Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with M.E. Simpson Company, Inc. for the 2023 Water System Support Services Program in an Amount Not to Exceed $54,475.00 and Authorizing its Execution
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Overview
Overview
The Public Works Department solicited proposals from qualified firms to provide technical support services for the Village’s Water Distribution System including Large Water Meter Testing and Acoustic Leak Survey. M.E. Simpson, Inc. provided a proposal that meets the Village’s needs. The Large Water Meter Testing portion will test the accuracy of water meters for large water users and the acoustic leak survey will search for leaks in the distribution system.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village is required to submit an Annual Water Use Audit to the Illinois Department of Natural Resources (IDNR). The audit consists of reporting annual Authorized Consumption including both billed and unbilled water (metered and unmetered), Water Loss, and Non-Revenue Water (NRW).
Non-Revenue Water is defined as the water that is not billed and produces no revenue. NRW consists of Unbilled Authorized Consumption plus Apparent and Real losses. Apparent losses are attributed to inaccuracies associated with customer metering, systematic data handling errors (billing), plus unauthorized consumption (theft or illegal use of water). This represents the non-physical loss of water (or the paper loss). Real losses are the actual water lost from the water distribution system (leaks) which go undetected. The acoustic leak survey portion of this program will listen for leaks in the water system that would otherwise go undetected.
The Village releases an RFP for Water System Support Services in April of 2023. M.E. Simpson was the only company to submit a bid for the work. M.E. Simpson is the leading Water Loss Audit provider for the area with Large Meter Testing and Acoustic Leak Survey being critical components and they have completed similar work for the Village in the past. Staff believes the proposal represents a fair cost for the requested work and is within budget. Based on M.E. Simpson’s qualifications and their past performance with the Village, staff recommends utilizing their professional services.
The Water & Sewer Division is continuing work to reduce the unaccounted-for water loss for the Village. A critical part of this analysis is to test the accuracy of large-capacity water meters and to conduct leak surveys.
Fiscal Impact
Funds were budgeted for and are available for these services in the Water & Sewer Fund: 5040-43730-777-530667, External Support ($54,475.00).
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village has previously completed testing of large water meters in 2019 and 2021 with 72 meters tested or inspected. Acoustic Leak Surveys are conducted annually. This is the first time both services are conducted under the same program.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is the recommendation to continue with an annual Large Water Meter Testing Program and provide the necessary budget for this work. Additionally, meters that have a high failure rate or are considered obsolete would be scheduled for replacement. Manual acoustic leak surveys will soon be replaced by acoustic data loggers which will be installed through 2024.
Intergovernmental Cooperation Opportunities
N/A.