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TO: Mayor Richard C. Irvin
FROM: Brian Katamay, Long Term Control Plan Project Assistant
DATE: March 24, 2025
SUBJECT:
A Resolution authorizing the Director of Purchasing to renew the professional services agreement with Olea Networks, Inc. DBA Olea Edge Analytics, Bee Cave, TX for large water meter sensor and analytical services in the amount of $175,940 with an additional $100,000 of contingent meter repair services, for a total of $275,940.
PURPOSE:
Large meter testing programs are an important tool to combat water loss and maintain revenue. Analysis through Sensus Analytics, a meter health diagnosis tool provided by the meter manufacturer, estimates that issues with the City’s largest meters result in $257,275 in lost annual revenue. Through Olea’s sensors, the City gains valuable operational data aiding development of meter repair and replacement plans. This aids Public Works staff in prioritizing work and planning maintenance activities, such as planning school water meter repairs during holiday breaks. Currently the program monitors all 109 four- and six-inch meters. By maintaining a similar funding level staff can add the City’s eight-inch meter and 31 three-inch commercial meters.
BACKGROUND:
The City advertised a quality-based selection on March 16, 2023 with submissions due on April 7, 2023. Due to the specialized nature of the request, only two firms responded. Staff reviewed the submittals and selected Olea Edge Analytics (Olea) as the highest-ranking firm. Council awarded Olea the contract through Resolution R23-265 for a total of $285,000 for 109 meter sensors. The program kicked off in October 2023. Due to some battery failures early in the program, Olea extended Aurora's contract free-of-charge to cover the missing months, extending the current contract to March 2025.
DISCUSSION:
Though the City’s largest meters represent only a small amount of the total meter population, they measure an outsized proportion of total end-user flow. Olea’s sensors are installed directly on the mechanical water meter, providing detailed analysis on the health and flow profile. This enables City staff to determine whether the meter needs to be right-sized (matching the flow profile of the meter size to the flow profile of the end user), repaired, or replaced. Additionally, staff are given error codes to better understand the type of failure, allowing the repair crew to better prioritize repairs or purchase the necessary repair parts prior to coming onsite. Many of our large water meter customers have continuous operations therefore City staff aim to work in conjunction with the customer to schedule repair work and minimize any downtime required.
During the program’s first year, the City identified 65 meters with issues using our metering company’s software and Olea’s technology. 39 of those issues were found uniquely by Olea; 15 of which staff rated as high priority for replacement.
This project will be funded by account 510-4058-511-32.23 (IB058) which has sufficient funds to cover the project. The attached Exhibit "A" shows the proposal for project renewal. The cost of the program is $175,940 with an additional $100,000 earmarked for contingent external meter repair services. No contingent funds were needed in the first program year. Also, though more sensors are being installed, the renewal program cost is lower than in the first program year as the majority of the telemetry is already deployed and staff are trained on the equipment.
IMPACT STATEMENT:
The sensors can be installed with no interruption to the customer's service; disruption is to be expected in the event that the sensors identify a meter that needs to be replaced or serviced. City staff must coordinate with customers for sensor installation and battery maintenance.
RECOMMENDATIONS:
I recommend the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to renew the professional services agreement with Olea Networks, Inc. for large water meter sensor and analytical services.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Large meter testing programs are an important tool to combat water loss and maintain revenue; and
WHEREAS, the program’s first year was funded at a cost of $185,000 with an additional $100,000 earmarked for contingent meter repairs under Resolution R23-265 for 109 meter sensors through a quality-based selection process, and
WHEREAS, program renewal will equip 141 meters with sensors, or all meters above four inches and 31 three-inch meters, to provide data to determine meter accuracy and recommended sizing, repairs or replacement; and
WHEREAS, the cost of the program renewal is $175,940 with an additional $100,000 earmarked for contingent external meter repair services; and
WHEREAS, the required funds will come from account 510-4058-511-32.23 (IB058).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to renew the professional services agreement with Olea Networks, Inc. DBA Olea Edge Analytics, for large water meter sensor and analytical services in the amount of $275,940.