File #: 22-5658    Name: AUTHORIZATION TO AWARD A TASK ORDER TO HAZEN & SAWYER P.C. TO PROVIDE ENGINEERING CONSULTING SERVICES FOR THE METER SYSTEM ASSESSMENT AND STRATEGIC PLAN PROJECT
Type: Purchasing/Contract
Body: Village Council
Agenda Date: 1/10/2023 Final action:
Title: ITEM: AUTHORIZATION TO AWARD A TASK ORDER TO HAZEN & SAWYER P.C. TO PROVIDE ENGINEERING CONSULTING SERVICES FOR THE METER SYSTEM ASSESSMENT AND STRATEGIC PLAN PROJECT REQUEST: Authorization to award a task order to Hazen & Sawyer P.C. to provide engineering consulting services for the Meter System Assessment and Strategic Plan Project at a cost of $108,882.00.
Attachments: 1. 1. Hazen & Sawyer Proposal
Date Action ByActionResultVoteMeeting DetailsVideo
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ITEM:                     AUTHORIZATION TO AWARD A TASK ORDER TO HAZEN & SAWYER P.C. TO PROVIDE ENGINEERING CONSULTING SERVICES FOR THE METER SYSTEM ASSESSMENT AND STRATEGIC PLAN PROJECT

 

REQUEST:                     Authorization to award a task order to Hazen & Sawyer P.C. to provide engineering consulting services for the Meter System Assessment and Strategic Plan Project at a cost of $108,882.00.

 

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EXPLANATION:                     On September 28, 2021, Council awarded an engineering services contract (RFQ 202121) to multiple vendors. As part of the solicitation, Hazen & Sawyer P.C. was selected as one of the Village's water and wastewater treatment engineering consulting service providers. Staff is seeking authorization to utilize such contract with Hazen and Sawyer P.C. to provide water and wastewater treatment engineering consulting services to the Village.

 

Beginning in June 2008, Village of Wellington performed a system-wide replacement of the water meters located throughout the Village. The Utility owns and maintains approximately 20,700 meters. The meter measures the flow of water to each customer. Each meter has an endpoint that communicates the meter’s monthly usage electronically to our mobile meter reading unit.  A majority of the meters are approximately 14-15 years old. The Village has seen widespread failure of the meter endpoints over the last several years, and as such the Village has invested funding over the last two years to replace endpoints. Recent meter performance testing of a limited number of meters have indicated some meters are performing less than optimally. The Village is performing additional meter testing on a larger sample pool of meters to gather additional testing data, and the Village is reviewing options to replace entire meter assemblies in lieu of endpoint components when warranted.  

 

Concurrently with this effort, Village staff has requested that Hazen and Sawyer P.C. provide an assessment of the Village of Wellington’s current meter system and assist the Village with developing a strategic plan for a long-term meter replacement program within the Village. Hazen and Sawyer P.C. will engage and work with a Subconsultant to evaluate and recommend potential modifications to the Village’s existing systems and operations The Meter System Analysis and Strategic Plan will include a review of new available technologies in the metering industry, as this technology has evolved significantly since the purchase of the current system. The assessment will also include a financial analysis and financial model. The model will delineate what meters should be replaced vs. retrofitted considering degradation, meter age, testing data, etc.

 

Staff recommends awarding a task order to Hazen & Sawyer P.C. to provide engineering consulting services for the Meter System Assessment and Strategic Plan Project at a cost of $108,882.00.

 

BUDGET AMENDMENT REQUIRED:                     NO

 

PUBLIC HEARING:                     NO                      QUASI-JUDICIAL:                      

 

FIRST READING:                                            SECOND READING:                      

 

LEGAL SUFFICIENCY:                     YES

 

FISCAL IMPACT:                     This expenditure is included in the Fiscal Year 2023 Utilities Budget - CUT22014.

 

WELLINGTON FUNDAMENTAL:                     Responsive Government

 

RECOMMENDATION:                     Authorization to award a task order to Hazen & Sawyer P.C. to provide engineering consulting services for the Meter System Assessment and Strategic Plan Project at a cost of $108,882.00.