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ITEM: AUTHORIZATION TO UTILIZE A CITY OF BEVERLY HILLS AGREEMENT WITH E SOURCE COMPANIES, LLC, AS A BASIS FOR PRICING, FOR ADVANCED METERING INFRASTRUCTURE (AMI) PROCUREMENT, IMPLEMENTATION PLANNING, AND PROGRAM MANAGEMENT CONSULTING SERVICES
REQUEST: Authorization to utilize City of Beverly Hills, California Agreement No. 373-23, as a basis for pricing, for Advanced Metering Infrastructure (AMI) Procurement, Implementation Planning, and Program Management Consulting Services (Phase 1 and 2 only) in the amount of approximately $206,624.00.
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EXPLANATION: The Village has approximately 20,700 water meters used to record consumption and generate customer water bills. Wellington last completed a mass meter replacement project in 2009. Water meter accuracy degrades over time with steeper degrades after 15-20 years of use and are due to be replaced. The Utility Department is planning a Meter Replacement Program over the next several years. The meter reading technology is planned to be upgraded from a once-per-month drive-by system (AMR) to a networked (AMI) system using existing cellular infrastructure to obtain real-time water usage readings.
In January 2023, Village Council authorized Hazen & Sawyer P.C. and their sub-consultant E-Source Companies LLC to provide engineering consulting services for the Meter System Assessment and Strategic Plan. This study was successfully completed in October 2023. E-Source is a consulting, technology, and data science firm that specializes in implementation of technology solutions and advanced metering infrastructure for water, gas, and electric utilities. Under this authorization, E-Source will provide assistance with a field survey of the existing system, bid and contract preparation for the advertised Request for Proposal, bid evaluation, and vendor negotiation. These services are listed as Phase 1 and 2 in the attached E-source proposal. Anticipated future phases of the project business process design, public relations assistance, software integration, and construction field services and oversight in support of Meter Replacement Program, as listed in Phase 3 to 5. Authorization of these phases are not being requested at this time.
On July 18, 2023 The City of Beverly Hills, California awarded Request for Proposal (RFP) #23-350-17 and Agreement #373-23 to E Source Companies, LLC for Advanced Metering Infrastructure (AMI) / Advanced Meter Reading (AMR) Request for Proposal (RFP) development and consulting services. The initial term of the agreement is effective through June 30th, 2024.
Staff requests authorization to utilize a City of Beverly Hills, CA Agreement with E Source Companies, LLC for Advanced Metering Infrastructure (AMI) Procurement, Implementation Planning, and Program Management Consulting Services in the amount of approximately $206,624.00 for Phase 1 - Project Design and Planning and Phase 2 - Procurement.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds have been allocated in the Fiscal Year 2024 Utility Capital Improvement Plan (CIP).
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to utilize City of Beverly Hills, California Contract No 373-23, as a basis for pricing, for Advanced Metering Infrastructure (AMI) Procurement, Implementation Planning, and Program Management Consulting Services (Phase 1 and 2 only) in the amount of approximately $206,624.00.