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HomeMy Public PortalAbout16-9270 The Avanti Company to Provide Water System Diagnostic Automates Sponsored by: City Manager RESOLUTION NO. 16-9270 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT (EXHIBIT "A") WITH THE AVANTI COMPANY TO PROVIDE WATER SYSTEM DIAGNOSTIC, AUTOMATED METER READING, BASELINE ASSESSMENT AND PROJECT MANAGEMENT SERVICES; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, The City's water and sewer system is in need of a total assessment; and WHEREAS, The Avanti Company is the only company in the State of Florida licensed to provide the assessment needed for the type of meters that the City has; and WHEREAS, The Avanti Company is a current vendor of Miami-Dade County Water and Sewer Department; and WHEREAS, The City Commission finds that it is in the best interest of the City to enter into an agreement (EXHIBIT "A") with The Avanti Company to provide water system diagnostic, automated meter reading, baseline assessment and project management services. NOW THEREFORE BE IT RESOLVED THAT THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Manager to enter into an agreement (EXHIBIT "A") with Resolution No. 16-9270 The Avanti Company to provide water system diagnostic, automated meter reading, baseline assessment and project management services. Section 3. This Resolution shall take effect immediately upon adoption, and is subject to the approval of the State of Florida Financial Oversight Board. PASSED AND ADOPTED this 9th day of November, 2016. i yra-L. Taylor Mayor Attest to: Approved as to form and legal sufficiency: Joj na Flores Vincent T. Brown, Esq. Ci Clerk The Brown Law Group, LLC City Attorney Moved by: COMMISSIONER RILEY Seconded by: COMMISSIONER KELLEY Commissioner Vote: 5-0 Commissioner Kelley: YES Commissioner Riley: YES Commissioner Santiago: YES Vice Mayor Holmes: YES Mayor Taylor: YES 0." rock of`, °s 0 ' D 6ii oqn c. City of Opa-Locka Agenda Cover Memo City Manager: Yvette Harrell CM Signature: MAKI. Finance Charmaine Parchment FD Signature: Director: r Department Director: Commission 11.09.2016 Item Type: Resolution tMitinn Other Meeting Date: X (EnterX in box) Fiscal Impact Ordinance Reading: Z*R Z*4 Neolftlig; (Enter X in box) WO' !• (Enter X in box) X Public Hearing: ;t Y, ,fib`, (Enter X in box) X X Funding Source: (Enter Fund& Advertising Requirement: Y .° . Na Dept) (EnterXin box) X Account#: 35-535340 Ex: Budgeted for FY 2016-2017 Contract/P.O. Yes hfio ' ' RFP/RFQ/Bid#: Required: (EnterXin box) Strategic Plan Y 'NO Strategic Plan Priority Area Strategic Plan 04/Strategy: (fist Related X the specific objective/strategy this item will (Enter X in box) Enhance Organizational Q address) Bus.&Economic Dev Public Safety - For the interest of public safety, Quality of Education health, environment, and business Qual.of Life&City Image .+ operations in the City. Communcation C� — Sponsor Name City Manager Department: City Manager's Office Short Title: A resolution authorizing the City Manager to enter into an agreement with the Avanti Company to provide Water System Diagnostic, automated meter reading, baseline assessement and project management services. Staff Summary It is in the best interest of the City to enter into an agreement with The Avanti Company to provide water system diagnostic, automated meter reading, baseline assessment and project management services. This is needed before the City can enter into an Interlocal Agreement with Miami-Dade County which will allow for the County to take over the operations of the City's Water&Sewer Department. Request for Expedited Expenditure Approval Payee:The Avanti Company Person Requesting Approval:Yvette Harrell Amount: $81.521.00 Justification: Please explain the amount requested. Be specific regarding every dollar requested.Submit all backup documentation available. The following services will be provided: 1. Distribution System Diagnostic of individual metering accounts 2. AMR System Analysis Report 3. AMR Baseline Assessment and Project Management In an effort to insure all Opa-locka water service customers are being properly assessed for service, it is imperative that we conduct a field audit of all water service accounts. Due Date: November 7, 2016 Justification: Please explain why this expenditure has not been presented to the Contract Committee and Financial Emergency Board in the general course of business and why expedited approval is necessary. Submit all backup documentation available. We are presenting this as an emergency because Miami-Dade County personnel advised that they need the report from Avanti before they can continue with the plans for the Interlocal Agreement which would allow them to take over the operation of the City's Water&Sewer Department.Avanti has advised that lit analysis will require approximately 45 days. Therefore, the sooner Avanti can be retained for this analysis the sooner the Water& Sewer operations can be transferred to the County. The next Financial Oversight Board meeting has not been scheduled and based on the circumstances'surrounding the City's Water & Sewer operations it is necessary that this •ro oral be a .roved and the work thereunder initiated immediate . tc),--`4r,drnu44 Submitted b : Printed Name and r .Yvett- Harr-II Mana:e_ Signature: o ! , By signing this Req st for Expe•it-d Expenditure p roval, I represent that all information provided is true and correct pursuant to s. 837.06, Florida Statutes. I recognize that providing any false written statements with the intent to mislead the Financial Emergency Board, its Contract Committee, or its staff in the performance of their official duties shall be punishable as provided in s. 775.082 or s. 775.083, Florida Statutes. Quote# EC-091116-01-03 Date W11/16 La.VV ' -fl-ruzi r1Wir muss I Vu I I . I J%lt#LIJ'1-,J. Avon Park, FL.33825-3902 Fax:863-453-0085 Terms Net 30 days www.avanticompanv.com E-Mail:info©avanticompany.com Prices FOB Factory To: Mr.Juan Pelay , Delivery TBD Miami Dade Water and Sewer Dept. 1001 NW 11 St Phone# (786)268-5454 Miami,FL 33136 JPELAlchmiarbidade.gov Fax# We we pleased to quote the : Reference# Opa-Locka AMR System Analysis Item Quantity Description Unit Price Total A 5861 Distribution System Diagnostic of individual metering accounts $10.00 $58,610.00 *Estimated at 45 days • 'See Attached Scone of Work Item 02 'Meter Quantity is based off of the latest export from the City's Billing Software on 918116.Any additional accounts located will be added from the project total with prior approval B 1 AMR System Analysis Report $8,000.00 $8,000.00 'Estimated at 3 days after completion of Item A 'See attached Scope of Work Item#3 Includes: Route Summary Report Total Current System Read Rate Digital Register Read Variance Report Meter Discrepancy report Meter Evaluation Report Radio Endpoint Evaluation Report C 1 AMR Baseline Assessment and Project Management $7,500.00 $7,500.00 '(AMR Baseline)Estimated at 3 days to be run concurrently by Avanti's itron In-House technician/South Florida Project Manager Includes: Full Meter reading of all existing accounts Route Read Analysis Project Management for all Items Field Troubleshooting for all Items D 1 Contingency pricing is 10%of the full project quote 411.0g_ �Z d� nn `Contingency pricing is not permitted to be used unless prior authorization is granted In writing by Miami-Dade Project Manager *All Contingency billing will be subject to authorization In writing by Miami-Dade Project Manager Proiectjotal: '":� � Quoted By: ( Eric J.Coney ) / Accepted By: ‘p�-a�- 81,5-4-\-0° Prices quoted'Wove are arrant prices in affect and are subject to amsptance within 30 days from the above date,and are erm on an order resulting from this quote scheduled lo ship within SO deys from date d order entry.Al items quoted will be produced in strict accordance to any Government Regutdilon in affect including Fair Labor-Standards Act,OSHA,and Equal Employment Opporp p Executive orders. Delivery schedule*are contingent upon strike*.accidents,liras,availability of materials and all cater causes beyond our=Mot City of Opa-Locka AMR System Analysis Scope of Work Description of Avanti work responsibilities: Miami-Dade Water and Sewer has employed The Avanti Company(Itron Distributor—Water)to perform an evaluation and reporting of the City of Opa-Locka's Automated Meter Reading(AMR)System.This is a comprehensive evaluation of the City's existing AMR Capability,Assets and Infrastructure which will include: 1. Automated Meter Reading Overview a. History b. Existing Data Collection Technology c. Existing Salvageable Distribution Assets d. Current Inventory e. Current System Health 2. AMR Distribution System Analysis a. Meter Audit: i. Address Verification ii. Meter Size iii. Meter Brand iv. Manufacturing Date v. Meter Serial number vi. Register Output(Pulse or Encoder) vii. Register Type 1. Number of Painted Dials 2. Number of Total Dials viii. Meter Box Size ix. Meter Box Condition 1. Scoring System a. Poor—Requires Cleaning b. Fair—Recommended Cleaning c. Good—No Cleaning Required x. Inaccessible 1. Meter Box cannot be accessed(Contact PM for Utility Coordination) b. ERT Audit: i. ERT ID# ii. ERT type(60WP,60W, 100W) iii. Manufacturing Date iv. Read Comparison(Only applicable for 60WP's and Pulse Registers) v. Meter type and endpoint type verification(to determine if correct endpoint technology is on the correct register technology). vi. Notes 3. AMR System Analysis Report a. Route Summary Report i. Current Read Rate of Each Route ii. Current Total System Read Rate b. Digital Register Read Rate Variance Report c. Water-Meter Discrepancy Report i. Current Meter Read vs. Radio Endpoint Read d. Meter Evaluation Report i. Evaluation of Current Water Meters Currently Deployed ii. Evaluation of Current Register Technology currently deployed e. Radio Endpoint Evaluation Report i. Evaluation of Radio Endpoints currently deployed 4. AMR Baseline Assessment and Project Management a. Full Meter Reading of all Existing accounts b. Route Read Analysis c. Project Management for all Items d. Field Troubleshooting for all Items Description of Miami Dade support responsibilities 1. Provide access to all data needed from the City of Opa-locka to perform above described work from IT Department 2. Provide access to information needed from City of Opa-Locka's Public Works Operations Department to perform above described work. 3. Provide City of Opa-Locka's meter reading staff to work alongside auditors to assist in finding City assets. 4. City of Opa-locka to provide clear and landscaped alleys for auditors to work and investigate City assets. 5. Miami Dade Water and Sewer Department to provide administrative and project management support to assure a clear and safe work environment. The Meter Analysis proposal by The Avanti Company is needed as expeditiously as possible because its delay will further defer the County's direct administration of the reading, billing and collection of the City of Opa-locka's water and sewer system accounts. Without a comprehensive inventory of ALL service accounts, the County will be unable to properly bill the City's customers. The community's lack of confidence in the invoices it receives will grow with continued incorrect billings. Rebuilding the community's trust must start with correcting the core of the problems that have plagued the current system. This can only be done when there is certainty in customer's account information. Without further hesitation, we should swiftly address the core of the problem, the meter readings and electronic transmissions (or lack thereof), of readings leading to accurate billings to invoke confidence in the City's water and sewer bills. To proceed, we must identify, correct and/or service all meters (and Encoder Receiver Transmitters). The City was aware that approximately 2,000 meters and/or encoders were not working properly. An initial review by the County has confirmed this claim. Several accounts were noted as being billed as estimates further negatively impacting the City's revenues. Unfortunately, one of the reasons for the City's system challenges is product failure. Therefore, the requisition for Avanti, the sole source service vendor in the State of Florida for Itron, is to perform Opa-locka's Meter Evaluation to include: 1. An initial condition assessment of the City's Meters and AMR System. 2. This project to conduct field/back-end analysis to determine what Opa-Locka did to the system (e.g., what is working and what isn't). 3. Identify assets including cataloging of the entire system and to determine what is still viable or not. This will allow the City to: 1. Correct and log meters at the correct parcels. 2. Develop proper justification for replacement and/or repairs. 3. Respond to customer inquiry with reliable information. Furthermore, an inventory of the system protects both the City and County (Accountability) in knowing the starting point of the proposed inter-local agreement for billing the City's water and sewer accounts.