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Home My WebLink AboutContract- Water Resources Inc.- Water Meter & Meter Interface Unit MIU Changeout Project Services (RFP #24-38) $3,226,639 Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Darrell King, Water Production Bureau Chief CC: Edgar Cano, Public Works Agency Director Subject: Approval of a Contract Award with Water Resources, Inc. for Water Meter and Meter Interface Unit (MIU) Changeout Project Services (RFP #24-38) Date: April 28, 2025 Recommended Action: Staff recommends that the City Council authorize the City Manager to execute an agreement with Water Resources, Inc. (390 Sadler Ave., Elgin, IL. 60120) to provide water meter and MIU changeout services in the amount of $3,226,639.00. Funding Source: Funding is provided by the Water Fund, Water Depreciation Improvement & Extension Business Unit (510.40.7330.65515 - 725007), which has a FY 2025 budget amount of $36,625,905 and a YTD balance of $18,056,002.90. CARP: Municipal Operations Council Action: For Action Summary: The City of Evanston has 14,641 retail water meters, which range in size from 5/8" to 8". Here is a summary of the meter sizes and number of meters per size: Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Page 2 of 7 Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b battery extends past 10-15 years, about 1000+ become inoperable each year. Once the MIU becomes inoperable, water consumption is estimated until the MIU is replaced. Estimating water consumption can result in either underestimating or overestimating the amount of water consumed at a particular location. This can result in inaccurate billing, either high or low. A meter interface unit (MIU) is attached to every water meter in Evanston. The MIU takes a meter reading once an hour and stores these readings for a full day. Each MIU broadcasts the readings once a day using a wireless transmitter. The MIU is the small, white box installed on an exterior wall, located on the outside of each property. The following is an image of an MIU: Page 3 of 7 Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b  The Data Collector Unit (DCU) receives the meter readings from the MIUs. Evanston currently has a total of 6 DCUs located in various buildings throughout the community. We have added six additional DCUs to handle the new upgraded R900 MIU. Each DCU sends its meter reading information to the Neptune Cloud-Based Management Platform System on a daily basis. The system receives updates automatically and is accessible anytime, anywhere, through an internet connection. Critical information is always available with just a few clicks.  The Cloud-Based Management Platform supports customer service and system management activities. It transfers the meter readings to the billing system to generate bi-monthly water and sewer bills for Evanston customers.  The Cloud-Based Management Platform monitors fluctuations in water usage. It sends leak alerts to the network administrator if a customer’s real-time meter readings are significantly higher than historical trends.  The AMI system features an online portal that allows Evanston customers to monitor their water usage, compare usage trends under various weather conditions, and set up personalized leak alerts. They can also view and pay their bills, as well as set up auto- pay. Page 4 of 7 Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Page 5 of 7 Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b RFP 24-38 Water Meter and MIU Changout MWDEBE MemoFinal Page 6 of 7 Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b RFP 24-38 Water Meter and MIU Changeout, MWDEBE 04-28-2025 To: Edgar Cano, Public Works Agency Director Darrell King, Water Production Bureau Chief From: Tammi Nunez, Purchasing Manager Subject: Water Meter and MIU Changeout, RFP 24-38 Date: April 28, 2025 The goal of the Minority, Women, Disadvantage, and Evanston Business Enterprise Program (M/W/D/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City’s goal is to have general contractors utilize M/W/D/EBEs to perform no less than 25% of the awarded contract. With regard to the recommendation for Water Resources, Inc. for Water Meter and MIU Changeout, RFP 24-38 total base bid is $3,226,639.00, and they are found to be in partial compliance with the City’s goal. They will receive credit for 14% M/W/D/EBE participation. Name of M/W/D/EBE Scope of Work Contract Amount % MBE WBE EBE DBE M@, The I.T. Guy LLC 1305 Judson Avenue, Unit 1 Evanston, IL 60201 Installation of MIU’s $445,218.75 14% X Total M/W/D/EBE $445,218.75 14% Cc: Hitesh Desai, Chief Financial Officer Memorandum Page 7 of 7 Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b 06 / 12 / 2025 Doc ID: 546989c425f85011c49d83ba9404d49f820a7c1b Contract with Water Resources, Inc. for Water Meter and...... Approval_of...ce_Unit.pdf and 1 other 546989c425f85011c49d83ba9404d49f820a7c1b MM / DD / YYYY Signed 06 / 09 / 2025 10:23:28 UTC-5 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.78 06 / 09 / 2025 12:36:43 UTC-5 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 50.171.242.186 06 / 09 / 2025 12:36:54 UTC-5 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 50.171.242.186 06 / 12 / 2025 12:29:36 UTC-5 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 06 / 12 / 2025 12:34:15 UTC-5 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 The document has been completed.06 / 12 / 2025 12:34:15 UTC-5