Title
Consider a memorandum/resolution authorizing a Letter of Agreement, with Aqua-Metric Sales Company, for Phase 3 of the Water Meter Replacement Program, in an amount of $1,305,192.78.
Body
DATE: October 21, 2025
TO: Kent Cagle, City Manager
FROM: Andrew Zagars, City Engineer
SUBJECT: Authorize the execution of a Letter of Agreement with Aqua-Metric Sales Company for Phase 3 of the Water Meter Replacement Program
BACKGROUND AND FINDINGS:
On June 11, 2024, City Council approved the purchase and installation of Phase 2 of the Sensus Flexnet advanced metering infrastructure (AMI) system, which included 5,000 radios and one base station. The second phase of the water meter replacement program is complete, and Utility Collections is now receiving automated meter readings from the first 10,000 “smart” water meters. The combination of the Sensus iPERL water meters and the Sensus Flexnet AMI system is working well, and staff is confident that this combination provides the best value in meeting the city’s “smart” water metering needs.
Aqua-Metric Sales Company, who provided all the components for Phases 1 and 2 of the water meter replacement program, submitted a quote from the HGAC Buy purchasing cooperative Contract No. WM09-20, in an amount of $1,305,192.78, to: 1) provide 5,117 radios, and 2) install and configure 4,544 iPERL residential meters, 297 larger commercial meters, 5,117 radios, and AMI software. Since no commercial meters were replaced in Phases 1 and 2, Phase 3 will include many of the larger commercial meters (sizes 1½” to 6”) from the Phase 1 through 3 replacement areas and will place them on the AMI system.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
The purchase and installation of smart water metering components from Aqua-Metric Sales Company will be completed through HGAC Buy Purchasing Cooperative Contract No. WM09-20. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The total expenditure for FY 2026 is $1,305,192.78.
Is this a one-time or recurring revenue/expenditure?
The purchase and installation of “smart” water metering components may become a recurring expenditure. However, this item will only authorize the purchase and installation of these components in an amount of $1,305,192.78. Further purchases will need to be authorized by City Council in the future.
Is this revenue/expenditure budgeted?
Yes, funds are budgeted within account 350-56201-900-400-921011.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
Authorize the City Manager or designee to execute a Letter of Agreement with Aqua-Metric Sales Company in an amount of $1,305,192.78 and furthermore, authorize the City Manager, or designee, to execute any and all contract amendments within the amounts set by State and Local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
City Attorney
ATTACHED SUPPORTING DOCUMENTS:
Letter of Agreement
HGAC Buy Proposal
Contract Verification Form
Certificate of Interested Parties
Presentation