Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Midwest Meters, Inc. for the Village-Wide Water Distribution Leak Detection System in an Amount Not to Exceed $622,390.00 and Authorizing its Execution
End
Overview
Overview
The proposed agreement is for a Village-wide sensor-based leak detection system. These devices are intended to aid Village staff in the discovery of water distribution system leaks that do not come to surface and are not discoverable with current surface leak detection practices. The Village started a pilot program in April 2023 and confirmed that these devices are effective in finding non-surfacing leaks. To date, the pilot program has detected 19 leaks that would have gone undiscovered until surfacing in a little less than one-third of the Village. Staff recommends expanding the pilot program to a full-scale implementation across the entire Village system.
End
Recommendation
Recommendation
Adopt the Resolution.
Background
The Illinois Lake Michigan Water Allocation Program was developed to manage Illinois' diversion of water from Lake Michigan; all diversions of water from Lake Michigan require authorization in the way of an allocation permit from the Illinois Department of Natural Resources (IDNR). All permittees, which includes the Village of Oak Park, are required to submit an annual water audit form (LMO-2). The LMO-2 details the amount of water used, sold, and lost by a permittee. The IDNR’s ever-decreasing Non-Revenue Water (NRW) threshold, currently, is ten percent.
The Village’s five-year running annual average for NRW is 23.9%. Village staff recognize that one of the main contributors to high NRW is distribution system leaks. A proportion of these leaks are small chronic leaks that may never surface and are undetectable with current acoustic leak detection surveys.
In an effort to further lower the Village’s NRW, it is recommended to invest in leak detection listening devices that sit directly on the distribution pipes and regularly listen to the system. By listening to the system over time, the devices can work together to determine if the sound changes and infer that a leak has developed.
The use of permanently installed correlating noise loggers is intended to detect leaks as they develop, reducing the amount of time the water system loses water. This proactive system will significantly reduce the “leak time” of a water asset. By introducing this leak detection system program, Village staff anticipates that the amount of time a distribution system leak exists could be reduced to hours, as opposed to weeks, months, and, in some extreme cases, years.
Last year, the Village implemented a remote sensor-based leak detection pilot program in the north part of the Village to test the effectiveness of these devices in finding leaks that do not surface. Staff also tested the devices against our annual leak survey. Staff found that these devices are effective at detecting and accurately locating leaks within the system that have not surfaced. To date, the pilot program has detected 19 leaks that would have gone undiscovered until surfacing in a little less than one-third of the Village.
Staff recommends entering into an agreement with Midwest Meter, Inc to expand the Water Distribution Leak Detection System Village-wide with a not to exceed amount of $622,390.00.
Fiscal Impact
The approved Fiscal Year 2024 budget has a total of $771,150.00 for the implementation of a Water Distribution Leak Detection system in the Water and Sewer Fund, Capital Improvements, account no. 5040-43730-777-570707. The Midwest Meters, Inc. proposal for the System Wide Leak Detection Program is $575,690.00 and staff proposes including $21,700.00 for monitoring assistance and a $25,000.00 contingency for additional leak locating services, spare parts, and extra equipment.
DEI Impact
Marginalized Populations Impacted: Marginalized populations, such as residents in lower-income neighborhoods, may bear a disproportionate burden of inefficient water distribution systems. Targeting leaks in these areas can mitigate disparities in access to clean water and alleviate the challenges faced by vulnerable communities.
Disparity Addressed: The proposed agreement for a Village-wide sensor-based leak detection system addresses disparities in access to reliable water services and infrastructure maintenance. Specifically, it targets the disparity in non-revenue water (NRW) rates within the Village. By focusing on identifying and repairing leaks that often go undetected, particularly in marginalized communities, the initiative could aim to reduce water loss and improve the efficiency of water distribution systems.
Use of Data: By leveraging insights from the pilot program and annual water audits, the Village can ensure that resources are allocated effectively to areas most in need. This approach fosters transparency and accountability while prioritizing interventions where they are most impactful, aligning with principles of fairness and justice.
Engagement with Impacted Populations: Proactive engagement with impacted communities is essential for inclusive policy development. Involving marginalized residents in the planning and implementation phases can provide valuable perspectives and ensure that solutions are tailored to their needs. This approach empowers community members as stakeholders in decision-making processes, amplifying voices that may have been historically marginalized.
Environmental Impact: The program's environmental impact is significant, as it contributes to sustainability efforts and environmental justice. By minimizing water loss through early leak detection and repair, the initiative conserves precious resources and reduces the carbon footprint associated with water distribution inefficiencies.
Endorsement of DEI: Prioritizing areas with higher NRW rates and engaging with marginalized communities, the Village can demonstrate a commitment to equitable resource allocation and community empowerment.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
On January 17, 2023, the Village Board approved a resolution for the Leak Detection System Pilot Program (RES 23-21).
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A