The approved 2023 Capital Improvement Program (CIP) includes $300,000 for the funding of Commercial Water Meter Replacements. This is the second year of a multi-year meter replacement program for all Village commercial meters.
 
The meters prioritized for replacement are currently over thirty years old, which is significantly beyond their useful life. As meters age, they generally run slow and results in water getting through the meter that is unbilled.  Additionally, many of the meters scheduled for replacement no longer have parts available for staff to utilize and extend their useful life.
 
On December 5, 2022, the Village Board approved the purchase of commercial water meters from Midwest Meter, Inc. as they were the lowest responsible bidder. As part of the comprehensive review of the entire metering infrastructure, staff determined that Badger meters are the preferred meter for the Village’s reading and software solutions.  Since all vendors cannot provide the same meter solutions, a formal bid was not feasible.  As a result, Staff sought price quotes from two different area vendors, for commercial meters.  The quotes are listed below:
 
VENDOR                                  TOTAL BID
 
Midwest Meter, Inc. $291,165
HBK Water Meter Service, Inc. $343,650
 
Staff recommends waiving competitive bidding and award the purchase based on the low responsible quote from Midwest Meter, Inc. 
 
Funds are available in Account No. 505-9001-571.50-25 (WA2001) for this purchase.

RECOMMENDATION

It is recommended that the Village Board waive competitive bidding and approve the purchase of commercial water meters from Midwest Meter, Inc., of Edinburg, Illinois, in the not-to-exceed amount of $291,165 and authorize Staff to execute the necessary documents.