R-1277 - 07/09/2013 - WATER - Resolutions Supporting Documents ITEM 11.11-2)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
July 9, 2013
SUBJECT: Automatic Water Meter Reading;Hardware& Software Maintenance Agreement-
Authorization to incur expense
FROM: Mike Hullihan,Director of Public Works
BUDGET SOURCE/BUDGET IMPACT: Water Fund: $61,200 is included in Account# 451-91000
Water Distribution System Capital Improvements, for this item.
RECOMMENDED MOTION: I move to authorize a contract with Water Resources Incorporated
for$61,200 for replacement of Data Collection Units(DCUs),for the Village automatic water meter
reading system.
Backaround/History: The entire Fixed Network Automatic Water Meter Reading System is comprised
of several components: meter transmission units(MTUs—installed in each home or business and directly
connected to each water meter), data collection units(DCUs— 12 of which are located throughout the
Village),and a network control computer(NCC)located in the Butler Government Center. The system is
automatic and provides numerous monitoring reports and diagnostic tools that can and are used by staff to
evaluate overall system performance,warn of possible equipment problems and identify maintenance
needs.
The system was originally installed in 2003 and was designed to use analog cellular signals to collect
meter read information. The cellular carrier,Verizon,will cease to support analog signals and switch to
digital signals in 2014. The conversion to digital cellular signals will allow the Village automated meter
reading system to continue to function. The switch to digital technology will also allow us to offer better
service to customers. For example, customers with high usage may request a more detailed meter read
schedule which will pinpoint when their high usage is occurring. Staff evaluated the effectiveness of the
current system in terms of reading error percentage, investment in equipment which would have to be
replaced to change system providers, and adequacy of software. The current system successfully reads
99.5%of the meters during the reading cycle. Most of the missing reads are due to interference with the
signal by a temporary obstruction(e.g. lawn care tools stacked against a meter). As the transmitter units
located throughout the Village represent an investment of over$500,000,and the life of the system as a
whole was estimated at 20 years, it does not appear that changing the technology or number of DCUs is
warranted at this time. The system software is being upgraded to provide more business decision analysis
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(e.g. usage analysis to pinpoint high consumption problems). The system maintenance costs will remain
at approximately$12,400 for software and DCU maintenance. There is also an annual cost($9,500 for
2012)for replacing units with expired batteries. This cost is similar to all major brands of AMR systems
as the battery lives are comparable.
Since this system is proprietary, it is not possible to request competitive bids for the project.
Recommendation: This contract is essential to maintain our water billing system, and therefore, staff
recommends that the contract be authorized.
RESOLUTION 2013-PW-WA-METR-AG-EX-R-1277
A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND WATER RESOURCES, INC.
WHEREAS, the Village of Oak Brook ("Village") uses a proprietary wireless radio network
supported by Aclara Technologies, LLC, to read and monitor water meters in the Village ("Meter Reading
Network"); and
WHEREAS, the Meter Reading Network includes data collection units that transmit wireless
signals containing data regarding water meter use throughout the Village ("Data Collection Units"); and
WHEREAS, the current Data Collection Units use analog cellular signals; and
WHEREAS, beginning in 2014, the cellular network carrier for the Meter Reading Network will
only support digital cellular signals, not analog cellular signals; and
WHEREAS, Water Resources, Inc. ("Water Resources") is the sole provider of digital Data
Collection Units for the Meter Reading Network; and
WHEREAS, Section 1-7-7 of the Village Code provides that contracts in an amount exceeding
$20,000.00, which by their nature are not adapted to award by competitive bidding or competitive
proposals because the services or commodities are available from only a single source are exempted
from the competitive bidding and competitive proposal process; and
WHEREAS, the Village desires to enter into a purchase and installation agreement with Water
Resources for Water Resources to provide and install 12 new digital Data Collection Units to replace the
Village's current analog Data Collection Units ("Agreement's, which Agreement is attached to this
Resolution as Exhibit A; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interest of the Village and its residents to approve the Agreement;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and Water Resources in substantially the same form
as attached as Exhibit A and in a final form approved by the Village Attorney and Village Manager.
Section 3: Execution of Agreement. The Village President and the Village Clerk shall be,
and are hereby, authorized to execute the final Agreement on behalf of the Village.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
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Resolution 2013-PW-WA-METR-AG-EX-R-1277
Authorizing Agmt.wMater Resources
Page 2 of 3
APPROVED THIS 9th day of July, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 9th day of July, 2013
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
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EXHIBIT A
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July 23,2012
Mike Hullihan
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
Dear Mike:
Per the Village of Oak Brook's request,Water Resources Incorporated is pleased to
provide Aclara STAR Fixed Network System DCU II product and installation costs for
the Village's upcoming fiscal year starting on May 1",2013. The.DCU replacement is
necessary due to the upcoming elimination by Verizon by 2014 of existing analog cell
phone service,to be replaced by digital cell service.Prices will remain unchanged for the
time period from May 1,2013 through April 30,2014. Please see pricing below:
uanti Description Price(Each) Extended Cost
12 Aclara DCUII Data Collectors $3,850.00 $46,200.00
(solar or AC power,cellular modem)
12 Aclara DCU Installation Fee(per DCU) $ 1,000.00 $ 12,000.00
3 Days of Bucket Truck Rental(per day) $ 1,000.00 $ 3,000.00
(assumes typical installation rate of 4-5
DCU's installed per day)
(may be eliminated if Aclara DCU
installation staff is allowed to use
Village bucket truck)
Thank you for the opportunity to submit this budgetary proposal.We genuinely
appreciate the chance to serve the Village and trust this merits your favorable approval.
Very truly yours,
Michael D.Pedone
Water Resources Inc.
MDP/jt