Memorandum

City of Lawrence

Finance Department

TO:	Dave Corliss, City Manager
FROM:	Ed Mullins, Finance Director
Date:	October 16, 2013
RE:	Handheld Computers

Background 

The City of Lawrence last purchased handheld computers to read water meters in 2006.  At that time, the decision was made to purchase Itron FC200 handhelds because of the lower price, ability to read multiple meter brands, and compatibility with the existing software.  The handhelds are recommended for replacement because Itron will no longer provide maintenance for the FC200 model beginning in 2014.  The department included $19,000 in its 2014 budget to replace the equipment.

Proposed Handhelds

The Finance Department received approval from the City Manager to replace the six FC200’s in 2013 from the Equipment Reserve Fund and reimburse the fund from the Department’s budget in 2014.  The purchase is requested at the current time because the equipment has become unreliable and is prone to higher maintenance.  It is not possible to read our water meters without the equipment.  

The FC300 Itron handhelds can only be purchased directly from the manufacturer.  Bids were received from the company on October 11, 2013.  In addition to the six handhelds, the associated docking stations will also need to be purchased.  The docking stations charge the handhelds and allow them to transfer the meter reads to the billing software.  A sole source form has been completed.  By purchasing the FC300, the Department can remote read multiple brands of water meters and continue to use our existing software.  The bid for the six FC300 and docking stations totaled $18,063.    

Action Requested

The City Commission is requested to award the bid for the six FC300’s and docking stations to Itron, Inc. in the amount of $18,063.