HomeMy WebLinkAbout8A, Consider Purchase of New Water Meter Readers�
EN HILLS
Request for Council ActYon
Prepared By: Terry Maurer, Public Works
Director Council Meeting Date: July 11, 20I 1
Consider Purchase of New Water Meter Readers
Budgeted Amount: Act�al Amouni: Funding Source:
$60,000.00 $GO,OOO.DO Water Ut�lity Fund
Recomzn endation:
Recommend that Ciiy Council authorize the expenditure of up to $60,000 to star� the conversion
of waier meter readers to the Badger Galaxy system.
SuAportin� Documents:
1. Memorandum dated July 11, 2011, from Terry Maurer, Public Works Director.
2. Badger Meter memo regarding FCC rule change.
3. Documentation pras�nted to Couz�cil at their March 28, 2011, meeting.
4. Excerpt from March 28, 2011, Council minutes.
�
EN HILLS
MEMORANDUM
DATE: July 11, 2011
T4; Honorab�e Mayor and Cxty Counc�imenrabexs
Patxack Klaers, City Adzninisfrafor ��,s�
C�nd,�
FROM: Ter Maurer Public Works Director �
rY � !�'" �
SUBJECT: Cons�der Puxchase o#' New Water Mete�r Readexs
Back�round
Back an March 28, 2011, this item was before the City Council. A copy of that agenda
itern along with the meeting minutes is attached. At the March meeting the item was
tabled for additiona.t information. I must apologize as this was due ta me not fully
uz�dexstanding the issues az�d expiaining them. inconrectiy.
The City's commercial/industrial water �neters and readers were replaced in 1997/1998
and the residential water meters and readers were replaced in 2041. They were replaced
with Badger water meters and Trace readers. The meters were expected to have a 20-30
year life az�.d are still functioning well. T�e readers were expected to have a 10-11 year
life which is currently at its end. The Trace reader is no longer produced having been
disconiinued in 2005. New Trace readers are not available and replacement parts are
very difficult to Iocate. As ihe original batteries begin to fail, replacernent batteries can
be found but replacement batteries have had a severely shortened life and many of the
actuai readers have started to fail. The Ciiy nas 230 commerciallindustrial meters and
2,422 residential meters. Currently there are 20 corr�zxaercial/industrial zneters a�nd 8
residential meters that are read manually due io failed readers. That number is expected
to continue to grow.
The curr�nt systern is remote reading, meaning a Public Works staff inember si�nply
drives the streei with an electronic read�r which remotely reads the meters. Once the
meters are read a disc of informatian is provided �o ihe Finan.ce Depart:�x�ent for bxlling
putposes.
One otl�er issue that has come to staff's attention since the March �neeting is ihe FCC has
changed their rules regarding systems in the Trace operatin� frequency. Attached is a
City Council Meeting
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xzae�xza frozxi Badger Me�er regarding this FCC rule change. The FCC has stated that by
January 1, 2013, ali systems aperatiing xn the Trace range zx�ust use a narrow band defined
as 12.5 KHz ar �ess. The Trace system uses a 25 KHz radio frequency so ii wi�l no
langer be coznpliaz�t with ihe FCC rules as of January l, 2013. After 3anuary 1, 2013, the
readers wzil still work but technically u�e of them may be illegal.
The Capital Improvement Plan {CIP) has an item starting in 2011 and runn�ng tbxough
2014 to replace all zn.eter readers. A copy of the CIP sheet is attached. S#aff went
through a review process to look at syste�ns that are com�atible wiih our current meters
which should have 15-20 years of life left. The siaff recommended system is a Badge�
Gal�y system that is a fixed networ� Advanced Metering Tnfrastr�a.ctur� {AMI). Each
meter reader sends an hourly reading to the transtnitter and then to the receiver. When
the change out of ineter readers is complete, �eters will be read from a computer in the
Finance Departrrient. Customers with questians on water bills andJor usage wi�l be able
io be provided an hourly graphic �riniout of their water consumption. The system can be
set to notify staff of any �neter's large variation in water use �hat may indicate a leak ox a
running appliance. There will no longer be a neeci for a Public Works sta�� to spend 2-3
days a month reading meters. Closeout of accounts can be done frazxa. City Hall witho�t
sending a staff inember to the property to do a final reading.
The Galaxy system is relatively new technology having been on the market since 20p5.
It is currently installed in over a dozen Midw�stern water systems; the clasest ta Arden
Hills is the City of Lexington. If is a Badger Me#er product and, there�oxe, completely
compatible ��Ii the Badger meters. �ts wazxax�ty is 10 yea�rs "bunn.per to bumper" with an
additional � 0 years pxoxated. T�e battery life is expected to be 24 years. Staff did also
coz�sidex tk�e Badger Meier �rion reader system which uses similar technology to our
current system but felt the approxi�nate 15-20% increased cost for the Galaa�y sysiezn,
which has many more feat�res and is nevc�er technalagy, was worth the investrx�ent. The
difference in price is basically material cost for the more technically advanced Galaxy
system as installation of either mete� reader syste�x� would be tl�e saxz�e.
Ir� the 2011 CIP there is $60,000 prograrn�ned to begi� this conversion process. With
$fi0,000 stafF is recommending purchase of ihe Badger Galaxy Fixed Network Collector
�ackage which consists of an antenz�a ta locate an the watex tower, co�zaputex software
and installaiion, iechrFical support, celiular backhaul (device that sends ihe meter reading
from the antenna to the computer, and 50 meter readers. In addition, staff recommends
purchase of enough coarunercial/industrial meter readers to change out all of those in
2011 with City staff. With the remaining funds staff would p�rchase approximately 54
residential meter readers. These wou�d be used io change out any failed meter readers
andJor combine sump pump inspections with a�x�eter readez change outs.
City Counci� Meeting
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This system does have an an.nuai fee of $2,450 for technical su�port, software updates
and maintenance o� the cellular backhaul. This annual fee begins the year after the initial
purchase �f the systezx�. This annual fee will be included in futur� ope�ating budgets �ar
the Water Utxlity.
Council Action Reguested
It is recomznended ihat the Ciiy Council auihorize the expenditur� of up ta $60,000 �o
start the conversion of water meier readers to the Badger Gala�y syste�. The 2011
expenditure would be used for the Fixed Network Collector package,
cortunerciallindustrial meter readers for all 230 custamers and a few residential meter
readers. The Director of Finance and Administra�xve Sez-vices has indicated that there are
s�fficient reserves in the Water Utility Fund �or the 2011 expenditure and fuiure years.
City Council Meeting
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4545 w Brwvn Qeer Rnad
Badger Meter �° s°x ��s°35
� Mllwaukee, 4Yiseansin 532�4-'}S36
414-355-044D, SaO� 675-3837
D+e�r �xisting Badger Meter TRACE� Custamer.
T�is I�#ter vu#ll�es {mportant changes �nacted by the FCC to ali Pubiic Sa#ety �nd Endustrial/Bu�iness licensed Rl�
systems t�at op�rate ir� the 421— S12 MHz {UHfj band. 'i"�e chang�es affect tile TRACE meter reacEing system thai
may still be deploy�:d utlthir� your service territory. Specifically, the �CC Fias ar�nounced that heginni�g an Jar�uary
2, 2[313, a� �eensed syst�ms o�er..�#ing 3n #he �21— 512 MHz fr�queRcy need ta use narrow band corrrmuFllcatto�.
Narrow t�rtd co{nmunicat3on �S cwrrentiy de�fir�ed by the FCC a5 RF comm€�nk�tian that � equ�t to or less than
12.� KHz. �ince the �RACE system uses a 23 3CWz radio fr�quenty comrnunication, the s�siem wi� no longer i�e
comPliant wi�h thE ne�u rules enacted by the FCC �s of January 1, 2Ui3.
i`he �CC ha� adopted the transi#ion to narrow band wmmunir.ation wlthin #he 421-- 5i2 MHz frequency band for
s�vera! �easons. Accor�ding ta the FCC, a narrow band frequenc�l �llows �tare �tFfdent wse a# �he spectrum and
gre�#er access of pc�blic �nd nor�-public safety. In addltion, the changes wilt relieve congestion and incre�se
G�annel avai�abfli#y for a!8 users. .
Ill/i�a� do�.s fhis mean #or your utility? Qnce Lhe new FCC ruIes go into eff�ct ors J�nuary 1, 2Q13, systems that do
not com�fy wuith t[u modifcations may expect the following potentsal coruequences:
• FCC ful�s wili r�o konger pro#ect the non-complian# wideband system fvom i�armfu! int�rFeren€e
• Systerc�s tt�t do not comply touid cr�ate in#erference or interaperabi[ity probtems far systems tk�a# are En
comp�iar�ce
• FCC�nes for non-compliance
Best regards,
.lahn #i�linger
Marketiing Manager
Sadger Meter
�
E� HILLS
Reque�t for Council Activn �
�
Prepared By: Terry Nlaurer, �Qu���l Meeting Date: Nixrch 2$, 201 I
Public Worics Director
Consider Purchase of N'e�v Water Nti eter Re�de�-s
Budgeted Amo�ant: Actual t�rrfou�t: Funding Source:
$b4,000 �64,{!00 W�ter Utility �and
R�couix�endation•
Authorize the expe�ac�i�ure of up to $60,OD0 ta start the con�7ersio�� o� water rne�er readers to ti�e
B�dger Galaacy System.
F
Sl1IZA41'il�'1Q DOC�liil@TEtS:
I_ Merr�oranduzn dated March 2$, 241 l, from Te�-ry Maurer, P�biic �JVarks Director. .
2. CJP far Water Meter Upgrades.
�
�� ���
ME1�U�i.AlV1)UM
DATE: March 28, 2011
TO: I�Ionorable Mayar a�d Ci#y Councilmembers �
Patrick Klaers, C�ty A.dmi��t�atar ,� _h��;
��l`
�ROM: Terry Maurer, Public Works Director ���
SUB.TECT; Coz�sider Purchase of New W�.ter Meter Readers
Bac �round
The City's commercial/industrial water zneters and re�ders were replaced in �997l1498
and the residentiai water meters and readers were rEplaced in 2pOl . The �neter zeaders
ur�re expected to ha�7e a l.0-I1 yeaz life whieh is currently af its end. The batteries az�e
starting ta faii and technolQgy has chan�ed so r�uch it is hard to get replaeement bat�eries
or pa�-ts. The cu�rent system is a rernot� readi�g sys#em wl�erehy a Public Warks stafF
xnember �irr�ply driives the str�et v�7�li an electronic handheld readez� w�uch remotely reads
the meters, The City system has approxinnately 23� commerciaUir�dustrial m�ters and
2,422 resit�entza� �neters.
Tlae CapitaI Improvement P�an (CIP} has an i€em siarting in 20I l and ru��ir�g �ough
2014 to replace aII meter reac�ers (a capy� of the CIP sheet is attached}. Staff v��ent
thraugh a�review p�ocess to �ook at sy�erns that are corn�iatible wit� our c�ent �neters
v��hich sho�d k�a�Te 15-2� years of lifc left. The stafF recoma�eixded system is a$ac�ger
Galaxy Spsterr� f�at allows rer�ote readir�g frorri a computer scre�n. When tlze change out
af ineter readers is complete, meters vvi)I be read fra� a cornputer ira the Finance
Departmenf. There wi11 n� langer be a need �o� a PubIic Works staff to spend 2-3 days a
manth reading rneters.
In �he 2011 CIP there is �64;Q00 prc�gramn�ed fo begin this coz�verszon process. With
$5f�,000, sta�'f is recomrne�ding purchase of the l3ad�er Ga.laxy Fi�ced Network Collector
Package which consists of afl antenna loeated on fk�e water tower, caznputer softwaxe and
insta�lation, technica] suppor�, ce�luiar backhaul �device that sends the meter reading
fror� t�e arrte�a io the eomputer), a.nd SO metex readers. In addi�iaz� sta� recommends
purehase €�i enaugh commerciallindustrial rneter re�dez� tca change out a11 of those in
201 I with City st�ff. Wi� the rernaining fiznds s#�f:f wou�d purchase approximately 50
residentiat meter reade�s. ThesE ��vould be used #o cl�a�ge o�t any �ailed rneter readers
andfor corribine sump pump inspec��ons with x�eter reader change outs.
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�hie are proposing to replace ihe commerciaUindustrial meter readez�s using City staff as
the}� have direct knowledge a�'rr�ei�r locatio�.s, number of ineters i� �e big�er accaunts,
and havic established relatianships with personnel at our Iarger busiu�esses in arder Eo gain
access. �n fi�ture years, stafF u�ll �ikely pro�se the use of a con�z'actor to change out �e
residential mete�- reade3-s to save staff t��e while expediting �te coa�version.
This syste� does �ave �n annual fee of $2,450 f�r technica.I support, software upd�es,
and mainter�ance af the cellu�ar backhaul. Tkzis an�ual fee be�ns the year after the i�itial
purchase of the system. Tl�is an.r��zal fee wiIl be incl�ded in fiz�re operating bvdgets for
the Vc�ater Utility.
Council Action Request�d
It zs z-ecoxz�me�aded that ihe C��y Co�cil authorize the expe�diiure of �p to $60,O�Q to
staz-E the cozzverrsio�i of water �neter reaclers to �he Badger Galaxy System: The 2011
expenditure would be used for th� Fixed Network Callector Package,
cammerciaUindustrial meter readers for a�l 230 ct�stomers and a few residentia� rxzeier
readers. The Director of �`inance and Adrninistrat�ve Services ha.s indicated that there are
su�cient rescnJcs in the l��ater Utility Fu�td far the 201 � expendi�ure and it�ture years.
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Capitai �mprovement Plan
City afArden Hitls, Mi�esota
�ra�tti # � f-`7t1..��
Yraject 4�fame y��ter Me#er Upgrades
"fv�e lmprovemeot
ilsefat I.ifc
Catcgory Utiliry Improvemenu
2Q t 1 rhrrf 2(115
De�artmeQt Waler FJepa�hnent
Contact PuMic Works Director
Priority nla
QeSC�i�7tIOI1 To�al Prnjcc! Cost: 59Da,�flU
:�e Badger Wafer lVieters necd to be upgradec� for ali co�merciai {agpraximatcfy 230) and fesidenYial (approxirteately 2,422). �e cuirenl
,ys[eFn �s obsalete and batteries are heginni�g to Cail. 3here are livo systems - cach witli di�ereni advvitaaes_ Staff wii! be rcwicwing eac�►
yste,rn and presenting aptinzv� ta Ca►mcii.
J�tificatior�
The eurrent water tctcter system is obsolete and Rheg• are �a[ mak'ang this type of battecy any longer. The curren[ waier met,er ba�teries are
beginning to fail_ Once iheir stprk is ou� there c�ill be no batteries avaiEable to repEace_ The recommendaGon wil# be ta incorporaFe the u�grade
in a 3-4 year cycle_ "Fhe esEirnale is hased on the �pfront srtari up costs and commercial being do�e in Ehe �rst year
�gpenditures 2�11 i412 2(3t3 2fli4 ZO15 Tata!
ocr��r so,aoa �1�,00a ��s.floo 3��,oao a€►s.00a
Tocai su,oua i�s,oao ��5,aoo- ��s,aao aosfloo
Funding Soarces 20I � �412 2413 2434 2015 Totai
Water tliifity Fusds 60,(idG �i5,OD4 1i$,OffO 135,000 405,04t1
Total ��a 745,000 11S.UU4 1=S,flOQ d45,�4
Budget Irn�acdOther �
3-4 year img�ementation pffln ��he nvo de�erent systems wi[I have variaus cast savings on sta(� time. This wi3E be presented with t�e
Prnduced Using ihe Plar�-!t Capita! Alanning 5ofnf�ure �f��u'd��', ,ti`o.�errrber f�t _>f1lfl
73
�,RDEN HILLS �ITY COUNC�L �- Ma�rch 28, 2Q11 �4
7_F. Resolut�on 2f�I1-Of9: �lward 2�I1 Sanitary Setver Lining ,�'roject to �'nstufc�rria
Teehnologies, �SA, Inc_ of Chesterfield. Ii�l.SSdZfi'i, in !he An��unt of S'399,44�.50
(continued)
Pr�`ect to Insfuform Teeh�olo ies USA �nc. a�' Chesterfeid Missouri in the
Amount of $3�9 444.�{�, T�e motion ca.rried unanimousi 4-0 .
G. Consider Pvrchase af Water l�eter Readers
Pub��c Wflrks Director Ma�rrer stated the Cit-y�'s caznmerciaL'indush-ia1 wafer �neters and re.aders
�uvere rep�aced in 1997/�938 and the residential water me�rs and readers in 200I_ T�e meter
readers u�ere expected to have a 10-�� 1 year life, which is cw-rent�y a� its end. The baYteries are
startin.g �a fail and technology has changed so m.uch it is hard ta get replacement bafteries or parts.
The current system is a re�flte reading systern wh��eby a Pubiic Vi�arks staff rneznber sim}�[�T
c�ri�ves the street u�it� az� elec�onic handheld reader whic� remately z�ads the mefers. T�e Ca�ital
Tmpravernenf Piar� {�IP) has an item starting in 2011 and i�r�ning throug.h 2[314 to rep�ace aIl
meter readers. Staff recommends a Badger Gaia�cy Syslem rhat atlows rernote readir�g fro�n a
computer screen_ i1��hez► the char�ge-out of ineters is coxnplete, r�eters �cx�ill be read from a
computer in the Finance De}�artment. There wili no longer be a need for a Pubiic Works sta£� to
spend 2-3 days a manth reading rneters. Sta�f is recommending purcl�ase of the Badger Gal2u�y
Fixed Network Co�lector Package, which con.sists of an ant�r�na lc�cated on th�e �;�ater tower,
c�znputer sc�f��lare a�td instailation, tec�cai support, celiular back�taul, and SO meter re�ders. In
addit�on, Staff recorr�znends purchase of enaugh cor�iercia�.'uz��strial meter readers to cha.€�tge
vut ail vf t�ase in 20i I with City ��f With the rernaining fiuids; Staff wauld purchase
a�groxin�aiely 30 residential metex readers_ These would be used to ehange aut any failed meter
�readers and/or combine su�zp pumg inspections wit� z�aeter rea�er c�ange-outs. This s}xstem has
an annual fee of $2,450 for technica] support, so��are �pdates_ and main�e��a�ce of t�e c����al�r
backhaui_ This annual �ee begins ihe year afier the initia] p�uchase of ��Z� sys�er�.
Mayor Gra�t c�arified the Baciger �ystem being proposed wou[d n�t he ab�e to read ihe meiers
curren�ly used by residenis.
P�b1ic Wori� �irector Maurer s�ted there would �e a transifior� per�aci untii a�l the �-�eter
readers cauld �e replaced_
11�iaSor Gra�t stated t�e alternati��e wou�d be to purchase the batteries ihat the current readexs use
aa�d reptace them as they fail.
Publie ��Vorks Direetor Maurer stated the City has not had a mass failure, but fihe batteries a�-e
hard ta f nd. The Ctry has a few on hand but not enough to co��er a large number of failures a� one
time_ If the City was a6le to �nd �h� co�rec# ba�ieries; they cau�d can�in�e ta replace the baiteries
as required. He had been toId �hat the meter reader li fe foz� those currently used b;� the City vvas
approximate�y 10� 11 years and the Ci�ty is neari.r�g the �nd of tl�e life eycle fc�r those readers_ �f the
City wat��s to keep the current syster� #hen a Iarge su�p�y af �a�teries woulc� be required. Tl�e
technaIogy and servic:e oftt�ese readers is na Ionger s�ppvrted.
Mayor Grant asked if Staff has loaked for a source of batteries_
ARDEi�� H�LLS CITY COUNCIL —�1�Iarch 28, 2�11 ��
7.G. Consider 1'urchcxre of �ater �klster Reader�s (cantinr�er,�}
Public VVorks Directar �l�Iaurer stated ha has not loo�Ced persana�l�, but he ha� beer� ta�d tha�
�t�ff not been ai�le to fi�d ti�ern.
Mayor Gra�t asked xf Badger vvas a leac�er in the industry_
P�blic Works Direc�or Mat�rer stated �3adger was wel] lc�own i�i the water zx�eterlreader
ind�stry.
Mayor Grant asked if this system was �nsta�led in othez cities.
Pablic Works Directc�r Maurer �ated he wouid do addit�onal researcl� regarding r�eter readers,
the batteries needed far the eurrent systeni, ar�d Sadger Syste�n and expenien�e ather cities have
had with ihem and repor� back to the C:ouncit. The reguest is not tirne sensi�ive and can be
reviewed at a futw-e City Councii meeting.
Mayar Grant asked what the Iife expectancy was for this sys�e�u.
P�bl�c VYarks D'rree�Qr Maurer stated it was expected to be about 20 �=ears. He ctarified ti�e
propased Badger System was only replacing t13e me�er readers at this time. �h,�ith a 2Q year life
expectarsey an t�e new Sadger meter readers and 2�3 years remainir�g o� the �ife of the meters
the�nselves the City would need to iook at replacing bat� in approximateiy 24 years_
Cau�cilinem6er Tamble siated baseci an ihe infarmation pro�idec� i� u�as stiii more cost effective
for the City to �a��e one person reading the r�eters each mont�.
PubIic Works Director 1Vla�rer stated the Ci�y rvonid gain e�ficiencies in the Pubiic WQrks
Depar�ment because th�e City vvould not have io p�l on� crev�member fro� ar,o�er job in prder io
read meters every �nonth. This wouId be especialiy eff'ective during the sumrne� rnontk�s wl�en the
Publ�c ViTorks De��ent is �he beasiest_
1VI4`I`ZQN: Cau�tc�Imembe�r Holmes move� and Councilznember i�4'erner seconc�ed a
motio� ffl Table #�e Request to Authorize the Expenditure of up to $60,000 ta
Start t�e Conversion o£ Water Met�r Reade�-s #a t�e Bac! er Gaia Svstexn
for Additional Infot-�uafivn. The mot�on carried.�na�ium�usly (4-0).
8. UNF�NISHE�ll3USINESS
E� + - �
�
Moved ta Item 7A.
9. CD�TNCIL COMMENTS