Title
Resolution to Approve a General Services Agreement with Aclara Technologies LLC for Advanced Metering Infrastructure Upgrades and Water Meter and Meter Transmission Unit Supply ($5,724,818.00, RFP No. 18-27) and Appropriate Sewage Disposal Share ($2,862,409.00) (8 Votes Required)
Memorandum
Attached for approval is a resolution to enter a contract with Aclara Technologies LLC (“Aclara”) in the amount of $5,724,818.00 for Advanced Metering Infrastructure Upgrades and Water Meter and Meter Transmission Unit Supply. This amount includes the bid price of $5,204,418.00 and a 10% contingency of $520,400.00.
This contract is part of the overall Water Meter Replacement Program to replace 26,650 water meters and meter transmission units (MTUs) throughout the City and make network upgrades to improve data communication. The data communicated provides usage data for the purposes of billing for both water and sewer. The Meter Replacement Program is necessary due to anticipated battery failure of existing MTUs which were installed in with the previous meter replacement program in 2004 and 2005. MTUs installed during that period had a projected battery life of 15 years, and recent actual MTU battery life data have confirmed that the MTU batteries are beginning to fail. Water meters installed during this same time period are also nearing the end of their useful life. An MTU battery or water meter failure will result in a loss or inaccurate water/sewer use data.
Aclara will upgrade its existing wireless Advanced Metering Infrastructure (AMI) network to the latest two-way communication technology and also supply all necessary MTUs and ultrasonic water meters for the Water Meter Replacement Program.
In response to Request for Proposals No. 18-27, five (5) proposals were received on October 18, 2018. Aclara was selected by City staff as best suited to provide the upgrades to the existing Aclara AMI Network and to supply new MTUs and water meters. A summary of the proposals is attached. Installation of the water meters and MTUs and overall project management will be performed under a separate agreement with Utility Metering Solutions LLC.
Staff is recommending award of a contract to Aclara in the amount of $5,204,418.00 with an additional 10% ($520,400.00) for contingencies. It is requested that the total $5,724,818.00 contract and contingency amount be approved for the life of the project without regard to fiscal year.
Aclara complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal/mpact: The FY 2020-2025 Capital Improvements Plan (CIP) includes funding for this work under the Water Meter and MTU Replacement Program (UT-WS-14-17). Funding for the project is included in the approved water and sewage disposal capital budgets.
Staff
Prepared by: Chris Elenbaas, P.E., Public Works Engineer
Reviewed by: Molly Maciejewski, Public Works Unit Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, It is appropriate to replace 26,650 water meters and meter transmission units throughout the City due to risk of battery failure, which would lose water/sewer use data;
Whereas, Proposals were received on October 18, 2018;
Whereas, Aclara Technologies LLC’s (“Aclara”) proposal was selected by staff for this work;
Whereas, It is appropriate to enter a general services agreement with Aclara for this work;
Whereas, The cost of this work is included in the approved Water and Sewage Disposal, capital budgets; and
Whereas, Aclara complies with the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That a general services agreement in the amount of $5,204,418.00 is approved with Aclara for advanced metering infrastructure upgrades and water meter supply, which work is described in RFP No. 18-27;
RESOLVED, That a contract contingency amount of $520,400.00 be established in the project budget and that the City Administrator be authorized to approve change orders as appropriate in an amount not to exceed this sum;
RESOLVED, That Water Fund Capital Budget expenditure and revenue budget be increased by $2,862,409.00, with the source of funding being a transfer from the approved Sewage Disposal Fund Capital Budget;
RESOLVED, That the funding described in this resolution be made available without regard to fiscal year until satisfactory completion of the work;
RESOLVED, That the City makes the following declaration for the purpose of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended: that the City reasonably expects to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to form by the City Attorney, and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.