R-1656 - 08/08/2017 - WATER - Resolutions Supporting Documents ITEM 9.B. 1)
BOARD OF TRUSTEES MEETING
VILLAGE of SAMUEL E. DEAN BOARD ROOM
OAK BR , K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
August 8, 2017
SUBJECT: Award of Contract - System-Wide Replacement of Water Meters and
Fixed Automatic Meter Reading System
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: Not-to-exceed $3,000,000 from Water Fund
(#451-90900), $2,840,000 is budgeted. Additional monies will come from Water Fund
reserve balance.
RECOMMENDED MOTION: I move the Village Board award a contract, subject to
attorney review, to the company with the best overall value, HD Supply Waterworks,
Carol Stream, Illinois, for the purchase and installation of Water Meters and a New Fixed
Automatic Water Meter Reading System, and approve Resolution R-1656.
Background/History:
In 2015, the Village contracted with American Infrastructure Technologies (AIT) to
conduct a water rate study which determined water rates the Village should charge to
maintain our water fund balance. Part of the rate study involved looking at our water
audit over the past several years; AIT found our unaccounted/non-revenue water
percentages were climbing.
The Village contracted with AIT again in 2016 to conduct an audit of our water system
based on the American Water Works Association (AWWA) guidelines. The purpose of
this audit was to identify areas of non-revenue water loss. This audit concluded the
Village should focus on leaks in our system and the accuracy of our meters. A leak
detection survey was conducted on the entire water system, 24 leaks were found and
repaired. This represented about 3% of the non-revenue water loss.
A review of our water meters found that over 50% of the meters system-wide were
between 15-20 years and older; industry standards recommend that meters on average be
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tested every 10-15 years and replacement be based on test results. In the past, our
residential meters have not been tested.
Meter testing was conducted on 150 random water meters and over 70% of the tested
meters failed the low flow rate. The estimated water loss due to inaccurate meters is
approximately 5-7%. The audit also found the voltages of the batteries in the meter
transmitting units were dropping and the MTU's would need replacement.
The Village Board approved a system-wide meter replacement program during the 2017
budget. This includes replacing all water meters, meter reading MTV's, and data
collection units. A Water Meter Replacement Committee was created with staff from IT,
Finance, Water Billing, Purchasing, Public Works, and our consulting Engineer from
AIT; this committee developed a basis for the Request for Proposals (RFP). On March
15, 2017, an RFP was sent to companies and advertised on the Village website. Six (6)
companies submitted proposals on March 29, 2017. Staff reviewed the proposals and
requested a presentation from the top three (3) companies to review their proposed meters
and meter reading systems. Following the presentations, the committee members
completed an analysis ranking sheet of the six (6) companies. The overall consensus of
the committee was to recommend HD Supply Waterworks and the Sensus iPERL meter
for residential applications, and the Sensus OMNI meter for 1%2" and larger residential
and commercial meter applications.
Water Meters
The Sensus iPERL meter has an operating range of 0.03 gpm at 95% accuracy minimum
flow, to 55 gpm at 100% accuracy maximum flow. The iPERL system has a 20-year life
cycle, along with a 20-year battery life guarantee.
The Omni 1'/2" meter has an operating range of 0.75 gpm at 95% accuracy minimum
flow, to 150 gpm at 98.5% accuracy. The Omni meter has a re-buildable chamber and
register head with a 10-year battery life guarantee.
Meter Installation
The meter appointment scheduling and installation will be conducted under this contract
by a third party company working for HD Supply Waterworks.
Meter Reading System
The Sensus fixed automated meter reading system, the FlexNet SmartPoint M2 receives
input from the meter register and remotely sends the read to a strategically placed base
station located in the service area. The Sensus F1exNet system requires two (2) data
collectors (the current Aclara system requires 12). The Sensus system also obtains hourly
readings and can monitor continues flow over a programmable period of time(potentially
alerting staff to leak conditions). The Aclara system reads the meter on a 12-hour cycle,
but downloads information on a 24-hour cycle.
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As part of the RFP, staff requested a list of references (for similar projects within the past
five (5) years) from the three (3) companies that were interviewed and gave
presentations. One company presented one (1) reference; the other gave three (3)
references. Sensus submitted 20 references, and offered further references. The water
customers in those referenced communities ranged in size from 1,594 to 42,000.
To pay for the water meter replacement program, the Village has postponed the water
main replacement program for two (2) years. The Village is also considering selling
portions of our water system that extend beyond our corporate limits into Oakbrook
Terrace and unincorporated DuPage County. The estimated time frame for the system-
wide meter replacement and installation of the fixed automatic meter reading system is
one(1) year.
Recommendation
That the Village Board award a contract, subject to attorney review, to the company with
the best overall value, HD Supply Waterworks, Carol Stream, Illinois, for the purchase
and installation of Water Meters and a New Fixed Automatic Water Meter Reading
System, and approve Resolution R-1656.
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RESOLUTION 2017-WA-METR-CNTRCT-R-1656
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD OF A CONTRACT
TO HD SUPPLY WATERWORKS FOR THE PURCHASE AND INSTALLATION OF
WATER METERS AND FIXED AUTOMATIC WATER METER READING SYSTEM
WHEREAS, the Village contracted with American Infrastructure Technologies ("A/T") in 2015 to
conduct a water rate study, and in 2016 to conduct an audit of the Village's water system; and
WHEREAS, the audit revealed that the majority of the non-revenue water loss was due to the
accuracy of the Village's water meters, and that over 50% of the water meters system-wide were at least
15 years old; and
WHEREAS, because subsequent meter testing indicated inaccuracies and failures at a low flow
rate in over 70% of the tested meters, a system-wide meter replacement program, including the meter
transmitting units ("Meter Replacement'), was recommended and subsequently passed as part of the
2017 budget; and
WHEREAS, a Water Meter Replacement Committee ("Committee") was formed to develop a
Request for Proposal ("RFP")for the Meter Replacement; and
WHEREAS, on March 15, 2017, the Village published the RFP for the Meter Replacement; and
WHEREAS, the Village received six proposals to perform the Meter Replacement, with the top
three companies selected for presentation to the Committee; and
WHEREAS, the overall consensus of the Committee was to recommend HD Supply Waterworks
to perform the Meter Replacement; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to award a contract to HD Supply
Waterworks for the purchase and installation of the Meter Replacement.
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: Award of the Contract. The President and Board of Trustees hereby approve the
award of the contract to HD Supply Waterworks for Meter Replacement in substantially the same form as
attached as Exhibit A, and in a final form approved by the Village Attorney.
Section 3: Execution of the Contract. The Village Manager and Village Clerk shall be, and
hereby are, authorized to execute the Contract on behalf of the Village after receipt of the final Contract
fully executed by HD Supply Waterworks.
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]
Resolution 2017-WA-METR-CNTRCT-R-1656
System-Wide Replacement of Water Meters
2 of 3
APPROVED THIS 8th day of August, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 8th day of August, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2017-WA-METR-CNTRCT-R-1656
System-Wide Replacement of Water Meters
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EXHIBIT A
,
REVIEW OF COKITRACTS
4SepAirt Agency: a of Contract:
ment: Program/Account Number:
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Under $20,000 0 $500,001 - $1,000,000
(� $20,000 - $500,000 Over $1,000,000
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[� Three (3) Originals signed by other party Date/Initials
[] Original provided to staff member for other party Date/Initials
1
�] Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/Initials: