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HomeMy WebLinkAbout9 Itron Mobile Collector IV r' sl uul 'i' Yil Agenda item # Memorandum To: Board of Directors From: Mary Chapman, Administrative Services Manager Date: September 27, 2004 SUBJECT: Consideration of upgrading the Itron Datapac to the new Mobile Collector 1. WHY THIS ITEM IS BEFORE THE BOARD We continue to look for ways to use technology to streamline our work efforts. The use of the Itron Mobile Collector meter reading computer system will help us to meet that goal. 2. HISTORY Since we purchased the Itron Datapac we have saved a tremendous amount of time in reading meters. You may remember that we used to have 4 meter readers and a lot less customers. The District spent a lot of money to convert from manually read meters to electronic meters which could be read by handheld devices. When using the handhelds, the meter readers would read one meter at a time driving very slowly down the street. A couple of years ago, we upgraded to the Datapac which allows the meter readers to ride around in their vehicles picking up readings as they drive down the streets of Truckee. While most of the meters read pretty well, there are quite a few that are very difficult to read. The meter readers have to drive around, back up, drive by slowly or try to pick the reading up from a back street. Sometimes they can't pick up the readings unless they go up to the house or commercial building with a handheld device. The current Datapac only has one signal that it sends out to wake up the meter. In many cases by the time the meter wakes up and sends its reading,the meter reader truck is out of range. 3. NEW INFORMATION In meetings that I have had with Jim Wilson, Vern Smith, Bev Johnson and Rosana Matlock regarding metering issues, we have also discussed the fact that we are not getting the GO 165 inspections done. GO 165 requires the following: "in general, utilities must patrol (walk, drive, or fly by) their systems once a year(in urban areas) or once every two years (in rural areas). Utilities must conduct detailed inspections every 3-5 years, depending on the type of equipment." In conjunction with the GO 165 inspections, it was our intention to have the meter readers visit the meters of all customers sites to inspect the service including making sure that the ERT reading matches the actual dial reading and that the meter seals are still in tact. We started this process a couple of years ago but had to stop because we ran out of time just doing the daily work. Because the meter readers are also responsible for all of the connects, disconnects, transfers, delivering 48-hour notices and performing disconnects for non-payment, the more customers we have the more time it takes to perform all their duties. At some point, you either automate more processes or you hire more people. It was our committee's recommendation to hire a temporary employee during the summer months to complete the GO 165 inspections. In the meantime, we had a demonstration of the new Itron Mobile Collector. The meter readers were very impressed. I believe the word "unbelievable"was used to describe the results. Beverly took the fellow doing the demo to areas where they consistently had difficulty reading electric meters and had given up trying to read certain water meters with the Datapac. The main difference between the two systems is that the Datapac only sends out one signal to wake up the meter so it will transmit its reading and the Mobile Collector sends out 8 signals. As a result of this demo, we believe it will free up three to four hours daily in reading meters. Our plan is to use this extra time to do the GO 165 inspections including verifying that the ERT readings still match the dial reading and checking to make sure the meter seals are still in tact. Attached is a quote from NISC to purchase, install and support the Mobile Collector. It also includes a trade-in for the Datapac. I have also included a resolution to dispense with bidding and acquire the hardware, software and support services from NISC. RECOMMENDATION: That the Board take the following action: Authorize the attached resolution to dispense with bidding for the acquisition, installation and support of the Itron Mobile Collector meter reading management system. Resolution No. 2004- Directing that competitive bidding be dispensed with in connection with the upgrade of the automated meter reading system WHEREAS, the Administrative Services Department has been implementing various technological solutions to improve its efficiency and response time to the customers; and WHEREAS, there is new meter reading technology on the market that will read the District's electric and water meters that is substantially more efficient than the current technology being used by the District; and WHEREAS, the District chose in 1999 to move its billing and accounting hardware and software systems from Orcom Systems to National Information Systems Cooperative (NISC); and WHEREAS, Itron offers updated mobile computer meter reading hardware which interfaces with the NISC meter reading software; and WHEREAS, purchasing and installing NISC's Mobile Collector hardware, software and support services will not require the District to change its billing software, and WHEREAS, purchasing meter reading hardware from another vendor and developing interface software would not be desirable and would be costly to the District; and WHEREAS, upon delivery of the hardware a representative from NISC will come to the District to install the hardware and software, provide staff training and subsequent direct link support of such hardware and software; and WHEREAS,various California court decisions, including Graydon v. Pasadena Development Agency, 104 C.A. 3d 631 (1980), hold that if the subject of a contract is such that competitive proposals would be unavailing or would not produce an advantage and the advertisement for competitive bids would thus be undesirable or impractical, a public agency may dispense with competitive bidding; and WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and would not produce an advantage to the District and the advertising for competitive bids would not produce an advantage to the District and would be undesirable; and WHEREAS, Public Utilities Code Section 20206.4 generally requires that the District seek competitive bids in connection with the purchase of goods; and WHEREAS, the District finds that the computer hardware, software and support services more nearly resembles a special service, forwhich no competitive bidding is required, as opposed to a "good'; and WHEREAS,the Public Utilities Code Section 16034 and Government Code Section 53060 provide that the District may, without competitive bidding, contract for special services and advice in financial, economic, accounting, engineering, legal, administrative and professional matters if such persons are specially trained and experienced and competent to perform the special services required; and WHEREAS, since NISC would provide a sole source of purchase, installation,training and subsequent support and that the installation and implementation would be smoother and more efficient because of it. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors that it adopts the above stated recitals as its findings. BE IT FURTHER RESOLVED BY THE Board of Directors that for the reasons set forth above, the District finds that competitive bids for the purchase of a meter reading system including hardware, software and support services would be unavailing and would not produce an advantage to the District and the advertisement for competitive bids would not produce an advantage to the District and would be undesirable and costly. BE IT FURTHER RESOLVED that the District finds that computer hardware, software and support services more nearly resembles a special service, for which no competitive bidding is required, as opposed to a "good." BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the acquisition of new meter reading hardware and software,and the District staff is authorized to purchase from NISC the necessary hardware and software to operate said system including installation costs and training. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 29th day of September, 2004 by the following roll call vote: AYES: NOES: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By: James A. President, Board of Directors ATTEST: Peter L. Holzmeister, Clerk of the Board _. NiiSC MVRS Electronic Meter Reading System Proposal for: Ms. Mary Chapman Truckee-Donner PUD Truckee, CA August 11 , 2004 Jerry Maupin jerry.maupin@nisc.cc National Information Solutions Cooperative P.O. Box 76900 St. Peters, MO 63376 1-800-345-2237 F tem Pricing r Reading Management System ased Meter Reading Management System ystem pricing summary following details the proposed hardware and software pricing for your . These prices are valid for 90 days. Basic Software and Hardware Requirements: 1 MOBILE COLLECTOR 2.0 KIT WITH MAPPING $33,750.00 $33,750.00 Includes both USB and CF Readers,Vehicle Installation Kit, Power Cables, Antenna, and the following: • DCU-4002-001 Shipping Container and Vehicle Installation Kit • SWA-0069-002 Go Book Max(700 Mhz, 512 MB RAM) includes SQL Server License • DCU-4000.002 Mobile Collector RF Unit • TDC-0570-000 Mobile Collection Quick Reference Guide • INF-0003-002 Mobile Collector Release Notes 2.0.28A 1 MAPPING MOBILE COLLECTION MAPPING KIT - Includes the following: • SFL-0501.019 Mapping Software Application • INF-0003-003 Mapping Release Notes 2.0.28 GPS Kit includes the following: • GPS-0002-001 GPS Receiver • CBA-0187-001 Mobile Collector/GPS Extension Cable 72" • CBA-0207-001 GPS to Mobile Collector Cable 72" • SCR-0122-001 Mounting Screws, Self Taping Hex • TDC-0559-000 Install Instructions 1 Datapac Trade-in Allowance (5,000.00) (5,000.00) Total Hardware/Software Cost $28,750.00 Monthly Maintenance 1 Mobile Collector 2.0 Hardware Maintenance $ 350.00 $350.00 All software support is billed monthly through NISC. Hardware maintenance charges are optional and are billed quarterly directly by ITRON, Inc. Billing for hardware maintenance begins 12 months after day of shipping. NISC is an Itron certified frontline support provider and offers extended 24 hour a day support to Member cooperatives at no additional ch r e. Installation Charges Installation charges are $100.00 per hour plus expenses. Allow 24-32 hours for travel, instal lationtupgrade and training. Estimated expenses $3,500.00 - $4,000.00. Miscellaneous Hardware costs do not include applicable taxes or shipping charges. Allow 90 days for shipping.