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; ~ ) ~ . )TROY O IO

e t

TO:FROM:DATE:SUBJECT

MEMORANDUMMrs. Baker, President ofPatrick E. J. Titterington f / ~February 24, 2014BIDDING WATER METERS & RADIOS

RECOMMENDATION:

Patrick E J Titterington

100 S Market StreetP. 0 . Box 3003Troy, Ohio 45373www troyohio.govphone: 937) 335-1725fax: 937) 339-8601patrick. itterington@troyohio gov

That the Director of Public Service and Safety be authorized to advertise for bids and enter into acontract for water meters/radios at a cost not to exceed 150,100.BACKGROUND:As discussed in the attached memos, commencing in 2014, Ohio EPA is mandating that no-lead watermeters be installed at the time the City needs to perform service on any meter.Within the Water and Sewer Fund Budgets are monies to establish a program to replace water metersand to check the Automatic Meter Reading (AMR) devices at the same time. This program will meet theEPA mandate related to lead meters, replacing the meter will also minimize the possibility of inaccuratereadings as the meters age, and we will be able to be sure the AMR device is providing accurate data forbilling. It is estimated that it will take approximately 15 years to replace all the lead meters in the City.REQUESTED ACTION:It would be appreciated if you would assign to a Committee of Council considering recommending thatthe Director of Public Service and Safety be authorized to advertise for bids and enter into a contract forwater meters/radios at a cost not to exceed 150,100.

encl.cc: Mayor BeamishD. SwanJ Rhoades

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City of TroyEngineering Department

TO Patrick E.J. Titterington, Director ofPublic Service and SafetyFROM: Deborah Swan P.E. City EngineerSUBJECT Authorization to bidWater MetersDATE February 24, 2014The 2014 budget includes funds for the purchase ofwater meters, split out of2 funds. USEP A rulingshave changes regarding meters and we now have to use a different type ofmeter in order to e incompliance with the new lead-free requirements.Staff is requesting legislation e prepared to authorize the Director ofPublic Service and Safety to bid andaward for the purchase ofvarious sized water meters at a cost not to exceed 150,100.Please let me or Jill know if any additional information is needed.

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~ t Q I ,Q'f\\0 City of Troy

To:FROM:COPY:

u ~

MEMORANDUM

DEBORAH SWAN, CITY ENGINEERJillian Rhoades, Asst City EngineerTOM PARSONS, WD/SM FOREMAN

SUBJECT: uthorization to BidVarious Sized Water eters and Radios

Jillion A Rhoades, PE. .100 South Market StreetPost Office Box 3003Troy, Ohio 45373-7303www .troyohio .govphone: 937-339-264fax : 937-339-9341jillian.rhoades@troyohio.gov

DATE: FEBRUARY19 2014

Beginning in 2014, Ohio EPA is mandating that no-lead water meters be installed when a meter requiresservice and the City is beginning a water meter replacement program. A water meter replacement program isnecessary to minimize the inaccurate readings as the meters age. Various sizes of meters are needed as partof the City's routine repair of non-operating units. Automatic Meter Reading (AMR) radios are a necessaryitem to communicate meter readings to a central location for customer service and billing purposes.Water meters and AMR radios were budgeted in the 2014 budget in the following accounts:

;; 710.663.5634;; 711.673.5634

Purchasing the water meters and radios will exceed the 50,000 PO limit and so bidding is required for theseitems.Staff is requesting that legislation be prepared to authorize bidding of various size meters at a cost not toexceed 150,100.Let me know i f you have any questions regarding the bidding of these items.

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TROY OHIO

t ~ t . w t i J n

TO:FROM:DATE:

MEMORANDUMMrs. Baker, President of Co}W)cilPatrick E J Titterington ~ t / t 5February 24, 2014

Patrick E J Titterington

100 S Market StreetP. 0 . Box 3003Troy, Ohio 45373www troyohio govphone: 937) 335-1725fax: 937) 339-8601patrick.titterington@troyohio.gov

SUBJECT: STUDY FOR REG ONALIZATION AND BULK WATER R TES R CONSULTANTSLLC

RECOMMENDATIONThat the Director of Public Service and Safety be authorized to enter into an agreement with RAConsultants, LLC of Cincinnati, Ohio to perform a study related to regionalization and bulk water rates ata cost not to exceed 78,100.BACKGROUNDThe Water Administration Budget includes the amount of 50,000 for a study to review bulk water ratesand other regional options. City staff has recommended that the professional engineering firm of RAConsultants, LLC be authorized to perform this study. RA Consultants, LLC has done similar work forthe City and has familiarity with Troy's water system and rate structure. That firm provided the studyassociated with the Piqua water system. The scope of work for this professional services agreementincludes:

Review data gathered on the operating costs of the Troy Water System. Conduct a cost of service analysis. Conduct an engineering condition assessment of three water systems. Conduct three workshops with staff to review the data and models, determine key performancerequirements and present the final report to staff.Based on the work that the City has asked the consultant to provide, the estimated cost of this study willbe 78,100. That amount includes all contingencies. Funding for the additional amount is expected tobe available from other budgetary savings within the Water Fund during the year.REQUESTED ACTIONIt would be appreciated if you would assign to a Committee of Council considering recommending thatthe Director of Public Service and Safety be authorized to enter into an agreement with RA Consultants,LLC of Cincinnati, Ohio to perform a study related to regionalization and bulk water rates, as discussedherein, at accost not to exceed 78,100.

encl.cc: Mayor BeamishD. Swan

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ity of TroyEngineering Department

TO: Patrick E.J. Titterington, Director of Public Service and SafetyFROM Deborah Swan P.E. City EngineerSUBJECT: Authorization of an Agreement with RA ConsultantsDATE: February 24 2014The 2014 budget contains 50,000 for a study for Regionalization and bulk rates for water. RAConsultants did previous similar work for the City and we wanted to expand on that previous work.Staff has been working with RA Consultants to determine a Scope of Services for this work. Once thescope was developed it became apparent that 50,000 was not adequate and that we will need 78,100 tcomplete the work necessary. While 50,000 was identified in the budget, the remaining 28,100 will beavailable from other cost savings expected to be realized.A brief summary of the scope of services will include the following items:

Review data gathered on the operating costs o the Troy Water System. Conduct a cost o service analysis. Conduct n engineering condition assessment o three water systems. Conduct three workshops to review the date and models determine key performancerequirements and present the final report.

Staff is requesting that legislation be prepared to authorize an agreement with RA Consultants, LLC ofCincinnati, Ohio at a cost not to exceed 78,100.Please let me know if you would like any additional information on this study.