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Home My WebLink About16 Approval of MTU Replacement - Closeout,6TRUCKEE DONNER ' ' • Public Utility District MEETING DATE: October 7, 2020 To: Board of Directors FROM: Neil Kaufman, P.E., Water System Engineer SUBJECT: Approval of Notice of Completion for the Water Meter Radio Transmitter Replacement — 2020 Project APPROVED BY Brian Wright, Assistant General Manager/Water Utility Director RECOMMENDATION: Adopt Resolution 2020-23 accepting the Water Meter Radio Transmitter Replacement — 2020 project as complete and authorize the filing of the Notice of Completion. BACKGROUND: In 2008-09, the District began the process of installing an automated meter reading (AMR) system for all water customers. The system utilizes water meters manufactured by the Neptune Technology Group in conjunction with a radio system and software manufactured by Aclara. Each water meter is equipped with a metering transmitter unit (MTU). At a given interval, the MTU reads the meter and transmits the meter reading back to the billing system. The MTUs are battery powered and factory sealed. When a battery fails, the entire MTU must be replaced. Currently, there are over 13,000 MTUs in the system. The great majority of the MTUs were installed in 2009 and 2010 as part of the original deployment of the AMR system. These MTUs have a 20 year battery warranty from the manufacturer. For MTUs that fail within the first 10 years, a replacement MTU is provided at no cost of the District. For years 11 to 20, the cost of a replacement MTU starts at 50% cost and is then pro -rated at 5% per year. The manufacturer's MTU replacement warranty only covers the MTU and does not cover the labor associated with replacing the MTU. As discussed at the July 17, 2019 Board Meeting, the District had been experiencing a significant number of MTU failures. The cause of the failures is believed to be a combination of the temperature variations experienced in Truckee along with some overly - optimistic projections regarding the battery life from the manufacturer. At that time, the District had identified approximately 3,100 MTUs requiring replacement. All of these MTUs failed within the first ten years of service and replacements were Page 1 of 2 provided by Aclara under full warranty, at no cost to the District. A contract to perform the field installation of those replacement MTUs was awarded to Concord Utility Services and completed in November 2019. At the April 15, 2020 Board Meeting, staff presented to the Board, a review of the continuing challenges associated with failing water meter MTUs. It was noted that about 3,450 MTUs have failed or expected to fail shortly due to low battery life and are in need of immediate replacement. Additionally, staff recommended the remaining 1,350 MTUs from the original deployment in 2009 and 2010 be replaced. The Board authorized the expenditure of up to $240,000 for the purchase of replacement MTUs. It was also noted that due to the large quantity of MTU failures experienced in a short period of time, the District would need to hire an outside contractor to perform the replacement work. A set of bid documents was prepared for the MTU replacement work. Advertising for bids began in mid -April and the bid opening was held on May 11, 2020. The Request for Bids was advertised in the Sierra Sun. Three bids were received and a contract was awarded to Concord Utility Services (Concord) at the May 20, 2020 Board meeting. Concord began field installations during the week of June 29 and completed its work during the week of September 14. The original bid included the replacement of 4,800 MTUs. However, Water Department field crews replaced a number MTUs on commercial customers during the months of May and June as a function of routine meter maintenance, and the final quantity of MTUs installed by Concord was adjusted to 4,611. This project is in support of the following District goals and objectives: 6.01.010.1 Service To the best of its ability and in consideration of existing sources, the District will supply water at each customer's service connection dependably and safely, in adequate quantities to meet the reasonable needs and requirements of the customer, in accordance with these rules and regulations. FISCAL IMPACT: The original bid price from Concord Utility Services was $318,729.60 for the installation of 4,800 MTUs. At the time of award, the Board authorized a ten percent change order allowance for a project total not to exceed $350,600. The total payment to Concord Utility Services for the installation of 4,611 MTUs is $308,051.10. There were no change orders issued for this contract. In accordance with Board approval on May 20, 2020 the funding source for this project is the Water Department General Fund. ATTACHMENTS: 1. Resolution 2020-23 Page 2 of 2 Resolution No. 2020-23 AUTHORIZING THE ACCEPTANCE OF THE WATER METER RADIO TRANSMITTER REPLACEMENT - 2020 PROJECT AND DIRECTING FILING OF THE NOTICE OF COMPLETION WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made the determination to undertake the Water Meter Radio Transmitter Replacement — 2020 Project; and WHEREAS, Concord Utility Services was selected by the District to perform the work; and WHEREAS, Concord Utility Services has completed all of the Work included in the Project; and NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District as follows: 1. That the District hereby accepts the Water Meter Radio Transmitter Replacement — 2020 Project as complete. 2. That the Clerk of the District be directed to file with the County of Nevada the Notice of Completion, a copy of which is attached hereto. 3. That 35 days following the filing of the Notice of Completion, the monies retained from the contractor payments be released to the contractor if no claims have been made to the District by material suppliers or laborers. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 7th day of October, 2020 by the following roll call vote: AYES: Directors; Laliotis, Aguera, Ellis, Vice President Finn, and President Bender NOES: None. ABSTAIN: None. ABSENT: None. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Jeff Bender, President of the Board ATTEST: Shanna D. Kuhlemier, CMC, District Clerk RECORDING REQUESTED BY: Truckee Donner Public Utility District WHEN RECORDED, RETURN TO: TRUCKEE DONNER PUBLIC UTILITY DISTRICT Shanna D. Kuhlemier, District Clerk 11570 Donner Pass Road Truckee, CA 96161-4947 THE UNDERSIGNED DECLARES DOCUMENTARY TRANSFER TAX - NONE NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN: 1. That the name and address of the public entity for whom the improvement project was done, as owner thereof, is the Truckee Donner Public Utility District, 11570 Donner Pass Road Truckee, CA 96161. 2. Nature of interest or estate of owner: beneficial interest of a public utility of electric and water facilities. 3. That on October 7, 2020 the hereinafter described improvements were accepted as complete pursuant to Resolution 2020-23 of the Truckee Donner Public Utility District, the awarding authority. 4. That the subject improvements of the Notice are generally described and identified as follows: Water Meter Radio Transmitter Replacement — 2020 Project. 5. That the name and address of the contractor for such project was: Concord Utility Services, 24619 Washington Ave., Suite 2020, Murrieta, CA 92562. Dated: I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. TRUCKEE DONNER PUBLIC UTILITY DISTRICT a Remleh Scherzinger, General Manager/CEO MAIL TAX STATEMENTS TO: SAME AS ABOVE Legal References: CC-3093,CCP-2003 (oath), 2015.5 (unsworn statement)