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HomeMy WebLinkAbout12 Orbis Intelligent Systems Inc Hydrant Mounted leak detection equipoment AGENDA ITEM #12 Public Utility District m MEETING DATE: September 6, 2023 TO: Board of Directors FROM: Chad Reed, Water Utility Director SUBJECT: Consideration of a Contract with Orbis Intelligent Systems Inc. to purchase hydrant-mounted leak detection equipment Z_ APPROVED BY: Brian C. Wright, General Manager RECOMMENDATION: Authorize General Manager to execute a contract with Orbis Intelligent Systems Inc. to purchase Fire Hydrant Mounted Leak Detection Correlators for the amount of$37,375 plus a 10% change order authorization for a total not to exceed $44,608. BACKGROUND: All water distribution systems suffer from non-revenue water (NRW). NRW is water that is introduced into the distribution system, but the system operator does not receive any revenue for this water from an end user. NRW typically falls into three categories: • Unbilled authorized consumption: This is intended water usage that is not metered and not billed. This typically involves activities such as firefighting, water system construction and maintenance, and system flushing. • Apparent Losses: This is unintended water used by customers. It includes water not measured due to metering errors, water used by unauthorized connections, and water theft. • Real Losses: This is water lost due to leaks in piping, storage tanks, and other distribution system facilities. The State of California is in the process of developing regulations regarding NRW. It is expected that the District will be subject to requirements in all three areas of NRW. For the District, it is estimated that approximately 25% of the water pumped into the distribution system is lost to NRW, with real losses (system leakage) as the great majority of NRW. In 2018, the California State Legislature passed AB 1668 and SB 606, which directed the State Water Board to "adopt standards for using water more efficiently, as well as performance measures for commercial, industrial, and institutional water use." The Water Boards directive focuses on water loss as detailed in the graphic below (Taken from the Quick Fact Sheet, Conservation a way of life): Page 1 of 5 Page 33 of 85 e R + ,, - � Standard-based budgets Urban Water Variances 6 Bonus Incentive I+wvtWe for efficient water use use Objective Residential Real Residential Clllandscapes Indoor Use Water Loss Outdoor Use with DIM, For many years, the District has undertaken pipeline replacement projects(s) with a priority placed on pipelines known to be in poor condition and have resulted in significantly reduced water system real losses. For calendar 2023, the District has two pipeline replacement projects underway that will replace about 9,500 feet of water main. District field crews strive to repair leaks on a timely basis in order to minimize the water lost due to leaks. However, it is recognized that there are a number of leaks that crews cannot repair due to the water not surfacing, and remaining undetected. Over the years, a number of leak detection surveys have been performed by District field crews and outside contractors. These surveys have utilized acoustic leak detection equipment and have had limited success at locating leaks. The most recent acoustic survey was performed by an outside contractor in 2020. It covered about 27 miles of pipe at a cost of about $16,000. In August 2022, the Board approved a contract with Asterra for a system-wide leak detection survey covering about 235 miles of main at a cost of about $39,000. Asterra has developed technology that utilizes satellite-based imaging and synthetic aperture radar to detect water leaks on water distribution system piping. This technology has the capability to detect water leaks that are not visible at the ground surface to a depth of about ten feet. The initial satellite analysis identified 77 areas of interest that required further investigation. The Asterra contract included ten days of time for an Asterra field technician to conduct field investigations to follow up on the satellite analysis. The field technician was able to investigate 55 areas of interest and confirmed 20 leaks during this work. A District field technician investigated the remaining areas of interest and confirmed two additional leaks. Staff will be recommending another system-wide leak correlation with the Asterra satellite product due to the cost-effective and productive method used to survey the entire system. ANALYSIS AND BODY: Page 2 of 5 Page 34 of 85 The identification and repair of water leaks along pipelines and service laterals continues to be a major component of the District's water distribution system maintenance plan. Several manufacturers are utilizing acoustic technology and have developed an expandable system that can be field deployed with autonomous operation comprised of a network of remote units is deployed (either temporarily or permanently) in a given area of the distribution system. These units are time- synchronized and activated in the early morning hours when water usage is at a minimum. They perform leak detection measurements and then transmit the data to a central computer. Software at the headquarters analyzes the recorded data for leaks and provides the location of the suspected leak(s) for further investigation and repair. In 2016, the District purchased 25 remote units from Aclara using this technology. The District uses an existing radio system and software from Aclara to read its water meters. The Aclara system was selected because the remote leak detection units would utilize this same radio system. Purchase of a system from another vendor would require that the District develop another radio or cellular network for transmission of the data from the remote leak detection units. It was planned to periodically move these 25 units through the District in a systematic approach to eventually analyze the entire distribution system. The Aclara units are designed with a magnetic sensor that is placed onto a buried water valve at the bottom of a valve riser. The sensor is wired to a radio unit that is fastened to the bottom of the valve box lid at the ground surface. This method proved problematic because the valve box lids had to be replaced with plastic lids to allow for radio signal transmission. Staff have experienced difficulty in securing plastic lids to the concrete valve boxes and have tried different field modifications with varying levels of success. A couple of units were destroyed when snowplows dislodged a valve box lid. The District stopped using these units for the following reasons: • Water valve boxes are normally located within the pavement section. This requires some level of traffic control when installing and removing the units. Two or possibly three field technicians could be needed, depending on the street and the level of traffic. • As noted above, field modifications to valve boxes to secure the replacement lids are often required. Again, this work required traffic control. • Additional work was required to clean dirt and debris from valve risers to ensure a proper connection between the magnetic sensor and top of the valve. • The batteries in the Aclara units are not replaceable and the units have reached the end of their expected 5-year life cycle. Since the Spring of 2022, the District has been conducting a pilot study with Orbis to evaluate a similar remote leak detection system. There are a few significant differences between the Orbis and the Aclara systems, along with the District's current approach to water leak detection. Page 3 of 5 Page 35 of 85 1. The Orbis units are mounted on fire hydrants and not onto buried valves. This makes installation and relocation of the units simpler. Traffic control is not required, and no field modifications to valve boxes are required. 2. The work can be performed by a single field staff member. 3. The batteries in the Orbis units are field replaceable. The Orbis units are sealed to withstand rain and snow, and they are not subjected to full submergence since they are typically located 2-3 feet above the ground surface. Whereas, the Aclara units are located underground and can be subject to submergence, depending upon the groundwater levels. This submersion under water required Alcara units be factory sealed which makes them obsolete once the battery dies. 4. The Orbis units utilize cell phone signals for communication back to the central computer for analysis. This can be problematic in some areas of the District. However, the staff believe that this issue can be managed. 5. In July 2022, the Water Department created the new staff position of Meter Maintenance and Water Loss Coordinator. One of the primary duties of this position is to coordinate and conduct the Water Department's efforts at detecting leaks in the water distribution system. As part of this effort, they will periodically relocate the leak detection units and to investigate suspected leaks identified by the units. Over the course of this pilot study, Orbis has made improvements to its leak detection units in response to the District's feedback. These improvements involved modifications to the cell phone antennas on the hydrant-mounted units and modifications to the software algorithms to distinguish between background noise and suspected water leaks. The Water Department is satisfied with the current performance of the leak detection units and believes that they are a cost-effective component in the efforts to detect water leaks. The Water Department is recommending an initial purchase of 25 units that will be relocated periodically (every two or three weeks). The Water Department may potentially recommend the purchase of additional units in the future. It should be noted that there is another manufacturer that makes a similar acoustic- based, fire hydrant-mounted leak detection system. The District reached out to the vendor and was advised by the manufacturer to not periodically move the devices and recommend that the devices be permanently installed on system hydrants. Purchasing a sufficient number of units to cover the entire distribution system is considered cost prohibitive and the District did not pursue a pilot project with this manufacturer. Since this is the only manufacturer that allows the units to be moved periodically, staff is recommending that District Code Section 3.08.010.7 (Sole Source Vendors) be utilized for the purchase of these devices due to the unique qualities of this vendor's equipment. GOALS AND OBJECTIVES: District Code 1 .05.020 Objectives: 1. Responsibly serve the public. Page 4 of 5 Page 36 of 85 3. Provide reliable and high quality water supply and distribution system to meet current and future needs. 5. Manage the District in an environmentally sound manner. 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 2. Environmental Stewardship: Create a sustainable resilient environment for all our communities. 4. Take the best of private sector thinking to modernize the utility and add value to our communities. FISCAL IMPACT: The price quote from Orbis for the purchase of 25 leak detection units is $37,375. Once sales tax is considered, the total cost of this purchase is estimated at $44,608. There are sufficient funds in the FY 2023 water capital budget to fund this leak detection system equipment capital expenditure. The prior leak detection system (by Aclara), a fully depreciated asset, will be removed from the fixed asset system by accounting. ATTACHMENTS: None Page 5 of 5 Page 37 of 85