HomeMy WebLinkAbout10/01/2013 RFP Results for Automated Meter Reading Automated Metering Infrastructure SystemMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
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TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER & SEWER SUPERINTENDENT �
DATE: SEPTEMBER 25, 2013
SUBJECT: RFP RESULTS FOR AUTOMATED METER READING (AMR)
AUTOMATED METERING INFRASTRUCTURE (AMI) SYSTEM ($1,966,641)
Background
The Village of Mount Prospect operates a water distribution system that includes approximately 11,200
metered accounts. Water usage in the Village's distribution system is collected two ways. For most of the
system water use data is collected from readings submitted by residential customers (approximately
10,000 accounts). The remainder of the system is read using a wireless drive -by automated meter reading
(AMR) system called TRACE that handles all commercial and multi - family customers (approximately
1,200 accounts).
Residential properties, which include single family homes and some townhomes, are required to provide
meter reads with their water bill payments every month. Reads can be submitted by mail, phone, or
email. Finance personnel must manually enter the reads into the billing software. Commercial and multi-
family water accounts are read by staff monthly using the TRACE system.
Existing AMR Svstem is Obsolete
The TRACE system has been in place since the early 1990's when it replaced a telephone -based reading
system called Access Plus. The TRACE reading process takes two (2) employees two (2) days to collect
all 1,200 reads. The meter reads are then uploaded from the collector to the associated reading software
which in turn creates a file that is sent to Finance for billing. The system appears simple and efficient,
however, the reading components and associated software are exhibiting serious failures signifying that
the system has exceeded its useful life.
Badger Meter Company of Milwaukee, Wisconsin provided the TRACE AMR system to the Village
under a license agreement from American Meter Company (AMCO). After the license agreement
between Badger and American Meter Company ended in 2008, replacement parts and product support
became unavailable.
With the current commercial and multi- family AMR infrastructure failing, there is an immediate need to
procure new water meter reading technology. In addition, there is also a need to procure a more efficient
reading method for the Village's residential water accounts.
During 2009 -2010, staff investigated the various AMR systems that were in use around the country in
order to prepare a request for proposal. As research progressed, it became clear that two types of AMR
systems existed that could potentially meet the Village's needs. The first was a drive -by system similar to
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RFP Results for Automated Meter Reading (AMR) / Automated Metering Infrastructure (AMI) System ($1,966,641)
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our existing TRACE system. The second was a fixed based system that collected and transmitted reads
using wireless technologies.
After substantial review staff decided that fixed -based reading systems provided the best opportunity to
meet Village goals for the new reading system. Fundamentally, staff reached this conclusion because
both drive -by and fixed based solutions would require the installation of the same digital encoders and
automated meter reading modules (AMR modules or transmitters) on each meter.
Digital encoders and AMR modules are a substantial portion of the project cost in all AMR solutions
(both drive -by and fixed based). The net cost difference between a drive -by system and fixed -based
system was estimated to be $120,000 to $150,000; the cost of the data collectors, repeaters and other
infrastructure needed to transmit meter data to the billing computer in a fixed -base system.
These costs are not required to operate a drive -by system. Staff estimated that a fixed -base system could
recoup this cost within the first five 5 years of operation primarily by avoiding the staff time necessary to
operate the drive -by system. Staff assumed that any new automated meter reading system should be
expected to operate effectively for 20 years. Consequently, a 5 year payback period on a 20 year project
life cycle was considered acceptable.
A fixed -base system does not require a staff member to drive a route to collect the meter reads or enter a
home to read a meter. Meter reads are collected by a wireless system that has fixed data collection points
located throughout the Village. Wired to the meter's encoded register is an AMR module that transmits
the meter reading to strategically placed data collectors. The data collectors receive the reads from the
AMR modules and transmit the reads for thousands of meters to a dedicated server. The reads are
transferred from the data collectors to the server using a cellular connection, Ethernet connection, Wi -Fi
connection, or radio connection. Meter read data is transmitted multiple times per day typically providing
24 hourly readings for each meter with a high degree of accuracy; exceeding 99 %. A fixed -base system
eliminates the staff and vehicle costs associated with other methods of data collection. Readings are sent
automatically according to the schedule programmed into each module.
In early 2012, staff sent requests for proposals to several qualified vendors asking for proposals to
construct a fixed base meter reading system in the Village of Mount Prospect. The vendors were selected
by staff following a robust vetting process that included onsite and telephone interviews with water
systems that have existing fixed based AMR systems, pre -RFP demonstration interviews with fixed base
AMR vendors, and extensive Internet white paper research. A joint venture between AMR provider
Datamatic and local dealer /installer Ferguson Waterworks was chosen as the most appropriate technology
and AMR system to replace the Village's outdated system.
In August 2012, staff presented to the Village Board the results of a request for proposal to replace the
existing drive -by wireless Automated Meter Reading (AMR) system with a fixed -base, wireless AMR
system.
Staff presented the results of the RFP process with the recommendation that the Village Board authorize
staff to negotiate a multi -year contract with Ferguson Waterworks/ Datamatic for the design and
installation of a fixed base automated meter reading system at a cost not to exceed $2,192,925. The
Village Board concurred with this recommendation.
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Datamatic Unable to Honor Proposal
In the fall of 2012, as contract discussions were underway, Ferguson Waterworks informed the Village
that it would no longer be pursuing any new business with Datamatic. What this meant for the Village
was that the proposal submitted by Ferguson and Datamatic could not be honored. This action was the
result of a contract dispute between Ferguson Waterworks and Datamatic.
Staff attempted to contact Datamatic to gain insight into the abrupt dissolution of the partnership with
their Ferguson. In September- October 2012; Datamatic became non - responsive to the Village and news
reports suggested that Datamatic had significantly re- structured their business organization, terminated all
of their sales force, laid off a significant portion of their staff, and shrank their international business to a
small team located in Plano, Texas. It took until January 2013 for Datamatic to finally apprise the Village
of their status. Since it was not clear to staff if the company was still financially viable; staff asked for
financial statements and better assurances that the company would be able honor a contract with the
Village.
The information provided by Datamatic was incomplete and not satisfactory for the Village to remain in
negotiations. After consulting with the Village Attorney, staff determined there was no longer a viable
Datamatic/ Ferguson AMR proposal on the table for the Village to consider.
Subsequently staff learned that Datamatic sold the intellectual property rights for their fixed -base system
to a competing firm. The competing firm in turn filed a cease and desist order against Datamatic; who
had reportedly continued to manufacture product after selling the rights to the product. In spring 2013,
staff determined the best course of action was to revise the RFP and distribute the revised RFP to the four
(4) remaining firms that originally submitted proposals.
Revised RFP Results
In May 2013, five (5) firms submitted revised proposals for an AMR replacement system. The firms
were Aclara, Badger Meters, Itron (represented by two local dealers) and Zenner Performance Meters.
The proposals were reviewed by staff, along with the assistance of Metrics AMI Consulting Group
(Metrics AMI). Metrics AMI is a consulting firm in Barrington, Illinois that specializes in automated
metering technology. The current proposals range in cost from $1.826 million - $2.451 million.
However, total project costs will be higher as there are additional expenditures associated with the project
beyond the contract award to the AMR provider. These additional costs include procurement and
installation of encoded registers (meter heads) as well as the procurement and replacement of some gear -
driven meters that cannot be upgraded to accommodate an AMR system.
In regards to meter replacement, the Village has several hundred meters that are not compatible with
AMR technology. Generally, these meters are gear- driven meters installed in commercial or multi - family
settings. These meters do not function in a manner that facilitates creation of a reliable digital signal. To
correct this problem, these meters will have to be replaced. To facilitate proposal analysis, staff estimated
the cost to procure the requisite meters from a third party supplier for all vendors.
These estimates are denoted in the "Meters" row of Table 1. The variance in these estimates can
primarily be attributed to the fact that some vendors, including Zenner, Badger, and Water Products
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RFP Results for Automated Meter Reading (AMR) / Automated Metering Infrastructure (AMI) System ($1,966,641)
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ITRON provided pricing for some of the requisite meters; however not all. The remaining vendors,
United ITRON and Acalara, did not provide any meter pricing because they do not manufacture meters
and do not have adequate supply chains to guarantee pricing. These meters will be procured through a
separate public bidding process in the near future.
Encoded registers are an important element of all modern AMR systems as the registers offer better
accuracy and reliability over the standard meter register. The cost to provide encoded registers varies
greatly depending on the vendor. These variances are detailed in "Encoded Registers" row of Table 1.
The largest discrepancies in this row can be attributed to the fact that two vendors, United ITRON and
Aclara, do not manufacture encoded registers and do not have adequate supply chains to provide
guaranteed pricing. Therefore, to facilitate proposal analysis, staff estimated the cost to procure the
requisite encoded registers from a third party supplier for these vendors.
Staff also anticipates additional contractual labor costs payable to the Village's routine water meter
replacement contractor. Presently, the Village replaces most water meters on a 15 -year cycle. In
conjunction with these replacements, building inspections (sump pump inspections) are also performed.
While the meter replacements performed by our routine contractor could be included in the scope of work
assigned to the AMR installation contractor, it is the opinion of staff they are not well- suited to perform
the building inspections. Dividing the work, assigning the meter replacements (and AMR installation) to
the AMR installation contractor and the building inspections to our routine meter contractor would be
inefficient and disruptive for homeowners; requiring two separate appointments with two separate
contractors. Therefore, staff believes that the best course of action is to assign the AMR installation work
associated with annual meter replacements and building inspections to our routine meter contractor. The
cost of this work is estimated at $180,000 over the course of three (3) years. This estimate is noted in the
"Labor" row of Table 1.
Table 1 depicts the base proposal cost and the total project cost.
Table 1
1 Denotes cost of meters as estimated by staff.
2 Denotes cost of encoded registers as estimated by staff.
3 Denotes cost of additional contractual labor as estimated by staff.
United
Water
Systems
Aclara
Zenner
Badger
Products
ITRON
ITRO
Base Award Amount.m...
. 1.. �82. 6 ,99�2,279
$
$ 24 ................ ...............
A
........
$
_ � ............................m
$ 1 . 9 . 66 ... 641 .............
�..... .....
$,
Meters
t ........................
$278,091
...................__.......... .... Y .......
$278,09 1
............... ............................... ................
$204 ,30
2
.... ._........... f _
$20 4,320
.�
$204,3
Encoded Re .��.....�__�__��
Registers
������._...�...... m..�._....� ....... $325,800
$3 �....mm._...,�.�..
25,800
_....m .�
Included
.�
Included
Included
Labor
.u_. _w�_
$180,000
$180,000
$180,000
$180,000
$180,000
Project Total
$2, 610,882$3,063,132
mm
$2, 323, 330 ...........
$2,350,961
W $2,835,394
1 Denotes cost of meters as estimated by staff.
2 Denotes cost of encoded registers as estimated by staff.
3 Denotes cost of additional contractual labor as estimated by staff.
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Discussion
Staff evaluated the submitted proposals looking at four factors, which included cost, technology, software
and long term system viability.
Zenner Performance Meters proposed the lowest overall project cost at $2,323,330. However, Zenner has
only recently expanded into the meter reading business releasing their first AMR system in 2013. To
date, Zenner has only completed a few pilot installations using their newly acquired mesh technology.
One of the primary evaluation points was for the Village to not be the first endeavor or testing ground for
any vendor. Thus Zenner Performance Meters does not have an adequate historically proven track record
of successfully installed systems to warrant further consideration.
The cost proposals from Aclara and Water Products were significantly higher than the other three
proposals and based on a review of their proposals the systems did not provide a significant advantage to
warrant their consideration.
After further deliberation and discussion with the Village's AMR consultant the field was narrowed to
Badger's Orion SE and United Systems Itron Choice Connect AMR system.
The total project cost estimate for the replacement AMR system from the final two, Badger and Itron is:
Badger Meter Company $ 2,350,961
United Services ( ITRON) $ 2,610,882
ITRON's contract award amount is $139,650 less than Badger's contract award; however, ITRON's
proposal does not include the purchase of the required register heads and meters that were previously
discussed. Badger's proposal includes the purchase of register heads and meters. If the Village were to
accept ITRON's proposal the Village would be required to purchase the register heads and meters though
a separate bid. Adding the cost for the register heads and meters to ITRON's proposal brings their total
project cost to $2,610,882. This is $259,921 higher than Badger's total project cost of $2,350,961. This
difference of $259,921 makes Badger Meter an attractive solution to the Village's AMR needs.
Badger Meter and ITRON propose to install their latest fixed base wireless systems. Both of these
systems employ line of sight wireless technology to transmit meter readings. Previously, staff made the
recommendation to install a fixed base system that used mesh wireless technology. Staff believed that
mesh technology was a better and more reliable solution versus systems using line of sight technology.
With the current issues plaguing Datamatic, previously discussed, the only vendor currently offering a
solution using mesh technology is Zenner Performance Meters. As discussed Zenner only has pilot
projects installed and less than one year experience in the meter reading business. To temper staffs'
concern of line of sight technology both Badger and ITRON are proposing nearly identical wireless
networks that build in a high level of redundancy.
Both vendors propose to blanket the Village with 19 data collectors /repeaters ensuring that all meters will
communicate with at least two collectors. The installed infrastructure has been explained by the vendors
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RFP Results for Automated Meter Reading (AMR) /Automated Metering Infrastructure (AMI) System ($1,966,641)
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as a hybrid line of sight /mesh network. In addition, staff has included performance standards in the
contract that the vendors must achieve and if the minimum standard is not met it is the responsibility of
the vendor to snake necessary improvements, at their expense, to achieve the minimum standard.
Badger and ITRON offer what is seen by staff and our consultant as a robust and redundant line -of sight
AMR system which will meet the needs of the Village for many years.
Quite basically, the AMI software needed for an effective AMR system is to provide an accurate monthly
consumption total for each customer enabling Finance to send out the monthly billings. Both Badger's
ReadCenter Analytics and Itron's ChoiceConnect Analytics software provide this need.
Itron's software developed over the past decade has many additional features to assist with identifying
customer leaks, irregular water consumption patterns and monitoring all aspects of the AMR system.
However, these features come with an additional cost of approximately $26,000 annually. The ITRON
package offers optional cloud based data storage and hosted systems.
While Badger's ReadCenter Analytics is not as advanced as the Itron package it still provides for the
main items needed by the Village. Badger has been making significant investments and features
including leak detection and irregular water consumption are expected to be included in the software
within the next couple of years. Badger does not offer a cloud based solution presently requiring the
software to be locally hosted, but Badger is looking to offer cloud based solutions in the future.
Badger and ITRON offer what is seen by staff and our consultant as very solid software platforms that
will meet the needs of the Village currently and going forward.
WNMFI�NTA
Staff desires to acquire an AMR system that will be useful and beneficial to the Village for many years.
The continued improvement and support of a product line is an essential part of the acquisition process.
An important question to ask is will the firm stand by their product in five, ten or twenty years. Using
the historical experience of our consultant, staff considered this area and spent lengthy discussion with the
vendors.
Itron has a history of legacy support for their products and their AMR product is in its 4 "' generation.
Itron is solely in the business to read utility meters and is a recognized market leader in this area. Staff
and the Village's consultant is confident that the ITRON solution installed today will still be viable 20
years from now and easily migrated to new read systems.
Badger is over 100 years old and excels in making meters and metering solutions, which includes AMR
systems. The Village's history with Badger goes back to 1924 and has included two of their AMR
products; AccessPlus and TRACE. The AccessPlus system was a phone based system that was
implemented at the advent of home internet and fax use. The competition for the use of the phone line
between household items and the read equipment proved problematic. AccessPlus' useful life was short
lived. TRACE was a radio based drive by system that was stable and effective for nearly 15 years.
Routine upgrades to the infrastructure and software were made over the life of the product. TRACE was
developed and licensed to Badger by AMCO Meter and in 2008 the licensing agreement was abruptly
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terminated by AMCO. All TRACE users including the Village were left with no maintenance support or
equipment to maintain the system. What gives the Village pause; in the case of AcessPlus and TRACE,
is that Badger did not have a long term plan in place and customers were left stranded and forced to incur
significant cost to implement new systems.
The Orion product line that Badger is proposing has been available for approximately 8 years and is
solely owned and developed by Badger. Badger has made considerable commitments to developing and
improving their own distinctive product. While not in their 4 "' generation, the Orion SE product is
comparable to the Itron and other AMR systems on the market.
After extensive discussion with the consultant, conversations with Badger, and inquires with current
Badger Orion SE users, staff is satisfied that Badger will support the system for the long term.
After consideration between staff with the Village's consultant; the recommended technology provider for
the Village's replacement AMR system is from Badger Meter Company of Milwaukee, Wisconsin.
In the capital budget, the Board has authorized a multiple year effort in the amount of $2.75 million
dollars. The overall project cost after all AMR costs, meters, meter registers and installation costs are
considered is approximately $2,350,961, The base contract award for Badger Meter Company would be
$1,966,641.
All support and maintenance costs are included in the proposal for the first three years; there will be no
further maintenance or support costs from the vendor outside the contract award for the first three years.
After the three years, there will be ongoing annual support and maintenance cost for the system in the
amount of $10,000420,000 per year.
Recommendation:
I recommend that the Village Board accept the proposal for the procurement and installation of an
Automated Meter Reading/ Automated Metering Infrastructure system from Badger Meter Company of
Milwaukee, Wisconsin using the Orion SE fixed -base wireless AMR system and authorize staff to
negotiate a multi -year agreement in an amount not to exceed $1,966,641. Sufficient funds for this
project exist in the water and sewer enterprise fund.
Matt Overeem, Superintendent
I concur.
�. can P. Dc�r�sey
Director of Public Works
cc: Director of Public Works Sean P. Dorsey
Deputy Director of Public Works Jason Leib
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H: IWalerlprojecls120131a,arWID RECOM ENDATION rev10.docx