distance away. City staff has identified this system as providing the best option for meter reading in the future. This new spectrum requires a different radio be installed on all meters. As a result, Sensus has stopped making the current radio Columbia Heights has been using on our water meters. Our supply of the older style Sensus radios has run out and transition/installation of the new radios has begun. All residential meters are reaching their useful end of life. With a projected life of 20 years, staff is programming to perform a large scale meter replacement for all residential meters in the next 4-6 years. Staff has identified Sensus meters as providing the best and most reliable system, and would recommend continuing with Sensus meters. In preparation for the residential meter replacement project, it is desired to eliminate one of our current meter reading systems. Based on staff familiarity and local product support, staff recommends moving away from the Neptune meter reading system and onto the Sensus meter reading system. This will require the replacement of all Neptune registers (the part of the meter that records readings and communicates with the radio). The estimated cost to replace the registers is $40,480. The Neptune radios would also need to be replaced with the new Sensus radios. The estimated cost to replace the radios is $45,520. The total estimated cost of moving the commercial meters to the Sensus radio reading system is $86,000. City staff plans on installing the new registers and radios throughout the winter months of 2020-2021. Meters are read quarterly, and staff plans on performing installations to avoid causing problems with the meter reading schedule. 1 10/2/20 City of Columbia Heights - Council Letter Page 2 STAFF RECOMMENDATION: Staff recommends approval of Resolution No. 2020-xx and approval to purchase the necessary equipment to move commercial meters to the Sensus radio system. RECOMMENDED MOTION(S): Move to waive the reading of Resolution No. 2020-xx, there being ample copies available to the public. Move to approve Resolution No. 2020-xx, a resolution authorizing an amendment in the amount of $86,000.00 to the Fiscal Year 2020 Capital Water Infrastructure Replacement Fund. Motion: Move to approve purchase of registers and radios needed to transition from the Neptune radio system to the Sensus radio system for all commercial water meters from their respective sole source vendors. ATTACHMENT(S): Resolution 2020-xx Ferguson price sheet Core and Main price sheet RESOLUTION NO. 2020-xx A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS the City of Columbia Heights currently uses two meter radio vendors to perform commercial and residential meter readings; and, WHEREAS, the current radios being used on residential water meters are no longer available; and WHEREAS, the Public Works Division recommends moving to a single vendor for both commercial and residential meter reads; and, WHEREAS, the price of the water meter register and radio replacements were not included in the 2020 Water Infrastructure Replacement budget; Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. The City of Columbia Heights hereby approves the budget amendment of $86,000.00 to the Water Infrastructure Replacement Fund, and also approves the purchase of Neptune brand registers and Sensus brand radios for all commercial water meters from their sole sourced vendors. ORDER OF COUNCIL Passed this 5th day of October, 2020 Offered by: Seconded by: Roll Call: Donna K. Schmitt, Mayor Attest: Nicole Tingley, City Clerk/Council Secretary FERGUSON WATERWORKS #2518 1694 91ST AVE NE BLAINE, MN 55449-4311 Phone: 763-560-5200 Fax: 763-560-1799 Deliver To: From:Brian Rollins Comments: HOW ARE WE DOING? WE WANT YOUR FEEDBACK! Scan the QR code or use the link below to complete a survey about your bids:https://survey.medallia.com/?bidsorder&fc=2518&on=24601 22:51:02 AUG 26 2020 FERGUSON WATERWORKS #2518 Price Quotation Phone: 763-560-5200 Fax: 763-560-1799 Bid No:B135837 Bid Date:08/26/20 Quoted By:BRR Cust Phone:763-706-3600 Terms:NET 10TH PROX Customer:CITY OF COLUMBIA HEIGHTS METER ACCOUNT 590 40TH AVE NE COLUMBIA HEIGHTS, MN 55421 Ship To:CITY OF COLUMBIA HEIGHTS METER ACCOUNT 590 40TH AVE NE COLUMBIA HEIGHTS, MN 55421 Cust PO#:REGISTERS Job Name:METER ACCOUNT Page 1 of 1 Item Description Quantity Net Price UM Total NRPH2G11 REG P/C PIT USG 5/8 T10 *X 110110.000EA12100.00NRPH2G21REG P/C PIT USG 3/4 T10 *X 19110.000EA2090.00NRPH2G31REG P/C PIT USG 1 T10 *X 106110.000EA11660.00 NRPH2G41 REG P/C PIT USG 1-1/2 T10 *X 83110.000EA9130.00NRPE2G51REG P/C USG 2 T10 *X 8110.000EA880.00 NRPH5G11 REG 2 HPT P/C USG PIT 26110.000EA2860.00NRPH3G21REG 3 T/T P/C USG PIT 10110.000EA1100.00NRPH3G31REG 4 T/T P/C USG PIT 5110.000EA550.00 NRPH3G41 REG 6 T/T P/C USG PIT 1110.000EA110.00 Net Total:$40480.00Tax:$0.00Freight:$0.00 Total:$40480.00 Quoted prices are based upon receipt of the total quantity for immediate shipment (48 hours). SHIPMENTS BEYOND 48 HOURS SHALL BEAT THE PRICE IN EFFECT AT TIME OF SHIPMENT UNLESS NOTED OTHERWISE. QUOTES FOR PRODUCTS SHIPPED FOR RESALE CONTACT YOUR SALES REPRESENTATIVE IMMEDIATELY FOR ASSISTANCE WITH DBE/MBE/WBE/SMALL BUSINESS REQUIREMENTS. ARE NOT FIRM UNLESS NOTED OTHERWISE. https://www.ferguson.com/content/website-info/terms-of-sale LEAD LAW WARNING: It is illegal to install products that are not "lead free" in accordance with US Federal or other applicable law in potable water systems anticipated for human consumption. Products with *NP in the description are NOT lead free and can only be installed in non-potable applications. Buyer is solely responsible for product selection. Seller not responsible for delays, lack of product or increase of pricing due to causes beyond our control, and/or based uponLocal, State and Federal laws governing type of products that can be sold or put into commerce. This Quote is offered contingent upon theBuyer's acceptance of Seller's terms and conditions, which are incorporated by reference and found either following this document, oron the web at Govt Buyers: All items are open market unless noted otherwise. 1 Nicole Tingley From:Sue Schmidtbauer Sent:Friday, October 2, 2020 3:20 PM To:Nicole Tingley Subject:FW: radio pricing From: James Hauth Sent: Friday, October 2, 2020 3:16 PM To: Sue Schmidtbauer Subject: FW: radio pricing Single Port 3 wire $140x278 Dual Port 3 wire $150x45 Total for 364 = $45,520 From: Peterson, Kirk [mailto:Kirk.Peterson@coreandmain.com] Sent: Friday, October 2, 2020 3:04 PM To: James Hauth Subject: radio pricing This message originated from outside the City of Columbia Heights email system. Use caution when clicking hyperlinks, downloading pictures or opening attachments. If necessary, contact sender by phone. WHEN IN DOUBT, THROW IT OUT! Jim, The project price for the single port and dual port radios is as follows: Single port 3 wire 510M radio = $140 Dual port 3 wire 510M radio = $150 Best regards, Kirk Peterson Senior Municipal Advisor 15800 West 79th Street Eden Prairie, MN 55344 Cell: 612‐202‐7786 Office: 952‐937‐9666 2 kirk.peterson@coreandmain.com Click here to get your invoices & statements by email with Online Advantage CONFIDENTIALITY NOTICE: This message is for intended addressee(s) only and may contain confidential, proprietary or privileged information, exempt from disclosure, and subject to terms at: http://www.coreandmain.com/email/ Core & Main, is the embodiment of Dependable Expertise. The name evokes strength and dependability. “Core” represents the infrastructure that is the core of our communities, the customers who are the core of our business and the values that are the core of our culture. “Main,” represents our commitment to providing the fundamental materials for waterworks, fire protection and fusible piping, as well as our commitment to Main Streets everywhere. Disclaimer: Information in this message or attachment may be government data and thereby subject to the Minnesota Government Data Practices Act; may be subject to attorney‐client or work product privilege; may be confidential, privileged, proprietary, or otherwise protected. The unauthorized review, copying, retransmission, or other use or disclosure of the information is strictly prohibited. If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly delete this message from your computer system. AGENDA SECTION WORK SESSION ITEM NO. 2 MEETING DATE OCTOBER 5, 2020 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER CouncilLetter_BudgetWorkSession_100520.docx ITEM: REVIEW PROPOSED 2021 BUDGET BY DIVISION/DEPARTMENT – PART 1 DEPARTMENT: Finance CITY MANAGER’S APPROVAL: BY/DATE: Joseph Kloiber/ October 2, 2020 BY/DATE: 10/2/20 CITY STRATEGY: #3: Economic Strength Additional Strategy? #5: Equity and Affordability SHORT TERM GOAL (IF APPLICABLE) Primary Goals #1 though #6 as listed in the 2020 City Council Goals Report BACKGROUND: Due to the COVID-19 pandemic, and to make the annual budget process more transparent for the general public, the primary budget presentations by city staff this year are pre-recorded and will be replayed at the council work sessions October 5th and November 2nd. Following the replays, there will be opportunity for live questions and discussion between city council and staff. Following the work sessions, the recorded presentations will be made available for on- demand public viewing on the City’s website. As in past years, staff has also prepared very detailed hardcopy budget workbooks to share with the city council the underlying information and assumptions used to prepare the proposed 2021 budget. The first set of these workbooks were intended to be distributed to the city council on September 25th to allow those members that use this level of detail to formulate questions on it prior to the work session. Unfortunately due to a misunderstanding, the first set of workbooks was not distributed until October 3rd. Council members can of course pose questions to staff on this material at any time in the budget process. In particular, there will be another live question and answer session at the November 2nd work session. For the October 5th work session, presentations will be made by: Recreation Police Fire Administration Community Development The remaining City divisions will make budget presentations on November 2nd. Their detail budget workbooks will be distributed approximately October 23th. ATTACHMENTS: Detail budget workbooks (available in hardcopy only) for Recreation, Police, Fire, Administration, and Community Development.