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HomeMy WebLinkAbout8 Award a Contract to Alcara for DCU'senda Item il; From: Neil tCaufman Date. October 18, 2017 Subject: Consideration to Award a Contract to Upgrade Water Meterung Distributed Collection Units (DCU's) 1. VIHY MIS MATTER IS BEF©RE THE BOARD Board authorization is required for expenditures in excess of $15,000. In September 2008, the District awarded a contract for the provision of an automated meter reading (AMR) system to cover all water customers. That system utilizes water meters manufactured by the Neptune Technology Croup in conjunction with a radio system and software by Aclara. The radio system consists of three main components: Meter Transmitter Units (MTUs) Distributed Collection Units (DCUs) Network Control Computer (NCC) Each water meter is equipped with an MTU. At a given interval, the MTU reads the meter and transmits the meter reading. -fhe first generation MTUs captured meter readings every six hours. About three years ago, the District started using an updated MTU that is capable of capturing meter readings on an hourly basis. This updated MTU is used for new construction and maintenance replacements. The District did not conduct a systemwide replacement of old MTUs that were functioning properly. The MTUs are battery powered and factory sealed. When a battery fails, the entire MTU must be replaced. Currently, there are 12,607 MTUs in the system. There is a network of 27 DCUs located throughout the District. These DCUs receive the radio transmissions from the MTUs. The data is then stored and transmitted beck to the District office once a day. This data transmission is performed using cellular phone modems. The DCUs are located at mixture of water storage tanks, pump station buildings and dedicated utility poles. Five of the DCUs are connected to a 120 VAC power supply. The remaining DCUs are powered by solar panels. The NCC is located at the District office. It receives the meter data and stores it in a database. Other District functions such as billing and customer service access the database as needed. 3. NEW INFORM�4TION The Water Department would like to upgrade all of the DCUs over the next few years. The upgrades fall into three categories. o Communications Power Radio Reception Since the initial deployment of the DCUs, the District has installed fiber optic cable to a number of District facilities. Additional sites will be connected in the future. This fiber optic cable provides a faster, more reliable and more secure system for internal communications. The existing cellular modems in the DCUs can be replaced with new communication modules allowing the DCUs to transmit data on the District's internal fiber network. For those DCUs where fiber optic cable will not be installed, it will be necessary for the District to replace/upgrade the existing cellular modems due to upcoming changes in the cellular phone networks. The District has experienced problems with the solar panels during the winter at a number of sites. Ice and snow can drift or build up onto the solar panels preventing the batteries from recharging. When this occurs, District personnel must use a bucket truck or climb a storage tank in order to clear the solar panel. This creates safety issues and diverts staff from more valuable functions. Furthermore, the solar powered units do not have sufficient power capacity during the Winter to function with the remote leak detection correlators that were purchased by the Water Department last Summer. The Water Department plans to convert all of the DCUs to 120 VAC power where feasible. The DCUs are equipped with a filter that blocks extraneous radio transmissions and interference on frequencies close to that by the MTUs. Aclara has developed a higher quality filter will provide for better reception by the DCUs. During the summer of 201 i, the Water Department installed conduits at a number of sites to allow for the communication and power upgrades. There are currently 13 sites where DCU upgrades can be performed. As requested by the District, Aclara has provided a quote for parts to upgrade these 13 sites. The quote also includes two days of labor for an Aclara technician. It is planned to have the Aclara technician instruct and assist a District electrician in performing as many upgrades as possible during the two day period. The remaining sites would then be handled in house. It is expected that the remaining 14 sites will be upgraded over the next two years as additional conduits and fiber optic cable are installed. The Water Department will return to the Board for authorization to purchase the upgrade components for these sites. 4. FISCAL HVIV 4CT The unit price for the parts associated with each upgrade is. New communications boards = $114.$8 Solar/battery to 120 VAC conversions = $417.35 New receiver boards = $3,000 The total cost for parts and materials is estirnated at $50,0003 after allowing for sales tax and some additional accessories such as mounting brackets and new antenna cables. The travel and labor expenses for the Aclara field technician are $4,200. A ten percent change order allovvance is recommended for an amount not to exceed $5956200 Sufficient funds exist in the FY2017 Water Department budget for this expense. 5. a�DC�t�1111MEND�4TIOW Authorize the General Manager to execute and agreement with Aclara for an expenditure not -to exceed $59,620 for the parts, materials and labor associated with the upgrade of 13 water system DCUs. Michael D. Holley General Manager / Water Utility Manager