HomeMy WebLinkAbout9 Consideration to approve Revised AclaraOne Database AGENDA ITEM #9
Public Utility District m
MEETING DATE: August 2, 2023
TO: Board of Directors
FROM: Pano Valcanas, Data Analyst & Administrator
Scott Crow, IT Director
SUBJECT: Consideration to Approve Revised AclaraONE Database Upgrade
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APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
1. Authorize the General Manager to execute an amended contract with Aclara to
upgrade the meter reading database for the amount of $64,847.40, plus a ten
percent change order allowance of $6484.74 not to exceed $71,332.14; and
2. Approve annual maintenance fees of $26,647.40 plus a ten percent change
order allowance of$2,664.74 for a total annual expense not to exceed
$29,312.14.
BACKGROUND:
During the July 6, 2022 Board Meeting, Agenda Item #12 was approved to upgrade the
Water Utility meter database known as StarAMI. The new upgraded system is called
AclaraONE, and is supported by the company known as Aclara. Following the Board's
approval, staff engaged with Aclara to conduct pre-sales assessments and evaluations
of our current systems in preparation for this upgrade. Attachment 1, the July 6, 2022
staff report provides additional background details of the project.
ANALYSIS AND BODY:
Staff has determined the July 6, 2022 approval amounts are insufficient to successfully
complete the project. The additional amounts reflect the inclusion of a data archive for
all historical data, the implementation of VEE (Verification, Editing, and Estimation) for
AMI interval readings, and a new cloud based AclaraONE application. The current
estimated capital expenditure cost of$64,847 is $2,733 greater than the previously
approved (7/6/22) amount and this consideration for approval now includes a
contingency amount. The current estimate of annual maintenance costs of$26,647 is
$13,243 greater than the previously approved (7/6/22) amount and this consideration
for approval now includes a contingency amount.
GOALS AND OBJECTIVES:
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District Code 1 .05.020 Objectives:
1. Responsibly serve the public.
3. Provide reliable and high quality water supply and distribution system to meet
current and future needs.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1 .05.030 Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
The total one-time cost of this project is $64,847.40. The annual maintenance support
cost is also affected by this upgrade. Currently, the District is paying $4,961 (GL
2.9.902.00.483). Following the upgrade, there are two annual fees for maintenance.
The AclaraONE annual maintenance fee of $18,591.56 supports the AclaraONE
application and Meter Data Management (MDM) interface. The On Premise
Maintenance fee of $8,055.84 supports the upgraded database and VEE functions.
Both maintenance fees are based on active meter counts. The total annual
maintenance support cost for the AclaraONE product is $26,647.40.
Water's IT capital expenditure budget for FY22/23 is $744,000 and the forecast is
$406,000, including this subject item. For the annual maintenance support cost,
currently the District is paying $4,961(GL 2.9.902.00.483) and after the upgrade, the
District's annual cost will be $26,647. This annual increase of $21,686 equates to less
than 0.02% of the annual water operating expense budget and will decrease the year-
end operating reserve by approximately 0.28% in FY23. The budget for FY24 and
FY25 will include updated annual maintenance support cost estimates.
ATTACHMENTS:
1. 20220706 Item 12 Meter Database Upgrade AclaraOne
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TRUCKEE - AGENDA ITEM #12
Public District
MEETING DATE: July 6, 2022
TO: Board of Directors
FROM: Chad J. Reed, Water Utility Director
SUBJECT: Consideration to Approve Water Utility Meter Database
Upgrade
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a contract with ACALRAONE, to upgrade
meter reading database, in the amount of $62,146.40.
BACKGROUND:
Nearly all of the water meters in the District use advanced metering infrastructure (AMI)
technology to read the meters. AMI process uses radio-based technology to read water
meters, which eliminates the need for manual meter reads. This method requires four
separate pieces of equipment to take water consumption and convert it to usage so our
customers' bills can be calculated. The four pieces are the meter, transponder, radio and
customer consumption database. The system works when the water flowing through the
meter is converted to digital signal which equals the gallons used. The total read is then
transmitted to the radio (grey box) and sends the read via a special radio network to our
customer consumption ACLARA database. These periodic reads are then received,
stored and retrieved from the customer consumption ACLARA (SQL) database.
This database is also used to receive the reads so our customers can be accurately billed
for the water they have used. Another benefit of this system is the ability to help detect
leaks (continuous usage for more than 24 hours). Another benefit of the system is
customer service staff can work with customers when high bills are received to help
determine when and how much water is being used.
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Figure 1 Neptune meter with an ACLARA Transponder
The first two pieces of the system (meter and transponder) have been updated by the
District over the past three years and the majority of the original units (installed in 2009-
2010) were replaced in 2019 and 2020. However the customer consumption database is
the original database that was installed in 2009-2010, and ACLARA has informed staff
that the software will no longer be supported after 12/31/2022. ACLARA also informed
staff that if the District would like to continue to receive support they will need to update
the database to ACLARAONE. Staff has been informed by ACLARA that the
implementation process will take approximately 40 days.
ANALYSIS/Body:
Staff has examined and explored three options:
• Continue with the existing unsupported database.
o This option is not supported by staff due to the potential security and
business continuity risks associated with operating with an unsupported
database
• Seek alternative AMI technology providers.
o This option is not supported by the staff due to the significant costs and
operational impacts during a significant technology transition
• Work with ACLARAONE staff and update the current system
o This option is supported by District staff for the following reasons:
■ Extended support
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■ Restore lost benefits of the system (hourly meter reads for
customers, leak alarms for customers...)
■ Out of date database are susceptible to security issues and
vulnerability.
Staff has placed a high priority on this database upgrade to ensure business
continuity and billing accuracy.
Goals and Objectives:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
3. Provide reliable and high quality water supply and distribution system to meet current
and future needs.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency.
FISCAL IMPACT:
Water IT capital expenditure budget for 2022 is $462,900 with a forecast of $117,085
prior to/excluding this project. Including this $62,114 project, Water IT capital
expenditures for 2022 are forecasted to be $179,199, for a variance of$283,701 less than
budget. The annual maintenance support cost will also be affected by this upgrade,
currently the District is paying $4,961(GL 2.9.902.00.483) and after the upgrade the
District annual cost will be $13,404. This annual increase of$8,443 equates to less than
0.01% of annual water operating expense budget and will decrease year-end operating
reserve by approximately 0.15%.
ATTACHMENTS:
None.
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