Regular Village Board meetings are held at 7:30 p.m., the first and third Mondays of each month in Council Chambers of Village Hall, 123 Madison St. When a regular meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions, usually on the second and fourth Monday. However, dates and times of special meetings can vary and may change.

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File #: RES 23-193    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 6/5/2023 Final action: 6/5/2023
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
Attachments: 1. Resolution - 2023 Water System Support Services Program - M.E. Simpson, 2. Professional Services Agreement - 2023 Water System Support Services - M.E. Simpson, 3. Attachments - 2023 Water System Support Services - Contract Documents

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

 

End

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. 

 

End

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.