R-12-02-09-10E2 - 2/9/2012 RESOLUTION NO.R-12-02-09-10E2
WHEREAS, the City of Round Rock desires to retain professional services for a
Comprehensive Water Distribution System Audit and Meter Management Analysis; and
WHEREAS, JBS Water, Inc. dba JBS Associates ("JBS") has submitted an Agreement for
Professional Services to provide said services, and
WHEREAS,the City Council desires to enter into said agreement with JBS,Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Professional Services for Comprehensive Water Distribution System Audit and Meter
Management Analysis With JBS Water, Inc. dba JBS Associates, a copy of same being attached hereto
as Exhibit"A"and incorporated herein for all purposes.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 9th day of February, 2012.
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ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
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EXHIBIT
„A»
CITY OF ROUND ROCK CONSULTING AGREEMENT
FOR PROFESSIONAL SERVICES FOR COMPREHENSIVE WATER
DISTRIBUTION SYSTEM AUDIT AND METER MANAGEMENT ANALYSIS
WITH JBS WATER INC.dba JBS ASSOCIATES
THIS AGREEMENT for professional services for Comprehensive Water Distribution
System Audit and Meter Management Analysis("Agreement") is made by and between the City
of Round Rock,a Texas home rule municipal corporation,whose offices are located at 221 East
Main Street, Round Rock,Texas 78664-5299, ("City") and JBS Water, Inc. dba JBS Associates
("JBS" or "Consultant'), whose offices are located at 4715 Strack Road; Suite 114, Houston,
Texas 77069.
RECITALS:
WHEREAS, City has previously determined that there is a need for examination in the
form of a water leak detection program to detect unaccounted-for water loss;and
WHEREAS,City has previously contracted with JBS for various phases of a Water Leak
Detection Program, which inspections detected leaks whose repair subsequently afforded City
substantial yearly savings;and
WHEREAS, City desires to contract for professional services for Comprehensive Water
Distribution System Audit and Meter Management Analysis;and
WHEREAS, City desires to contract with JBS for professional services to detect
unaccounted-for water which will afford a long-term cost savings for City;and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights,duties and obligations hereunder;
NOW,THEREFORE,
WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.01 EFFECTIVE DATE,DURATION,AND TERM
This Agreement shall be effective on the date this Agreement has been signed by every
party hereto, and shall remain in full force and effect unless and until it expires by operation of
the term indicated herein,or is terminated or extended as provided herein.
The term of this Agreement shall be for twelve(12) months beginning from the effective
date hereof.
00239827/jkg
Revised 12/19/11
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It is expressly acknowledged by the parties that JBS has agreed to complete all work
within one hundred twenty-three (123) calendar days following the date work is begun, in
accordance with Exhibit"C"attached hereto and incorporated herein by reference.
City reserves the right to review the project at any time, including at the end of any
deliverable or phase,and may elect to terminate the project with or without cause or may elect to
continue with the next deliverable or phase.
1.02 PAYMENT
In consideration for the professional services to be performed by JBS, City agrees to pay
JBS a not-to-exceed total sum of Seventy-four Thousand Nine Hundred Thirty-four and No/100
Dollars ($74,934.00), in accordance with this fixed-fee Agreement and Exhibit "D" attached i
hereto and incorporated herein by reference.
The parties expressly acknowledge and agree that reimbursable expenses of any nature
are included within the not-to-exceed total sum of$74,934.00.
JBS's compensation for professional services shall not exceed, without written consent,
ent and exhibits. Cit shall ay,strictly within the confines
amounts indicated in this Agreement Y p
the am g
of the not-to-exceed sum recited herein,JBS's professional fees for work done on behalf of City.
1.03 TERMS OF PAYMENT
To receive payment on a percentage-of-completion basis, JBS shall prepare and submit
detailed invoices to City one (1) time per month for services rendered. If City has any dispute
with work performed, then City shall notify JBS within thirty (30) days after receipt of invoice.
In the event of any dispute regarding the work performed, then and in that event JBS shall either
(a)satisfactorily re-perform the disputed services or(b)provide City with an appropriate credit.
1.04 OBJECTIVES AND SCOPE OF WORK
JBS contracts to work with City to conduct a Comprehensive Water Distribution System
Audit and Meter Management Analysis.
Objectives and Scope of Work: JBS agrees to provide, by way of inclusion but not
limitation,the following services which are more specifically delineated in Exhibit"B"attached
hereto and made a part hereof for all purposes:
Task 1. Analysis of Water Production Meters and Data;
Task 2. Comprehensive Analysis of Metered Accounts;
Task 3. Analysis of Bulk Water Consumption&Metering;
Task 4. Investigation of Authorized Un-Metered Water Use;
Task 5. Analysis of Existing Line Breaks&Historical Leak Data;
Task 6. Field Measurements to Determine Underground Leakage Potential;
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Task 7. Review Policies&Procedures Affecting Meter Efficiency&Revenue;
Task 8. Final Report of Water Distribution System Audit.
1.05 REQUIRED REPORTS
JBS agrees to provide City with either a written or oral report each month, at City's l
designation,detailing status of all activities associated with the assessment.
JBS agrees to provide City with a detailed final written report, together with all
information gathered during the course of the project. Additionally, JBS agrees to provide City
Council and City Staff with an oral presentation of such detailed final written report, at City's
designation and at no additional cost to City.
1.06 LIMITATION TO SCOPE OF WORK
JBS and City agree that the scope of work to be performed is generally enumerated in
Section 1.04 herein and is specifically enumerated in Exhibit `B" attached hereto and made a
part hereof for all purposes. Notwithstanding anything in this Agreement to the contrary, all
for all
funding
authority o
n absolute discretion and aut y g
parties further agree that City retains full and
decisions,and all such decisions will be based solely on criteria accepted by City which may be
influenced by but shall not be dependent on JBS's work.
1.07 OBLIGATIONS OF CITY
Obligations of City shall be as delineated in Exhibit"A"attached hereto and incorporated
herein by reference,and as recited in this section:
1. City shall assist JBS by providing available non-confidential information and data
pertinent to the project,including but not limited to previous reports;
2. City shall provide meter readings and printouts of all bulk water meters served by
City,such data to be in spreadsheet format if available;and City shall obtain copies of bulk water
clients' monthly meter readings for comparison purposes;
3. City shall provide a person knowledgeable of.meter locationslinstallations to
assist JBS during the execution of the following two tasks: large meter inspections, and data
logging;
4. City shall provide test data of all large meters (including bulk water) tested by
City or by other contractors during the preceding three(3)years;
5. City shall arrange for access by JBS onto public and private property as required
by JBS in order to perform its services;
6. City shall give prompt written notice to JBS whenever City observes or otherwise
becomes aware of relevant developments that would affect the scope or timing of JBS's services
hereunder. Additionally, City shall give prompt written notice to JBS under Section 1.03 herein
regarding any defects in the work or services performed by JBS;
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7. City shall be responsible for providing general assistance and supervision in the
conduct of the investigations;
8. City shall be responsible for furnishing warning devices,i.e. lights and barricades,
for the protection of the general public and for the protection of JBS's instruments;
9. City shall be responsible for furnishing and installing corporation stops at the
points designated by JBS for meter testing purposes;
10. City shall be responsible for notifying officials and customers of possible
temporary reduction or curtailment of water service; I
11. City shall be responsible for providing competent personnel to operate water i
plant,wells,and valves in connection with JBS's flow studies;
12. City shall be responsible for providing a meter reader to show JBS locations of
meters to be inspected; f
13. City shall be responsible for providing JBS with a billing database and line break
history in an acceptable format for analysis.
FISCAL FUNDING
1.08 NON APPROPRIATION AND F
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving JBS a written notice of termination at the end of its then-current fiscal year.
1.09 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to JBS
will be made within thirty(30)days of the day on which City receives the performance,supplies,
materials, equipment, and/or deliverables, or within thirty (30) days of the day on which the
performance of services was complete, or within thirty (30) days of the day on which City
receives a correct invoice for the performance and/or deliverables or services,whichever is later.
JBS may charge a late fee of one percent (1%) for payments not made in accordance with this
prompt payment policy;however,this policy does not apply to payments made by City if
1. There is a bona fide dispute between City and JBS concerning the supplies,
materials or equipment delivered or services performed which causes the payment to be late;or
2. The terms of a federal contract, grant, regulation, or statute prevent City ftom
making a timely payment with federal funds;or
3. There is a bona fide dispute between any of the parties and subcontractors or
between a subcontractor and its suppliers concerning supplies,materials,or equipment delivered
or the services performed which causes the payment to be late;or i
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4. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
1.10 TERMINATION
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This Agreement may be terminated for any of the following conditions:
1. By City for reasons of its own, with or without cause, and not subject to the
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mutual consent of any other party, such written termination notice to be given to the other parties
not less than thirty(30)days prior to termination. I
2. By mutual agreement and consent of all parties,such agreement to be in writing.
3. By City for failure by the other party or parties to perform the services set forth
herein in a satisfactory manner, such termination notice to be given in writing to the other
parties.
4. By any party for failure by any other party to fulfill its obligations as set forth
herein.
S. By satisfactory completion of all services and obligations described herein.
Should City terminate this Agreement as herein provided,no fees other than fees due and
payable at the time of termination shall thereafter be paid to any other party. In determining the
value of the work performed by any other party prior to termination,City shall be the sole judge.
Compensation for work at termination shall be based on percentage of work satisfactorily
completed to that time. Should City terminate this Agreement under this Section 1.10(1), the
amount charged during the thirty (30) day notice period shall not exceed the amount charged
during the preceding thirty(30)days.
If any party defaults in performance of this Agreement or if City terminates this
Agreement for default on the part of one of the other parties,then City shall give consideration to
the actual costs incurred by the other parties in performing the work to the date of default. The
cost of the work that is useable to City, the cost to City of employing another firm to complete
the useable work,and other factors will affect the value to City of the work performed at the time
of default.
The termination of this Agreement and payment of an amount in settlement as set forth
above shall extinguish all rights,duties,and obligations of City and the terminated party to fulfill
contractual obligations. Termination under this section shall not relieve the terminated party of
any obligations or liabilities which occurred prior to cancellation.
1.11 INDEPENDENT CONTRACTOR STATUS
JBS is an independent contractor, and is not City's employee. JBS's employees or j
subcontractors are not City's employees. This Agreement does not create a partnership,
employer-employee, or joint venture relationship. No party has authority to enter into contracts
as agent for the other parties. JBS and City agree to the following rights consistent with an
independent contractor relationship:
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1. JBS has the right to perform services for others during the term hereof.
2. JBS has the sole right to control and direct the means, manner and method by
which services required by this Agreement will be performed.
3. JBS has the right to hire assistants as subcontractors, or to use employees to
provide the services required by this Agreement.
4. JBS or its employees or subcontractors shall perform the services required
hereunder,and City shall not hire,supervise,or pay any assistants to help JBS.
S. JBS nor its employees or subcontractors shall receive training from City in skills
necessary to perform services required by this Agreement.
G. City shall not require JBS or its employees or subcontractors to devote full time to
performing the services required by this Agreement.
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7. Neither JBS nor its employees or subcontractors are eligible to participate in any
employee pension,health,vacation pay,sick pay,or other fringe benefit plan of City. `
1.12 NON-SOLICITATION
All parties hereto agree that they shall not directly or indirectly solicit for employment,
employ,or otherwise retain staff of the others during the term of this Agreement.
1.13 CONFIDENTIALITY
Any programs, data, or other materials furnished by City for use by the parties in
connection with services to be performed under this Agreement shall remain the sole property of i
City and shall be held in confidence by the parties as set forth hereunder. All parties agree to i
hold all confidential information in the strictest confidence and not make any use thereof other
than for the performance of this Agreement. Notwithstanding the foregoing, the parties
recognize and understand that City is subject to the Texas Public Information Act and its duties
run in accord therewith.
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1.14 SERVICES WARRANTIES !
JBS warrants that all services performed hereunder shall be performed consistent with
generally prevailing professional or industry standards, and shall be performed in a professional
and workmanlike manner. JBS shall re-perform any work not in compliance with this warranty.
City shall report any deficiencies in JBS's services to JBS in writing within one hundred twenty
(120) days from successful implementation and acceptance of the work to receive warranty
remedies.
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1.15 INDEMNIFICATION
JBS agrees to hold harmless, exempt, and indemnify City, its officers, agents, servants
and employees, from and against all suits, actions, legal proceedings, demands, costs, expenses,
losses, damages, attorneys fees, and claims, and any and all other costs and fees incident to any
work done as a result of this Agreement arising as a result of actions by it and its agents and
subcontractors during its performance pursuant to this Agreement.
1.16 ASSIGNMENT AND DELEGATION
No party may assign any rights or delegate any duties under this Agreement without the
other party's prior written approval.
1.17 LOCAL,STATE AND FEDERAL TAXES
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JBS shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred '
while performing services under this Agreement. City will not do the following:
1. Withhold FICA from JBS's payments or make FICA payments on its behalf;
2. Make state and/or federal unemployment compensation contributions on JBS's
behalf;or
3. Withhold state or federal income tax from any of JBS's payments.
1.18 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
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2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to JBS: !
JBS Water,Inc.
Attention:James B. Smith
4715 Strack Road,Suite 114
Houston,Texas 77069
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Notice to City:
City of Round Rock
Attention: Steve Norwood,City Manager
221 East Main Street
Round Rock,Texas 78664-5299
AND TO:
City Attorney's Office
Attention: Stephan L. Sheets,City Attorney
309 East Main Street
Round Rock,Texas 78664
Nothing contained in this section shall be construed to restrict the transmission of
routine communications between representatives of City and JBS.
1.19 APPLICABLE LAW
The laws of the State of Texas shall govern this Agreement. Venue shall lie in
Williamson County,Texas.
1.20 EXCLUSIVE AGREEMENT.
The terms and conditions of this Agreement, including the exhibits listed below,
constitute the entire agreement between the parties and supersede all previous communications,
representations,and agreements, either written or oral,with respect to the subject matter hereof.
No modifications of this Agreement will be binding on any of the parties unless
acknowledged in writing by the duly authorized representative for each party.
This Agreement may be executed in multiple counterparts,which taken together shall be
considered as one original.
1.21 DISPUTE RESOLUTION
If a dispute arises under this Agreement, the parties agree to first try to resolve the
dispute with the help of a mutually selected mediator. If the parties cannot agree on a mediator,
City shall select one mediator and JBS shall select one mediator and those two mediators shall
agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the
mediation shall be shared equally by the parties.
City and JBS hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14)or any applicable state arbitration statute.
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1.22 ATTORNEY FEES
In the event that any lawsuit is brought by one party against any of the other parties in
connection with this Agreement, the prevailing party shall be entitled to seek to recover its
reasonable costs and reasonable attorney fees.
1.23 FORCE MAJEURE
Notwithstanding any other provisions of this Agreement to the contrary,no failure, delay
or default in performance of any obligation hereunder shall constitute an event of default or a
breach of this Agreement, only to the extent that such failure to perform, delay or default arises
out of causes.beyond control and without the fault or negligence of the party otherwise
chargeable with failure, delay or default; including but not limited to acts of God,acts of public
enemy, civil war, insurrection, riots, fires,floods, explosion,theft,earthquakes,natural disasters
or other casualties, strikes or other labor troubles, which in any way restrict the performance
under this Agreement by any one or all of the parties.
1.24 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of provision of this Agreement void shall in no
way affect the validity of enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
not contain the articular portion of
if this Agreement did p
shall he construed and enforced as gi
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this Article shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
1.25 GENERAL AND MISCELLANEOUS
The section numbers and headings contained herein are provided.for convenience only
and shall have no substantive effect on construction of this Agreement.
No purchase order or other ordering document that purports to modify or supplement the
printed text of this Agreement or any schedule, exhibit or addendum shall add to or vary the
terms of this Agreement. All such proposed variations or additions (whether submitted by JBS
or City)are objected to and deemed material unless properly agreed to in writing.
Except for contractual obligations recited herein, no party shall be liable for any failure
due to causes beyond its control. The failure of a party to exercise any right hereunder shall not
operate as a waiver of said party's right to exercise such right or any other right in the future.
To expedite order processing,transmitted copies are considered documents equivalent to j
original documents; however, City agrees to provide the other parties with one fully executed
original Agreement.
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IN WITNESS WHEREOF, all parties have executed this Agreement on the dates
indicated.
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CITY OF ROUND ROCK,TEXAS
By:
Title:
Date Signed:
FOR CITY,ATTEST:
Sara L. White,City Clerk
Date Signed:
FOR CITY,APPROVED AS TO FORM:
Stephan L.Sheets,City Attorney
JBS WATER,INC.dba JBS ASSOCIATES
By:
Title: Ii
Date Signed: J-) rk- y Z 61 2� !
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Exhibit A "Services to be Performed by City"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
for
City of Round Rock, Texas
The City is not expected to provide any "services" as part of this project, other than to
provide the data necessary to conduct the water audit and meter management study and
to provide appropriate Utilities Dept. staff to assist in the large meter inspection,
production meter testing and meter data logging tasks.
The night flow test is to be conducted by the Utilities Department, with support and
advice from the Consultant. The results of this test will be an integral part of the final
water loss analysis.
The following obligations are outlined to identify the support needed from the City in
order to successfully complete this study.
OBLIGATIONS OF CITY
1. City shall assist JBS/Consultant by providing available non-confidential information
and data pertinent to the project, including but not limited to previous reports.
2. Provide meter readings and printouts of all bulk water meters served by the City.
Provide data in spreadsheet format. Obtain copies of the bulk water clients'
monthly meter readings for comparison purposes.
3. Large Meter Inspections and Data logging: Provide a person knowledgeable of
meter locations/installations to assist the Consultant during the execution of these
two tasks.
4. Provide test data of all large meters (including Bulk water)tested by City or by
contractors in the last 3 years.
5. City shall arrange for access by JBS/Consultant onto public and private property as
required by JBS/Consultant in order to perform its services.
6. City shall give prompt written notice to JBS/Consultant whenever City observes or
otherwise becomes aware of relevant developments that would affect the scope or
timing of JBS/Consultant's services hereunder. Additionally, City shall give prompt
written notice to JBS/Consultant under Section 1.3 herein regarding any defects in
the work or services performed by JBS/Consultant;
JBS Water, Inc -2011-2012
7. City shall be responsible for providing general assistance and supervision in the
conduct of the investigations.
8. City shall be responsible for furnishing warning devices, i.e. lights and barricades,
for the protection of the general public and for the protection of JBS/Consultant's
instruments.
9. City shall be responsible for furnishing and installing corporation stops at the points
designated by JBS/Consultant for production meter testing purposes.
10. City shall be responsible for notifying officials and customers of possible temporary
reduction or curtailment of water service.
11. City shall be responsible for providing competent personnel to operate water plant,
wells and valves in connection with JBS/Consultant's flow studies;
12. City shall be responsible for providing a meter reader to show JBS/Consultant
locations of meters to be inspected.
13. City shall be responsible for providing JBS/Consultant with a billing database and
line break history in an acceptable format for analysis as in past projects.
JBS Water, Inc -2011-2012
Exhibit B "Services to be Performed by Engineer"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
for the
City of Round Rock, Texas
Scope of Work
TASK 1 -Anal sis of Water Production Meters and Data
The first step, in evaluating the water system, will be
verification of available historical data representing the
quantities of water produced or pumped for distribution.
This information, along with the data provided from other
tasks, will be compared with the data from the previous
audit. These comparisons will identify where recent
actions by the City have produced tangible benefits in the
metered ratio and/or where further action is required.
We will review the methods currently used to measure,
report and record the amount of water produced.
We will survey the meter type, capacity range and
installation suitability for each metering location. Our
quantitative analyses of water production data shall include:
A. Evaluating production meter installations as they may adversely affect
meter accuracy and reliability.
B. Verifying historical water production data since the last audit was
completed.
C. Production meter accuracy will be determined with in field testing. A
pitot rod, time-volume, and/or a transit-time ultra-sonic test technique,
alone or in combination, will be used to test the accuracy of each meter.
This will re-establish a baseline for comparing system wide water
accountability.
The analysis of existing water production data will confirm that the produced water data
.:.. . are credible for determining the volumes and percentages of water loss. The accuracy of
JBS Water, Inc -2011-2012
production data is critical to the overall audit as it provides the base-line against which all
other water use data are referenced.
TASK 2 - Comprehensive Analysis of Metered Accounts
This task is vital to the study, because the high
potential value of non-revenue water (NRW) due to
meter inaccuracies is recoverable at applicable retail
water and wastewater rates.
To begin the utility shall extract utility billing data for x
all active metered customer accounts for the most
recently available 36 billing periods, and will provide
that data to JBS Associates on disk in either comma-
delimited ASCII, spreadsheet, or .dbf format similarly
to that provided for prior JBS audits in Round Rock.
JBS Associates will perform the following tasks:
1. JBS will confirm and compare the summary of metered sales quantities with
measured water production volumes and analyze that data on monthly, quarterly and
annualized bases.
2. Every active metered account will be reviewed. No-use, low-use, and high-use
accounts will be tagged to facilitate further investigation and follow-up. JBS will
determine the Meter Utilization Index (MUI) for each active water account and yyill
cross reference meter age and meter route to meter type. Active accounts will be
reviewed in detail so that those meters having the greatest potential for inaccuracy,
application or sizing problems may receive prioritized attention. Meter sizing for high
use small meter accounts and meters 1-inch and larger will be sized according to
usage history. Special attention will be given to multi-unit and commercial accounts.
3. On-site field inspections will be made on all &I 4_r$"la °
existing customer meters 3-inch and larger that CWf* j.,%,W, ,% A... C.4,.. XrW, A.Ti. e.X-A&
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have been installed since the last audit was f&LMLMM,� Rrs.*WS15+r.&ff" .wrTWO*.r�*M
completed. These meter installations will be Y« .« r« �« 0* ya .«
inspected, evaluated, photographed and UWV�T"- W^W«WKW�U*=
reported in the Large Meter section of the Finalo&rodw
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Report. The large meter photo database Koat
developed by JBS in past audits will be updated
with the new installations. Installation problems
will be noted and recommendations for
corrections will be offered.
Recommendations for large meter maintenance and replacement frequencies will be
determined for each account.
4. A separate analysis of the bulk water meters will be undertaken. This may entail
additional investigations in the field requiring support from Utilities Department to
provide additional access points or to coordinate meter tests.
JBS Water, Inc -2011-2012
5. If indicated by the sizing analysis, JBS may
install portable data loggers installed on VOSM C01,11111Y wil)#10-TM VISTA 02
select meters so that extended hourly flow
patterns may be developed. This
information will be used to check the sizing
analysis generated by the computer model.
In addition, the consumption history will be
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analyzed by meter brand, size and age, and
it.
a complete cost analysis will be prepared.
6. In order to help fine tune system operations,
water and sewer tariffs will be built into each account which will be used in the cost
analysis for meter replacement and testing. The City's large meter testing program
will be reviewed to ensure that best methods for in-house testing are implemented.
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7. JBS will complete a distribution of usage 1- -T F [_ I
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review for each account category and 1A I I
meter size.
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8. Meter reading and billing procedures will
be reviewed and recommendations will
be submitted.
9. Meter replacement and payback periods will be determined for each meter size,
based on actual projected usage, meter cost, water rates, and meter reading
method.
TASK 3 - Analysis of Bulk Water Consumption &Metering
1. JBS will review current metering practices for the City's bulk water customers
to ascertain the level of precision, taking special consideration of the "deduct"
meters. This will include consideration of the changes implemented since the
2007 water audit.
2. Some of the meter related analysis concerning these customers will be
addressed in Task #2. However specific inspection of these meter
installations will include review of the meter readings and calculations, as well
as determination of the respective zones of influence of each meter, data
logging of individual meters to determine typical flow rates and consumption
patterns. There are over 19 meter locations affected by this task.
3. Additionally it may be necessary to conduct flow measurements
independently of each meter to determine whether all flow is accounted for at
the existing metering points. These flow measurements will be coordinated
with the Utilities Department.
JBS Water, tric -2011-2012
4. Further study may entail obtaining records from the individual bulk customers
to corroborate data. We will require the City's support in this matter.
TASK 4 - Investigation of Authorized Un-Metered Water Use
JBS will review reporting procedures concerning areas of non-revenue water usage such
as flushing, street and sewer maintenance, contractor use, fire-fighting and training, and
other municipal activities where authorized unmetered use of water may be occurring.
TASK 5 - Analysis of Existing Line Breaks &Historical Leak Data
We will collect and compile available existing work • ` � ,,.,' `".
order records of reported line breaks and leaks. The , - _ a ' .'.
data will be analyzed for possible correlations that '`
may help establish priorities for any anticipated
replacement of water distribution and service lines as
well as possible future underground leak detection
surveys. The results of Tasks 5 and 6 are of
particular interest as the City has undergone Y'
substantial service line replacement and water mains
replacement that has led to an apparent reduction in
the incidence of visible leaks repaired by the Line Maintenance Department.
The severe drought of 2010-2011 has contributed to a significant increase in line breaks
throughout the Round Rock water system. Due to pipe depth and local conditions, not all
such leaks surface and are reported for repair. It is likely that in some areas there
remains a residual of leaks yet to be identified.
TASK 6 - Field Measurements to Determine Underground Leakage
Potential
1. Applying knowledge gained on previous
projects, the City's water distribution system s
maps will be reviewed to plan to nighttime
flow measurements of the water system.
Where feasible and practical, and with
Utilities Department's input, the distribution -: -
system will be sub-divided to determine
leakage potential in each pressure zone.
2. Field measurements will be made in the early __
morning hours for the purpose of determining how much of the total water loss might
be attributable to underground leakage. It is important to undertake these
measurements early in the winter to minimize the impact of sprinkler irrigation use.
3. By taking observed flow measurements, population, system statistics and observed
nighttime consumption into consideration, an estimated flow rate due to underground
leakage can be developed. Combined with the line break history analysis, this
information will be used to determine if and where a physical leak detection survey
might be cost-effective.
JBS Water, Inc -2011-2012
4. For this task, accurate distribution system information (maps and/or local knowledge)
will be required. Distribution system flow measurements are useful only when the
entire distribution system or separate sectors can be isolated.
This task should be accomplished in the winter months to obtain the results before water
customers begin extensive sprinkling and irrigation of yards and green areas.
TASK 7 - Review Policies &Procedures Affecting Meter Efficiency&
Revenue
JBS will review existing policies, procedures and standards that may be adversely
affecting water accountability, water utility revenues and metering system costs over the
long term.
Meter sizing, selection, installation and accessibility to facilitate periodic meter testing
and maintenance, meter reading and billing are some of the issues that have long-term
consequences that must be addressed in order to assure the benefits of the audit shall
extend well into the future.
TASK 8 - Final Report of Water Distribution System Audit
JBS will prepare and present a written Final Report of water audit findings, conclusions,
and recommendations generated by the audit, including compilations of data collected
during the audit in written and CD-ROM media.
The Final Report will be presented in person to City staff to provide an opportunity to ask
questions and assure full understanding of the recommendations and results generated
by this study.
JBS Water, Inc -2011-2012
Exhibit C "Work Schedule"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
City of Round Rock, Texas
RR Work Schedule by Task
(Assumes December 15 2011 Start)
a
# TASK Q &CRII'1IQN o start Date i5rid Date
1 Analysis of Water Production Meters& Data 26 22-Jan-12 17-Feb-12
2 Comprehensive Analysis of Metered Accounts 112 2-Jan-12 23-Apr-12
2.1 Large Meter Inspections 12 3-Jan-12 15-Jan-12
2.2 Data Logging of Selected Large Meters 19 20-Jan-12 8-Feb-12
3 Analysis of Bulk Water Consumption &Metering 8 9-Jan-12 17-Jan-12
4 Investigation of Water Lost through Un-Metered Use 12 10-Feb-12 22-Feb-12
5 Analysis of Existing Line Breaks& Historical Leak Data 26 20-Feb-12 17-Mar-12
6 Field Measurements to Determine Underground 10 15-Dec-11 25-Dec-11
Leakage Potential
7 Review Policies& Procedures Affecting Meter Efficiency 9 15-Mar-12 24-Mar-12
& Revenue
8 Final Report of Water Distribution System Audit 30 14-Apr-12 14-May-12
Total 123 15-Dec-11 14-May-12
JBS Water, Inc -2011-2012
Task #
N N
00 V 0 cn A W N
o�0 12-Dec-11
19-Dec-11 .................... _._. _.____._._.._.._...__...._._................ .....__....... .._..._
26-Dec-11 _..._...._....._...._........_...—__....... _.__.-. O
2-Jan-12 - —
9-Jan-12 - _ --- -._...._._.. -- --- ---.._..... ----- ...... CL
o I
w 16-Jan-12 O n
23-Jan-12 _.._- ----.__... ._........... a
C y
N
C
30-Jan-12 3
6-Feb-12 OX y C.
C)
13-Feb-12 _.._._.
20-Feb-12 0
CD
27-Feb-12 - —. ._._............ ._.........._
,-1. S
5-Mar-12 ... ..........._._..._........_......_.................... — .._..... _.... __._.. _._._...._..._... C Co
n
S 3
12-Mar-12 --............_........_._......_.......... ......_..........._.____..._._..__.._._..__._._.._.... _._._._
�D
CDco (D
0.
19-Mar-12 _................ _ ..............................--- .._.._.._.....- —..._.._......_... - ._.... ..... ---._..__. C
(D
26-Mar- ...................---..............._........._._. ......_....._... ___ .._.._._.__.._.............._.._._ _.._.__._. _ N
—_--._.__........_...__....__...__._..__..... ___..._
O
2-Apr-12 _.........._...__...._..........................._._. �
9-Apr-12 _...........-- ................._.._._....._.. ---. _...... .... .._..__.._—.._. ...._..........
jV
. . ........
O N
16-Apr-
.._.................__....._.........._..._........ _.._.._........_.....
..............................._..__ _ .._............._.
23-Apr-12 - .........._..._.._. .............-..........-....-- _...... __..._._._._......I ..._...........
.
30-Apr-12 ----- _
7-May-12 ..... ............ ......... _...-- -._.._.__._._...... -- ....._._..._.. ---......_.. -_......
14-May-12 --- -- — - — -
EXHIBIT D
FEE SCHEDULE
Water Distribution System Audit& Meter Management Analysis
Our fee for conducting and completing the Professional Services as described in the forgoing Scope of
Work(Schedule B)will not exceed$74,950(Lump Sum/Fixed Fee),including all expenses normally
associated with the described work.A summaryfee schedule is provided below.
Total Total Other TOTALS
Talc Labor Hours Loaded Labor Cost Direct Costs Subconsultants
1 Analysis of Water Production Meters&Data 108 $8,525 $600 $0.00 $9,125
2 Comprehensive Analysis of Metered Accounts 154 $12,499 $1,350 $0.00 $13,849
3 Analysis of Bulk Water.Consumption&Metering _ 68_ $5,583 $600 $0.00 $6.183
4 Investigation of Authorized Un-Metered Water Use 80 $6,751 5250 $0_D $7.001
5 Analysis of F)dsting Line Breaks&Historical Leak Data 80 $6.683 $600 $0.00 $7,283
6 FW.d Measurements to Determine Leakage Potential 56 $4.606 5600 $0.00 55.206
7 Review Policies&Procedures re.NRW 44 $3,671 5250 $0.00 53,921
8 ;Final Report of Water Distribution System Audit __. _.._._.183_..,_ $14.664 51.1 $0_00 $15,764
9 -Project 60 $6,353 5250 $0.00 $6,603
GRAND TOTAL: 833 $69.334 $5.600 1 $0-00 $74,934
. ar
JBS Water, Inc -2011-2012
Exhibit E "Certificate of Insurance"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
for the
City of Round Rock, Texas
Certificate of Liability Insurance
Please find attached Certificate issued by the Hartford Insurance Co. and its agent, the
Weatherton-Cole Insurance Agency of Houston, Texas.
It should be noted that JBS Water, Inc. (dba JBS Associates) is a principals only
organization, with no employees. There is no requirement to carry Workers
Compensation in the State of Texas.
JBS Water, Inc -2011-2012
�- OP ID:RMF
CERTIFICATE OF LIABILITY INSURANCE °" 03raRl
THIS CERTIFICATE M ISSN AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS
CERTFiCATE DOES NOT AFFIFMIATMAELY OR IEGATNELY AMEND..EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICES
BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER)5).AUTHORIZED
REPRESENTATIVE OR PRODUCER.AND THE CERTIFICATE HOLDER.
■IPORTANT: 8 Nie eertiTicaie bolder Is an ADDITIONAL INBRED,the golicy(ies)must be endorsed. N SUBROGATION IS WANED.sNbjeii to
the tams and conditions of Use policy.oerdei policies may regnre an endorsement A statmneint on this certificate does not Bonier rights to the
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Houston,TX T7469
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INDICATED. NOTYNTHSrANDING AMY REfiMMMEIrT.TERM OR CONDITION Of ANY CONTRACT OR OTHER DOCLWNT WITH RESPECT TO WHCH THIS
CERTIFICATE MAX IIE ISSUED OR MAY PERTAIN.THE INSURANCE AFFORDED DY THE POLICIES DEWRRIED HEREIN LS SUDIECT TO ALL THE TERMS.
EXCLIZIOINS AND CONOITIONS OF 3"POLE.L.WM 3HOWN MAY HAVE BEEN REDUCED BY PAS?CLAN&
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JBS Water, Inc -2011-2012
EXECUTED
DOCUMENTS
FOLLOW
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CITY OF ROUND ROCK CONSULTING AGREEMENT
FOR PROFESSIONAL SERVICES FOR COMPREHENSIVE WATER
DISTRIBUTION SYSTEM AUDIT AND METER MANAGEMENT ANALYSIS
WITH JBS WATER,INC. dba JBS ASSOCIATES
THIS AGREEMENT for professional services for Comprehensive Water Distribution
System Audit and Meter Management Analysis("Agreement")is made by and between the City
of Round Rock, a Texas home rule municipal corporation,whose offices are located at 221 East
Main Street, Round Rock, Texas 78664-5299, ("City") and JBS Water, Inc. dba JBS Associates
("JBS" or "Consultant"), whose offices are located at 4715 Strack Road; Suite 114, Houston,
Texas 77069.
RECITALS:
WHEREAS, City has previously determined that there is a need for examination in the
form of a water leak detection program to detect unaccounted-for water loss;and
WHEREAS,City has previously contracted with JBS for various phases of a Water Leak
Detection Program, which inspections detected leaks whose repair subsequently afforded City
substantial yearly savings;and
WHEREAS, City desires to contract for professional services for Comprehensive Water
Distribution System Audit and Meter Management Analysis;and
WHEREAS, City desires to contract with JBS for professional services to detect
unaccounted-for water which will afford a long-term cost savings for City;and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights,duties and obligations hereunder;
NOW,THEREFORE,WITNESSETH: E
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.01 EFFECTIVE DATE,DURATION,AND TERM
This Agreement shall be effective on the date this Agreement has been signed by every
party hereto, and shall remain in full force and effect unless and until it expires by operation of
the term indicated herein,or is terminated or extended as provided herein.
The term of this Agreement shall be for twelve(12)months beginning from the effective
date hereof.
00239827/jkg
Revised 12/19/11
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It is expressly acknowledged by the parties that JBS has agreed to complete all work i
within one hundred twenty-three (123) calendar days following the date work is begun, in
accordance with Exhibit"C"attached hereto and incorporated herein by reference.
City reserves the right to review the project at any time, including at the end of any
deliverable or phase, and may elect to terminate the project with or without cause or may elect to
continue with the next deliverable or phase.
1.02 PAYMENT
In consideration for the professional services to be performed by JBS, City agrees to pay
JBS a not-to-exceed total sum of Seventy-four Thousand Nine Hundred Thirty-four and No/100
Dollars ($74,934.00), in accordance with this fixed-fee Agreement and Exhibit "D" attached
hereto and incorporated herein by reference.
The parties expressly acknowledge and agree that reimbursable expenses of any nature
are included within the not-to-exceed total sum of$74,934.00.
JBS's compensation for professional services shall not exceed, without written consent, I
the amounts indicated in this Agreement and exhibits. City shall pay,strictly within the confines
of the not-to-exceed sum recited herein,JBS's professional fees for work done on behalf of City.
1.03 TERMS OF PAYMENT
To receive payment on a percentage-of-completion basis, JBS shall prepare and submit
detailed invoices to City one (1) time per month for services rendered. If City has any dispute
with work performed, then City shall notify JBS within thirty (30) days after receipt of invoice.
In the event of any dispute regarding the work performed, then and in that event JBS shall either
(a)satisfactorily re-perform the disputed services or(b)provide City with an appropriate credit.
1.04 OBJECTIVES AND SCOPE OF WORK
JBS contracts to work with City to conduct a Comprehensive Water Distribution System
Audit and Meter Management Analysis.
Objectives and Scope of Work: JBS agrees to provide, by way of inclusion but not
limitation,the following services which are more specifically delineated in Exhibit`B"attached
hereto and made a part hereof for all purposes:
Task 1. Analysis of Water Production Meters and Data;
Task 2. Comprehensive Analysis of Metered Accounts;
Task 3. Analysis of Bulk Water Consumption&Metering;
Task 4. Investigation of Authorized Un-Metered Water Use;
Task S. Analysis of Existing Line Breaks&Historical Leak Data;
Task 6. Field Measurements to Determine Underground Leakage Potential;
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Task 7. Review Policies&Procedures Affecting Meter Efficiency&Revenue;
Task 8. Final Report of Water Distribution System Audit.
1.05 REQUIRED REPORTS
JBS agrees to provide City with either a written or oral report each month, at City's !
designation,detailing status of all activities associated with the assessment.
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JBS agrees to provide City with a detailed final written report, together with all
information gathered during the course of the project. Additionally, JBS agrees to provide City
Council and City Staff with an oral presentation of such detailed final written report, at City's
designation and at no additional cost to City.
1.06 LIMITATION TO SCOPE OF WORK
JBS and City agree that the scope of work to be performed is generally enumerated in
Section 1.04 herein and is specifically enumerated in Exhibit "B" attached hereto and made a
part hereof for all purposes. Notwithstanding anything in this Agreement to the contrary, all
parties further agree that City retains full and absolute discretion and authority for all funding
decisions,and all such decisions will be based solely on criteria accepted by City which may be
influenced by but shall not be dependent on JBS's work.
1.07 OBLIGATIONS OF CITY
Obligations of City shall be as delineated in Exhibit"A"attached hereto and incorporated
herein by reference,and as recited in this section:
1. City shall assist JBS by providing available non-confidential information and data
pertinent to the project,including but not limited to previous reports;
2. City shall provide meter readings and printouts of all bulk water meters served by
City,such data to be in spreadsheet format if available;and City shall obtain copies of bulk water
clients' monthly meter readings for comparison purposes;
3. City shall provide a person knowledgeable of meter locations/installations to f
assist JBS during the execution of the following two tasks: large meter inspections, and data
logging;
4. City shall provide test data of all large meters (including bulk water) tested by
City or by other contractors during the preceding three(3)years;
5. City shall arrange for access by JBS onto public and private property as required
by JBS in order to perform its services;
6. City shall give prompt written notice to JBS whenever City observes or otherwise
becomes aware of relevant developments that would affect the scope or timing of JBS's services
hereunder. Additionally, City shall give prompt written notice to JBS under Section 1.03 herein
regarding any defects in the work or services performed by JBS;
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7. City shall be responsible for providing general assistance and supervision in the I
conduct of the investigations;
8. City shall be responsible for furnishing warning devices, i.e. lights and barricades,
for the protection of the general public and for the protection of JBS's instruments;
9. City shall be responsible for furnishing and installing corporation stops at the
points designated by JBS for meter testing purposes;
10. City shall be responsible for notifying officials and customers of possible
temporary reduction or curtailment of water service;
11. City shall be responsible for providing competent personnel to operate water
plant,wells,and valves in connection with JBS's flow studies;
12. City shall be responsible for providing a meter reader to show JBS locations of
meters to be inspected;
13. City shall be responsible for providing JBS with a billing database and line break
history in an acceptable format for analysis.
1.08 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving JBS a written notice of termination at the end of its then-current fiscal year.
1.09 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to JBS
will be made within thirty(30)days of the day on which City receives the performance,supplies,
materials, equipment, and/or deliverables, or within thirty (30) days of the day on which the
performance of services was complete, or within thirty (30) days of the day on which City
receives a correct invoice for the performance and/or deliverables or services,whichever is later.
JBS may charge a late fee of one percent (1%) for payments not made in accordance with this
prompt payment policy;however,this policy does not apply to payments made by City if:
1. There is a bona fide dispute between City and JBS concerning the supplies,
materials or equipment delivered or services performed which causes the payment to be late;or
2. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds;or
3. There is a bona fide dispute between any of the parties and subcontractors or
between a subcontractor and its suppliers concerning supplies,materials,or equipment delivered
or the services performed which causes the payment to be late;or
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4. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
1.10 TERMINATION
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This Agreement may be terminated for any of the following conditions:
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1. By City for reasons of its own, with or without cause, and not subject to the �
mutual consent of any other party, such written termination notice to be given to the other parties
not less than thirty(30)days prior to termination.
2. By mutual agreement and consent of all parties,such agreement to be in writing.
3. By City for failure by the other party or parties to perform the services set forth Ii
herein in a satisfactory manner, such termination notice to be given in writing to the other
parties.
4. By any party for failure by any other party to fulfill its obligations as set forth
herein.
5. By satisfactory completion of all services and obligations described herein.
Should City terminate this Agreement as herein provided,no fees other than fees due and
payable at the time of termination shall thereafter be paid to any other party. In determining the
value of the work performed by any other party prior to termination, City shall be the sole judge.
Compensation for work at termination shall be based on percentage of work satisfactorily
completed to that time. Should City terminate this Agreement under this Section 1.10(1), the
amount charged during the thirty (30) day notice period shall not exceed the amount charged
during the preceding thirty(30)days.
If any party defaults in performance of this Agreement or if City terminates this
Agreement for default on the part of one of the other parties,then City shall give consideration to
the actual costs incurred by the other parties in performing the work to the date of default. The
cost of the work that is useable to City, the cost to City of employing another firm to complete
the useable work,and other factors will affect the value to City of the work performed at the time
of default.
The termination of this Agreement and payment of an amount in settlement as set forth
above shall extinguish all rights,duties,and obligations of City and the terminated party to fulfill
contractual obligations. Termination under this section shall not relieve the terminated party of
any obligations or liabilities which occurred prior to cancellation.
1.11 INDEPENDENT CONTRACTOR STATUS
JBS is an independent contractor, and is not City's employee. JBS's employees or
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subcontractors are not City's employees. This Agreement does not create a partnership,
employer-employee, or joint venture relationship. No party has authority to enter into contracts
as agent for the other parties. JBS and City agree to the following rights consistent with an
independent contractor relationship:
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1. JBS has the right to perform services for others during the term hereof.
2. JBS has the sole right to control and direct the means, manner and method by
which services required by this Agreement will be performed.
3. JBS has the right to hire assistants as subcontractors, or to use employees to
provide the services required by this Agreement.
4. JBS or its employees or subcontractors shall perform the services required
hereunder,and City shall not hire,supervise,or pay any assistants to help JBS.
5. JBS nor its employees or subcontractors shall receive training from City in skills
necessary to perform services required by this Agreement.
G. City shall not require JBS or its employees or subcontractors to devote full time to
performing the services required by this Agreement.
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7. Neither JBS nor its employees or subcontractors are eligible to participate in any
employee pension,health,vacation pay,sick pay,or other fringe benefit plan of City.
1.12 NON-SOLICITATION
All parties hereto agree that they shall not directly or indirectly solicit for employment,
employ,or otherwise retain staff of the others during the term of this Agreement.
1.13 CONFIDENTIALITY
Any programs, data, or other materials furnished by City for use by the parties in
connection with sei vices to be performed under this Agreement shall remain the sole property of {
City and shall be held in confidence by the parties as set forth hereunder. All parties agree to
hold all confidential information in the strictest confidence and not make any use thereof other
than for the performance of this Agreement. Notwithstanding the foregoing, the parties
recognize and understand that City is subject to the Texas Public Information Act and its duties
run in accord therewith.
1.14 SERVICES WARRANTIES
JBS warrants that all services performed hereunder shall be performed consistent with
generally prevailing professional or industry standards, and shall be performed in a professional
and workmanlike manner. JBS shall re-perform any work not in compliance with this warranty.
City shall report any deficiencies in JBS's services to JBS in writing within one hundred twenty ;
(120) days from successful implementation and acceptance of the work to receive warranty
remedies.
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1.15 INDEMNIFICATION
JBS agrees to hold harmless, exempt, and indemnify City, its officers, agents, servants
and employees, from and against all suits, actions, legal proceedings, demands, costs, expenses,
losses, damages, attorneys fees, and claims, and any and all other costs and fees incident to any
work done as a result of this Agreement arising as a result of actions by it and its agents and
subcontractors during its performance pursuant to this Agreement.
1.16 ASSIGNMENT AND DELEGATION
No party may assign any rights or delegate any duties under this Agreement without the
other party's prior written approval.
1.17 LOCAL,STATE AND FEDERAL TAXES
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JBS shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred I
while performing services under this Agreement. City will not do the following: i
1. Withhold FICA from JBS's payments or make FICA payments on its behalf;
2. Make state and/or federal unemployment compensation contributions on JBS's
behalf;or
3. Withhold state or federal income tax from any of JBS's payments.
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1.18 NOTICES j
All notices and other communications in connection with this Agreement shall be in f
writing and shall be considered given as follows:
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1. When delivered personally to the recipient's address as stated in this Agreement;
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2. Three (3) days after being deposited in the United States snail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to JBS:
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JBS Water,Inc.
Attention:James B. Smith
4715 Strack Road,Suite 114
Houston,Texas 77069
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Notice to City:
City of Round Rock
Attention: Steve Norwood,City Manager
221 East Main Street
Round Rock,Texas 78664-5299
AND TO:
City Attorney's Office
Attention: Stephan L. Sheets,City Attorney
309 East Main Street
Round Rock,Texas 78664
Nothing contained in this section shall be construed to restrict the transmission of
routine communications between representatives of City and JBS.
1.19 APPLICABLE LAW
The laws of the State of Texas shall govern this Agreement. Venue shall lie in
Williamson County,Texas.
1.20 EXCLUSIVE AGREEMENT.
The terms and conditions of this Agreement, including the exhibits listed below,
constitute the entire agreement between the parties and supersede all previous communications,
representations, and agreements, either written or oral, with respect to the subject matter hereof.
No modifications of this Agreement will be binding on any of the parties unless
acknowledged in writing by the duly authorized representative for each party.
This Agreement may be executed in multiple counterparts, which taken together shall be
considered as one original.
1.21 DISPUTE RESOLUTION
If a dispute arises under this Agreement, the parties agree to first try to resolve the
dispute with the help of a mutually selected mediator. If the parties cannot agree on a mediator,
City shall select one mediator and JBS shall select one mediator and those two mediators shall
agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the '
mediation shall be shared equally by the parties.
City and JBS hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14)or any applicable state arbitration statute.
8
i
1.22 ATTORNEY FEES
In the event that any lawsuit is brought by one party against any of the other parties in
connection with this Agreement, the prevailing party shall be entitled to seek to recover its
reasonable costs and reasonable attorney fees.
1.23 FORCE MAJEURE
Notwithstanding any other provisions of this Agreement to the contrary,no failure, delay
or default in performance of any obligation hereunder shall constitute an event of default or a
breach of this Agreement, only to the extent that such failure to perform, delay or default arises
out of causes. beyond control and without the fault or negligence of the party otherwise
chargeable with failure, delay or default; including but not limited to acts of God,acts of public
enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes,natural disasters
or other casualties, strikes or other labor troubles, which in any way restrict the performance
under this Agreement by any one or all of the parties.
1.24 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of provision of this Agreement void shall in no
way affect the validity of enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion of
provision held to be void. The patties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this Article shall not prevent this entire Agreement from '
being void should a provision which is of the essence of this Agreement be determined void.
1.25 GENERAL AND MISCELLANEOUS
The section numbers and headings contained herein are provided for convenience only
and shall have no substantive effect on construction of this Agreement.
No purchase order or other ordering document that putpoAs to modify or supplement the
printed text of this Agreement or any schedule, exhibit or addendum shall add to or vary the
terms of this Agreement. All such proposed variations or additions (whether submitted by JBS
or City)are objected to and deemed material unless properly agreed to in writing.
Except for contractual obligations recited herein, no party shall be liable for any failure
due to causes beyond its control. The failure of a party to exercise any.right hereunder shall not i
operate as a waiver of said party's right to exercise such right or any other right in the future.
To expedite order processing, transmitted copies are considered documents equivalent to
original documents; however, City agrees to provide the other parties with one fully executed
original Agreement.
h
9
IN WITNESS WHEREOF, all parties have executed this Agreement on the dates
indicated.
CITY qf ROUND ROCK,TEXAS
By:
m
Title:
DateSigned: . a?A-IZ.
FOR CITY,ATTEST:
• ycAery.
Date Signed:
FOR Y,APPRO D AS TO FORM:
Stephan . Sheets,City Attorney
JBS WATER,INC. dba JBS ASSOCIATES
By:
Title:
Date Signed:�� Z 6, Za l
I1
I
10
Exhibit A "Services to be Performed by City"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
for
City of Round Rock, Texas
The City is not expected to provide any "services" as part of this project, other than to
provide the data necessary to conduct the water audit and meter management study and
to provide appropriate Utilities Dept. staff to assist in the large meter inspection,
production meter testing and meter data logging tasks.
The night flow test is to be conducted by the Utilities Department, with support and
advice from the Consultant. The results of this test will be an integral part of the final
water loss analysis.
The following obligations are outlined to identify the support needed from the City in
order to successfully complete this study.
OBLIGATIONS OF CITY
1. City shall assist JBS/Consultant by providing available non-confidential information
and data pertinent to the project, including but not limited to previous reports.
2. Provide meter readings and printouts of all bulk water meters served by the City.
Provide data in spreadsheet format. Obtain copies of the bulk water clients'
monthly meter readings for comparison purposes.
3. Large Meter Inspections and Data logging: Provide a person knowledgeable of
meter locations/installations to assist the Consultant during the execution of these
two tasks.
4. Provide test data of all large meters (including Bulk water)tested by City or by
contractors in the last 3 years.
5. City shall arrange for access by JBS/Consultant onto public and private property as
required by JBS/Consultant in order to perform its services.
6. City shall give prompt written notice to JBS/Consultant whenever City observes or
otherwise becomes aware of relevant developments that would affect the scope or
timing of JBS/Consultant's services hereunder. Additionally, City shall give prompt
written notice to JBS/Consultant under Section 1.3 herein regarding any defects in
the work or services performed by JBS/Consultant;
JBS Water, Inc -2011-2012
7. City shall be responsible for providing general assistance and supervision in the
conduct of the investigations.
8. City shall be responsible for furnishing warning devices, i.e. lights and barricades,
for the protection of the general public and for the protection of JBS/Consultant's
instruments.
9. City shall be responsible for furnishing and installing corporation stops at the points
designated by JBS/Consultant for production meter testing purposes.
10. City shall be responsible for notifying officials and customers of possible temporary
reduction or curtailment of water service.
11. City shall be responsible for providing competent personnel to operate water plant,
wells and valves in connection with JBS/Consultant's flow studies;
12. City shall be responsible for providing a meter reader to show JBS/Consultant
locations of meters to be inspected.
13. City shall be responsible for providing JBS/Consultant with a billing database and
line break history in an acceptable format for analysis as in past projects.
JBS Water, Inc -2011-2012
Exhibit B "Services to be Performed by Engineer"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
for the
City of Round Rock, Texas
Scope of Work
TASK 1 -Anal sis of Water Production Meters and Data
The first step, in evaluating the water system, will be
verification of available historical data representing the
quantities of water produced or pumped for distribution.
This information, along with the data provided from other
tasks, will be compared with the data from the previous
audit. These comparisons will identify where recent
actions by the City have produced tangible benefits in the
metered ratio and/or where further action is required.
We will review the methods currently used to measure,
report and record the amount of water produced.
We will survey the meter type, capacity range and
installation suitability for each metering location. Our
quantitative analyses of water production data shall include:
A. Evaluating production meter installations as they may adversely affect
meter accuracy and reliability.
B. Verifying historical water production data since the last audit was
completed.
C. Production meter accuracy will be determined with in field testing. A
pitot rod, time-volume, and/or a transit-time ultra-sonic test technique,
alone or in combination, will be used to test the accuracy of each meter.
This will re-establish a baseline for comparing system wide water
accountability.
The analysis of existing water production data will confirm that the produced water data
are credible for determining the volumes and percentages of water loss. The accuracy of
JBS Water, Inc -2011-2012
production data is critical to the overall audit as it provides the base-line against which all
other water use data are referenced.
TASK 2 - Comprehensive Analysis of Metered Accounts
This task is vital to the study, because the high
potential value of non-revenue water (NRW) due to
meter inaccuracies is recoverable at applicable retail
water and wastewater rates.
�l
To begin the utility shall extract utility billing data for
all active metered customer accounts for the most lig
recently available 36 billing periods, and will provide
that data to JBS Associates on disk in either comma-
delimited ASCII, spreadsheet, or .dbf format similarly
to that provided for prior JBS audits in Round Rock.
JBS Associates will perform the following tasks:
1. JBS will confirm and compare the summary of metered sales quantities with
measured water production volumes and analyze that data on monthly, quarterly and
annualized bases.
2. Every active metered account will be reviewed. No-use, low-use, and high-use
accounts will be tagged to facilitate further investigation and follow-up. JBS will
determine the Meter Utilization Index (MUI) for each active water account and will
cross reference meter age and meter route to meter type. Active accounts will be
reviewed in detail so that those meters having the greatest potential for inaccuracy,
application or sizing problems may receive prioritized attention. Meter sizing for high
use small meter accounts and meters 1-inch and larger will be sized according to
usage history. Special attention will be given to multi-unit and commercial accounts.
3. On-site field inspections will be made on all Lk I A-*.,ft-POW Sw-:' WAMWO
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existing customer meters 3-inch and larger that "c`ry aws$Gdx.ss x.rr
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have been installed since the last audit was " ' ' sumfiA Cana &_ %Oe WY.M=
completed. These meter installations will be `"'r""~',a r Rls...elJr..rM.J,o,Y.e.u.wrr„{' " r
Yw Yw Yw Ib C{k Yw Yw fat&9MM &"W&aIMt
inspected, evaluated, photographed and
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reported in the Large Meter section of the Final
Report. The large meter photo database
developed by JBS in past audits will be updated
with the new installations. Installation problems
will be noted and recommendations for
corrections will be offered.
Recommendations for large meter maintenance and replacement frequencies will be
determined for each account.
4. A separate analysis of the bulk water meters will be undertaken. This may entail
additional investigations in the field requiring support from Utilities Department to
provide additional access points or to coordinate meter tests.
JBS Water, Inc -2011-2012
5. If indicated by the sizing analysis, JBS may
install portable data loggers installed on ...VVMSONCWMML.1)110-TEPA VISTA 02
select meters so that extended hourly flow
patterns may be developed. This
information will be used to check the sizing
analysis generated by the computer model.
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In addition, the consumption history will be
analyzed by meter brand, size and age, and 1:
a complete cost analysis will be prepared.
IN IM.
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6. In order to help fine tune system operations,
water and sewer tariffs will be built into each account which will be used in the cost
analysis for meter replacement and testing. The City's large meter testing program
will be reviewed to ensure that best methods for in-house testing are implemented.
Divdb" of Usag.
7. JBS will complete a distribution of usage
review for each account category and
meter size.
7
8. Meter reading and billing procedures will
be reviewed and recommendations will
be submitted.
9. Meter replacement and payback periods will be determined for each meter size,
based on actual projected usage, meter cost, water rates, and meter reading
method.
TASK 3 - Analysis of Bulk Water Consumption & Metering
1. JBS will review current metering practices for the City's bulk water customers
to ascertain the level of precision, taking special consideration of the udeduct"
meters. This will include consideration of the changes implemented since the
2007 water audit.
2. Some of the meter related analysis concerning these customers will be
addressed in Task #2. However specific inspection of these meter
installations will include review of the meter readings and calculations, as well
as determination of the respective zones of influence of each meter, data
logging of individual meters to determine typical flow rates and consumption
patterns. There are over 19 meter locations affected by this task.
3. Additionally it may be necessary to conduct flow measurements
independently of each meter to determine whether all flow is accounted for at
the existing metering points. These flow measurements will be coordinated
with the Utilities Department.
JBS Water, Inc -2011-2012
4. Further study may entail obtaining records from the individual bulk customers
to corroborate data. We will require the City's support in this matter.
TASK 4 - Investigation of Authorized Un-Metered Water Use
JBS will review reporting procedures concerning areas of non-revenue water usage such
as flushing, street and sewer maintenance, contractor use, fire-fighting and training, and
other municipal activities where authorized unmetered use of water may be occurring.
TASK 5 - Analysis of Existing Line Breaks &Historical Leak Data
We will collect and compile available existing work
order records of reported line breaks and leaks. The 1.•. •
data will be analyzed for possible correlations that
,,
may help establish priorities for any anticipated ,
replacement of water distribution and service lines as � ,t` •" .
well as possible future underground leak detection
surveys. The results of Tasks 5 and 6 are of
particular interest as the City has undergone
substantial service line replacement and water mains
replacement that has led to an apparent reduction in
the incidence of visible leaks repaired by the Line Maintenance Department.
The severe drought of 2010-2011 has contributed to a significant increase in line breaks
throughout the Round Rock water system. Due to pipe depth and local conditions, not all
such leaks surface and are reported for repair. It is likely that in some areas there
remains a residual of leaks yet to be identified.
TASK 6 - Field Measurements to Determine Underground Leakage
Potential
1. Applying knowledge gained on previous
projects, the City's water distribution system �� 5
a'
maps will be reviewed to plan to nighttime
flow measurements of the water system.
Where feasible and practical, and with
Utilities Department's input, the distribution
system will be sub-divided to determine
leakage potential in each pressure zone.
2. Field measurements will be made in the early
morning hours for the purpose of determining how much of the total water loss might
be attributable to underground leakage. It is important to undertake these
measurements early in the winter to minimize the impact of sprinkler irrigation use.
3. By taking observed flow measurements, population, system statistics and observed
nighttime consumption into consideration, an estimated flow rate due to underground
leakage can be developed. Combined with the line break history analysis, this
information will be used to determine if and where a physical leak detection survey
might be cost-effective.
JBS Water, Inc -2011-2012
4. For this task, accurate distribution system information (maps and/or local knowledge)
will be required. Distribution system flow measurements are useful only when the
entire distribution system or separate sectors can be isolated.
This task should be accomplished in the winter months to obtain the results before water
customers begin extensive sprinkling and irrigation of yards and green areas.
TASK 7 - Review Policies &Procedures Affecting Meter Efficiency&
Revenue
JBS will review existing policies, procedures and standards that may be adversely
affecting water accountability, water utility revenues and metering system costs over the
long term.
Meter sizing, selection, installation and accessibility to facilitate periodic meter testing
and maintenance, meter reading and billing are some of the issues that have long-term
consequences that must be addressed in order to assure the benefits of the audit shall
extend well into the future.
TASK 8 - Final Report of Water Distribution System Audit
JBS will prepare and present a written Final Report of water audit findings, conclusions,
and recommendations generated by the audit, including compilations of data collected
during the audit in written and CD-ROM media.
The Final Report will be presented in person to City staff to provide an opportunity to ask
questions and assure full understanding of the recommendations and results generated
by this study.
JBS Water, Inc -2011-2012
Exhibit C "Work Schedule"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
City of Round Rock, Texas
RR Work Schedule by Task
(Assumes December 15 2011 Start)
a
# TASK DESCRIPTION Start Date End Date
1 Analysis of Water Production Meters& Data 26 22-Jan-12 17-Feb-12
2 Comprehensive Analysis of Metered Accounts 112 2-Jan-12 23-Apr-12
2.1 Large Meter Inspections 12 3-Jan-12 15-Jan-12
2.2 Data Logging of Selected Large Meters 19 20-Jan-12 8-Feb-12
3 Analysis of Bulk Water Consumption & Metering 8 9-Jan-12 17-Jan-12
4 Investigation of Water Lost through Un-Metered Use 12 10-Feb-12 22-Feb-12
5 Analysis of Existing Line Breaks& Historical Leak Data 26 20-Feb-12 17-Mar-12
6 Field Measurements to Determine Underground 10 15-Dec-11 25-Dec-11
Leakage Potential
7 Review Policies& Procedures Affecting Meter Efficiency 9 15-Mar-12 24-Mar-12
& Revenue
8 Final Report of Water Distribution System Audit 30 14-Apr-12 14-May-12
Total 123 15-Dec-11 14-May-12
JBS Water, Inc -2011-2012
Task #
o5iN ns
.1h. W W
12-Dec-11
co
19-Dec-11 ............. ......................
..........
26-Dec-11 ...... O
2-Jan-12
o CL
9-Jan-12 ................................. ....................
ry
o 0
16-Jan-12
0 0
.......................................
23-Jan-12tn
CL c
30-Jan-12 3
—t X.......- ...... o 0 ,02.
6-Feb-12
0
....................................................................... ..............--------
13-Feb-12 -0
20-Feb-12
27-Feb-12 C)
Pr cn
5-Mar-12 ...... ------..................... ............... .......... ........ CA CA
12-Mar-12
...............
CD
CL r
19-Mar-12
.......... ...................... ..........--.-............................ ................... (D
26-Mar-12 ............
O cr
2-Apr-12 .............. --------------- .......... .._.
9-Apr-12 -------------
........... .......... ........----------.........
- ............. ....................
16-Apr-12N 7C
23-Apr-12
30-Apr-12
7-May-12 ..............
14-May-12
SUWON,
EXHIBIT D
FEE SCHEDULE
Water Distribution System Audit & Meter Management Analysis
Our fee for conducting and completing the Professional Services as described in the forgoing Scope of
Work(Schedule 8)will not exceed$74,950(Lump Sum/Fixed Fee),including all expenses normally
associated with the described work.A summaryfee schedule is provided below.
Total Taal Other
Task Labor Hours Loaded Labor Cost Direct Costs Subconwltants TOTALS
1 Analysis of Water Production Meters&Data 108 $8,525 $600 $0.00 $9,125
2 Comprehensive Analysis of Metered Accounts 154 $12,499 $1.350 $0.00 $13,849
3 Analysis of Bulk Water Consumption&Metering 68 $5,583 $600 $0.00 $6,183
4 Irrvestigation of Authorized Un-Metered Water Use 80 $6,751 $250 $0.00 $7,001
5 Analysis of Existing Line Breaks&Historical Leak Data 80 $6,683 $600 $0.00 $7,283
6 Field Measurements to Determine Leakage Potential 56 $4,606 $600 $0.00 $5,206
7 Review Policies&Procedures re-,NRW 44 $3,671 $250 $0.00 $3,921
8 Final Report of Water Distribution System Audit 183 $14,664 $1,100 $0.00 $15,764
9 Pro t Man meat 60 $6,353 $250 1 $0.00 1 $6,603
GRAND TOTAL: 1 833 1 $69,334 $5,600 $0.00 S7;,g34
JBS Water, Inc -2011-2012
Exhibit E "Certificate of Insurance"
Professional Services
Comprehensive Water Distribution System Audit &
Meter Management Analysis
for the
City of Round Rock, Texas
Certificate of Liability Insurance
Please find attached Certificate issued by the Hartford Insurance Co. and its agent, the
Weatherton-Cole Insurance Agency of Houston, Texas.
It should be noted that JBS Water, Inc. (dba JBS Associates) is a principals only
organization, with no employees. There is no requirement to cant'Workers
Compensation in the State of Texas.
JBS Water, Inc -2011-2012
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'''r1 RL' CERTIFICATE OF LIABILITY INSURANCE
TINS CERTIFICATE B ISSUED AS A NATTER OF IIFORBATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDETL THIS
CERTIFICATE DOES NOT AFFMATIVELY OR NEGATIVELY AMEND. EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFlCATE OF MO R ANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING NNSURERIS),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLM.
IMPORTANT If the eerti6caie holder is an ADDITIONAL.INSURED.the pah"fiesj must be endorsed. f 3UBROGATON IS WAIVED,subject W
the beros and conditions of the policy,certain policies may rmNie an endorserneaL A statin oeM on this certificate does not caoier rw is to the
cm0kate holder in Herr of such mdorsupenft
PRODUCER
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Janice Y.Weaealheerboa
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INSURED JBS Water lone nAauABrA:Hartlord Insurance Combparty
4715 Strack Rd Suite 114 mmummisMartford bisurance Company
Houston,TX 77063
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COVERAGES CERTIFICATE MAIIBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICE3 Of INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTVIIITHSTANDINGS ANY REQUIREMENT.TERM OR CONDITION Of ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN.THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 13 SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS-
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CERTIFICATE HOLDER CANCELLATION
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SHOULD AMI'OF THE ABOVE DESCMW POLICES BE CANCELLED BEFM
THE 191PIIATIONN DATE THEREOF. NOTICE WILL BE DELNERED M
City of Round ROCU ACCORDANCE WITH THE POLICY PRO44MONS.
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JBS Water, Inc -2011-2012
ffiUNDROCK TEXAS City Council Ala Summary Sheet
PURPOSE.PARS M PRosP9(C1C
Agenda Item No. 10E2.
Consider a resolution authorizing the Mayor to execute Agreement for Professional
Services for Comprehensive Water System Distribution System Audit and Meter
Agenda Caption: Management Analysis" with JBS Water, Inc.dba JBS Associates.
Meeting Date: February 9,2012
Department: Utilities and Environmental Services
Staff Person making presentation: Michael Thane
Utilities Director
Item Summary:
This agreement will provide the City of Round Rock with a diagnosis of unaccounted-for water loss in the water
distribution system and identify additional cost savings and efficiencies. The audit is designed to help the City
reduce the balance of water loss as cost effectively as possible and places emphasis on the meter management,
meter sizing, and bulk meter aspects, as well as leakage. In evaluating the water system, JBS will verify available
historical data representing the quantities of water produced or pumped for distribution. This evaluation identifies
where actions needed to be taken by the City to reduce losses in the system. Considerable savings in water loss and
associated costs could be achieved through implementation of the audit conclusions. JBS Associates conducted the
past three water distribution system audits for the City of Round Rock, with the latest being conducted in 2007. It is
assumed that unaccounted-for water is 75% contributable to leakage losses and 25% associated with metering,
meter reading,theft, and billing. The City conducts this extensive audit of the water distribution system and meter
management analysis every five years.
Cost: $74,934
Source of Funds: Utility Fund
Date of Public Hearing(if required): N/A
Recommended Action: Approval