R-02-02-28-12E2 - 2/28/2002March 7, 2002
Mr. James Schiele,Vice President
JBS Associates, Inc.
4715 Strack Road, Suite 100
Houston, TX 77060
Sjrl cerely,
/i!s
Mayor
Robert A. Saliba, Ja
Mayor Pratem.
Tom Nielson
Council Martinis
Alan McGraw.
Carrie Pitt
Earl Palmer
Isabel Gallahan
Gary Coe
City Manager
Robert L: Bennett, Jr.
City Attorney
Stephan L Sheets
ITY OF ROUIVI� ROCK
221 Main Simi
i ciundROCX T6ias 78664
• 51 21'8 =5460 .
Dear Mr. Schiele:
The Round Rock CityCouncil approved Resolution No. R-02- 02- 28 -12E2 at their
regularly scheduled meeting on February 28, 2002. This resolution approves the
Consulting. Agreement for Comprehensive Water Distribution Audit and Meter
Management Analysis for the City of Round Rock.
Enclosed is a copy of the resolution and the original Agreement for your files. Hyatt have .
any questions, please do not hesitate to contact Jim Nuse at 341-5560.
Christine R. Martinez
City Secretary
Enclosure
Fax: 512 -218 -7097
1 -800- 735 -2989 TDD - - 1 -800- 735 -2988 Voice
www.ci.round- rock.lx.us - -
CITY OF ROUND ROCK CONSULTING AGREEMENT
FOR PROFESSIONAL SERVICES FOR COMPREHENSIVE WATER
DISTRIBUTION SYSTEM AUDIT AND METER MANAGEMENT ANALYSIS
RECITALS:
ORIGINAL
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 Associates, Inc. ( "JBS" or "Consultant "), whose
offices are located at 4715 Strack Road, Suite 100, Houston, Texas 77069.
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 previously contracted with JBS /Consultant in January 1997 for Phase l of a
Water Leak Detection Program, which inspection detected leaks whose repair subsequently saved
City approximately $120,000 each year, and
WHEREAS, City previously contracted with JBS /Consultant in February 1998 for Phases 2
and 3 of a Water Leak Detection Program, which inspections detected leaks whose repair
subsequently saved City approximately $173,000 each year, 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 /Consultant 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.
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hereof.
The term of this Agreement shall be for twelve (12) months beginning from the effective date
It is expressly acknowledged by JBS /Consultant that JBS /Consultant has agreed to complete
all work within one hundred twenty (120) calendar days following the date work is begun. It is
further expressly acknowledged by and between the parties hereto that work shall begin within seven
(7) calendar days of execution of this Agreement.
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 /Consultant, City agrees
to pay JBS /Consultant a not -to- exceed total sum of Forty -nine Thousand Five Hundred and No /100
Dollars ($49,500.00), in accordance with this fixed -fee Agreement.
In addition, City agrees to pay specified expenses only as enumerated on Exhibit B attached
hereto and made a part hereof for all purposes.
JBS /Consultant's compensation for professional services shall not exceed, without written
consent, the amounts indicated in this Agreement and exhibits. City shall pay, strictly within the
confines of the not -to- exceed sum recited herein, JBS /Consultant's professional fees for work done
on behalf of City.
City shall pay the actual expenses of necessary travel associated with this Agreement, but
City shall not pay any markup for travel expenses. IBS/Consultant shall ensure that travel expenses
are reasonable, and IBS/Consultant agrees that City shall not reimburse any travel expenses for travel
within two (2) hours travel -time to and from Round Rock, Texas.
1.03 TERMS OF PAYMENT
To receive payment on a percentage -of- completion basis, JBS /Consultant 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 IBS/Consultant within thirty (30) days after receipt of
invoice. In the event of any dispute regarding the work performed, then and in that event
JBS /Consultant shall either (a) satisfactorily re- perform the disputed services or (b) provide City
with an appropriate credit.
1.04 OBJECTIVES AND SCOPE OF WORK
MS/Consultant contracts to work with City to conduct a Comprehensive Water Distribution
System Audit and Meter Management Analysis.
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Objectives and Scope of Work: JBS /Consultant agrees to provide, by way of inclusion
but not limitation, the following services which are more specifically delineated in Exhibit A
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 and Metering;
Task 4. Investigation of Water Lost Through Unmetered Use;
Task 5. Field Measurements to Determine Underground Leakage Potential;
Task 6. Analysis of Existing Line Breaks and Historical Leak Data;
Task 7. Preparation of Staff for In -House Water Loss Control Program;
Task 8. Final Report of Water Distribution System Audit.
1.05 REQUIRED REPORTS
JBS /Consultant 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.
JBS /Consultant agrees to provide City with a detailed final written report, together with all
information gathered during the course of the project. Additionally, JBS /Consultant 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 /Consultant 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 A 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 /Consultant's work.
1.07 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;
3
2. City shall arrange for access by JBS /Consultant onto public and private property as
required by JBS /Consultant in order to perform its services;
3. 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 ofJBS/Consultant's services hereunder. Additionally, City shall give prompt
written notice to JBS /Consultant under Section 1.03 herein regarding any defects in
the work or services performed by JBS /Consultant;
4. City shall be responsible for providing general assistance and supervision in the
conduct of the investigations;
5. 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;
6. City shall be responsible for furnishing and installing corporation stops at the points
designated by JBS /Consultant;
7. City shall be responsible for notifying officials and customers of possible temporary
reduction or curtailment of water service;
8. City shall be responsible for providing competent personnel to operate valves in
connection with JBS /Consultant's flow studies;
9. City shall be responsible for providing a meter reader to show JBS /Consultant
locations of meters to be inspected;
10. City shall be responsible for providing JBS /Consultant with a billing database and
line break history in an acceptable format.
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 /Consultant 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 /Consultant 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
4
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 /Consultant 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 in the
event:
1. There is a bona fide dispute between City and JBS /Consultant conceming the
supplies, materials, or equipment delivered or the 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
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
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 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
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 by 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
5
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 /Consultant is an independent contractor, and is not City's employee. JBS /Consultant's
employees or 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 /Consultant and City agree to the following rights consistent with an
independent contractor relationship:
1. JBS /Consultant has the right to perform services for others during the term hereof.
2. JBS /Consultant 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 /Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement.
4. JBS /Consultant or its employees or subcontractors shall perform the services required
hereunder, and City shall not hire, supervise, or pay any assistants to help
JBS /Consultant.
6. JBS /Consultant nor its employees or subcontractors shall receive training from City
in skills necessary to perform services required by this Agreement.
7. City shall not require JBS /Consultant or its employees or subcontractors to devote
full time to performing the services required by this Agreement.
8. Neither JBS /Consultant 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.
6
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 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 /Consultant 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 /Consultant shall re- perform any work not in compliance with this
warranty. City shall report any deficiencies in JBS /Consultant 's services to JBS /Consultant in
writing within one hundred twenty (120) days from successful implementation and acceptance of the
work to receive warranty remedies.
1.15 INDEMNIFICATION
JBS /Consultant 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
JBS /Consultant 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 /Consultant's payments or make FICA payments on its
behalf;
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2. Make state and/or federal unemployment compensation contributions on
JBS /Consultant's behalf; or
3. Withhold state or federal income tax from any of JBS /Consultant'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
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 Associates, Inc.
Attention: James Schiele
4715 Strack Road, Suite 100
Houston, Texas 77069
Notice to City:
City of Round Rock
Attention: Robert L. Bennett, 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 /Consultant.
1.19 APPLICABLE LAW
The laws of the State of Texas shall govern this Agreement. Venue shall lie in Williamson
County, Texas.
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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 /Consultant 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 /Consultant 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.
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.
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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 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 /Consultant 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
original documents; however, City agrees to provide the other parties with one fully executed
original Agreement.
By:
IN WITNESS WHEREOF, all parties have executed this Agreement on the dates indicated.
Date Signed:
JBS AS . , ES, INC.
J
Da e Si
c iele, ice President
10
Christine R. Martinez, City Secretary
Date Signed: ?-?8-o2
JBS Associates, Inc.
Scope of Work
1 EXHIBIT 1
IIAII
Professional Services Proposal
Comprehensive Water Distribution System Audit
& Meter Management Analysis
January 25, 2002
TASK 1- Analysis of Water Production Meters and Data
City of Round Rock, Texas
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. Documents reflecting the
amounts of source water for at least the most recent three years will be reviewed, if available,
and a physical inspection will be made of the meters through which water production is being
measured.
We will survey the meter type, capacity range and installation suitability for each metering
location.
The analysis of water production data will include:
1. Identification of possible meter installation problems that may adversely affect meter
accuracy, longevity and accessibility for proper maintenance and in -place testing.
2. Confirmation of appropriate meter sizing and application.
3. Verification of water production data.
4. Verification of meter accuracy by using either pitot rod and/or a transit -time test meter as
determined by the source meter physical installation.
The analysis of existing water production data will confirm that the produced water data are
credible for determining the quantities and percentages of water loss. The accuracy of
JBS -RR Proposal 01 -25-02 1
JBS Associates, Inc. City of Round Rock, Texas
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 unaccounted -for water (UFW)
due to meter inaccuracies is recoverable at applicable retail water and wastewater rates.
JBS Associates will perform the following tasks:
1. The City will extract utility billing
data for each account for the
most recently available
36 -month period, if available,
and will provide that data to
JBS Associates, Inc. on
diskette(s) in either a comma
delimited ASCII format,
spreadsheet or DBF format.
2. 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.
3. All metered accounts will be reviewed. No -use, low -use, and high -use accounts will be
tagged to facilitate further investigation and follow -up. JBS Associates will calculate the
Meter Utilization Index (MUI) for each active water account. Metered accounts will be sorted
by the MUI index so that those meters having the greatest potential for inaccuracy,
application or sizing problems may receive prioritized attention.
4. An on -site large meter inspection will be made of all meters 2- inches or larger.
JBS-RR Proposal 01 -25-02
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5. Each large meter installation will be photographed and incorporated into the large meter
section of the final report. All installation problems will be identified, and recommendations
for corrections will be made. Recommendations for large meter maintenance and
replacement frequencies will be considered.
6. A separate analysis of the bulk water meters will be undertaken. This may entail additional
investigations in the field requiring support from Public Works to provide additional access
points or to coordinate meter tests.
7. If indicated by the analysis, JBS may install portable data loggers installed on certain meters
so that extended hourly flow patterns may be developed. This information may be used to
recalibrate the MUI data generated via the computer. In addition, consumption history will be
analyzed by meter brand, size and age, and a complete cost analysis will be prepared.
8. In order to help fine tune system operations, this task will include analyses of metered
revenues, meter sizes, meter routes, and meter age as they relate to meter reading, billing,
meter replacement and maintenance.
9. JBS will complete an analysis of sales distribution by calculating the number of accounts for
each 1,000- gallon unit sales category as shown in the following example (approximately 6%
of the total customers generated nearly 75% of total sales).
10. Meter reading and billing procedures will be reviewed and recommendations will be
submitted.
JBS -RR Proposal 01 -25-02 3
JBS Associates, Inc.
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
DISTRIBUTION OF SALES - ALL ACCOUNTS
1
1
1
■
1
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•
•
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•
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N N N N N N N N N N M
AVERAGE MONTHLY USAGE K -GAL
MIMI NO. ACCTS CUM% ACCTS —CUM %SALES
300
270
240
210 r
180 g
150 0c
120 a
90 z
60
30
0
11. JBS will review the City's large meter testing procedures and program to ensure that best
methods and meter management techniques for an in -house testing program are
implemented.
12. The existing water rate structure will be reviewed and its overall impact on meter
management will be reported.
13. A cost benefit analysis will be prepared for meters recommended for resizing.
14. 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.
15. Guidelines for meter specification will be prepared for all sizes and types of meters deployed
in the system.
TASK 3 - Analysis of Bulk Water Consumption & Metering
City of Round Rock, Texas
1. JBS Associates will analyze current metering practices for the City's bulk water customers to
ascertain the level of precision, taking special consideration of the "deduct" meters.
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 is a total of 19 individual meters affected by this task.
JBS -RR Proposal 01 -25-02 4
JBS Associates, Inc. City of Round Rock, Texas
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. The City
suspects that there is potential for clandestine connections. These flow measurements will
be coordinated with Public Works.
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 Water Lost through Unmetered 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.
TASK 5 - Field Measurements to Determine Underground Leakage Potential
1. Water distribution system maps will be reviewed to plan to nighttime flow measurements of
the water system. When possible and practical, the distribution system will be sub - divided to
determine leakage potential in each sector.
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.
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. This information may be used to determine if and where a
physical leak detection survey might be cost - effective.
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 early in the study to make data available and to obtain the
results before customers begin extensive sprinkling and irrigation of yards and green areas.
TASK 6 - Analysis of Existing Line Breaks & Historical Leak Data
We will collect and compile available existing records of reported line breaks and leaks. The
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 4 and 5 will be particularly interesting
since the City has undergone substantial service line replacement during the last 5 years that
has led to a reduction in the incidence of visible leaks repaired by the Line Maintenance
Department.
JBS -RR Proposal 01 -25-02 5
f •.
JBS Associates, Inc. City of Round Rock, Texas
TASK 7 - Preparation of Staff for In -House Water Loss Control Program
As the City of Round Rock has grown, certain activities that were not done in -house previously
have become cost effective to do so. The need for the implementation of additional skills and
experience becomes greater. For this reason we propose to conduct staff preparation sessions
in fundamental water loss control methodology based on JBS Associates' years of experience in
hundreds of water utilities in the U.S. and overseas.
As a result of the audit process and after preliminary review of current methods and available
equipment and personnel in Public Works, we will advise as to the specific needs for such a
program. At this time we anticipate that the City staff assigned to meter management and
testing, meter replacement, leak investigation and leak detection will participate with JBS staff in
orientation sessions and field practice. Discussions will also be held concerning new
technologies available, their use and appropriate application as they may pertain to the Round
Rock environment.
TASK 8 - Final Report of Water Distribution System Audit
JBS will prepare a written final report of data collected and analyzed during the audit with
results, conclusions and prioritized recommendations.
The Final Report will be presented in person to allow City staff the opportunity to ask questions
about the results and recommendations presented.
JBS Associates, Inc
Houston, Texas
January 25, 2002
JES -RR Proposal 01 -25-02 6
Exhibit B
Expenses
City shall reimburse Consultant at actual cost for the following expenses that are directly attributable
to authorized work performed under this Agreement:
• Travel expenses other than normal commuting, including airfares, rental vehicles,
and highway mileage in company or personal vehicles at $0.31 cents per mile. All
travel must be approved by the City prior to Consultant incurring travel expenses.
• Meals, not to exceed City's travel per diem.
• Lodging.
• Telephone, fax, online and telegraph charges.
• Postage and courier services.
• Printing and reproduction.
• Photography costs.
• Computer services.
RESOLUTION NO. R- 02- 02- 28 -12E2
WHEREAS, the City of Round Rock desires to retain professional
services for a Comprehensive Water Distribution Audit and Meter
Management Analysis, and
WHEREAS, JBS Associates, Inc. has submitted a Consulting
Agreement for Professional Services to provide said services, and
WHEREAS, the City Council desires to enter into said Consulting
Agreement with JBS Associates, Inc., 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 a Consulting Agreement for Professional Services for
Comprehensive Water Distribution Audit and Meter Management Analysis
with JBS Associates, Inc. a copy of said Consulting Agreement 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.
:: OD MA\ WORLOOX\ o:\ WDO%\ RESOL "TS \00021.1.WPD /r20228ea /sc
A EST:
RESOLVED this 28th day of February, 2002.
CHRISTINE R. MARTINEZ, City Secreta
2
R
A. STLUKA, ., Mayor
City of Round Rock, Texas
CITY OF ROUND ROCK CONSULTING AGREEMENT
FOR PROFESSIONAL SERVICES FOR COMPREHENSIVE WATER
DISTRIBUTION SYSTEM AUDIT AND METER MANAGEMENT ANALYSIS
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 Associates, Inc. ( "JBS" or "Consultant "), whose
offices are located at 4715 Strack Road, Suite 100, Houston, Texas 77069.
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 previously contracted with JBS /Consultant in January 1997 for Phasel of a
Water Leak Detection Program, which inspection detected leaks whose repair subsequently saved
City approximately $120,000 each year, and
WHEREAS, City previously contracted with JBS /Consultant in February 1998 for Phases 2
and 3 of a Water Leak Detection Program, which inspections detected leaks whose repair
subsequently saved City approximately $173,000 each year, 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 /Consultant 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:
RECITALS:
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.
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EXHIBIT
"A11
hereof.
The term of this Agreement shall be for twelve (12) months beginning from the effective date
It is expressly acknowledged by JBS /Consultant that JBS /Consultant has agreed to complete
all work within one hundred twenty (120) calendar days following the date work is begun. It is
further expressly acknowledged by and between the parties hereto that work shall begin within seven
(7) calendar days of execution of this Agreement.
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 /Consultant, City agrees
to pay JBS /Consultant a not -to- exceed total sum of Forty -nine Thousand Five Hundred and No /100
Dollars ($49,500.00), in accordance with this fixed -fee Agreement.
In addition, City agrees to pay specified expenses only as enumerated on Exhibit B attached
hereto and made a part hereof for all purposes.
JBS /Consultant's compensation for professional services shall not exceed, without written
consent, the amounts indicated in this Agreement and exhibits. City shall pay, strictly within the
confines of the not -to- exceed sum recited herein, JBS /Consultant's professional fees for work done
on behalf of City.
City shall pay the actual expenses of necessary travel associated with this Agreement, but
City shall not pay any markup for travel expenses. JBS /Consultant shall ensure that travel expenses
are reasonable, and JBS /Consultant agrees that City shall not reimburse any travel expenses for travel
within two (2) hours travel -time to and from Round Rock, Texas.
1.03 TERMS OF PAYMENT
To receive payment on a percentage -of- completion basis, JBS /Consultant 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 /Consultant within thirty (30) days after receipt of
invoice. In the event of any dispute regarding the work performed, then and in that event
JBS /Consultant 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 /Consultant contracts to work with City to conduct a Comprehensive Water Distribution
System Audit and Meter Management Analysis.
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Objectives and Scope of Work: JBS /Consultant agrees to provide, by way of inclusion
but not limitation, the following services which are more specifically delineated in Exhibit A
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 and Metering;
Task 4. Investigation of Water Lost Through Unmetered Use;
Task 5. Field Measurements to Determine Underground Leakage Potential;
Task 6. Analysis of Existing Line Breaks and Historical Leak Data;
Task 7. Preparation of Staff for In -House Water Loss Control Program;
Task 8. Final Report of Water Distribution System Audit.
1.05 REQUIRED REPORTS
JBS /Consultant 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.
JBS /Consultant agrees to provide City with a detailed final written report, together with all
information gathered during the course of the project. Additionally, JBS /Consultant 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 /Consultant 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 A 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 /Consultant's work.
1.07 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;
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2. City shall arrange for access by JBS /Consultant onto public and private property as
required by JBS /Consultant in order to perform its services;
3. 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 1.03 herein regarding any defects in
the work or services performed by JBS /Consultant;
4. City shall be responsible for providing general assistance and supervision in the
conduct of the investigations;
5. 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;
6. City shall be responsible for furnishing and installing corporation stops at the points
designated by JBS /Consultant;
7. City shall be responsible for notifying officials and customers of possible temporary
reduction or curtailment of water service;
8. City shall be responsible for providing competent personnel to operate valves in
connection with JBS /Consultant's flow studies;
9. City shall be responsible for providing a meter reader to show JBS /Consultant
locations of meters to be inspected;
10. City shall be responsible for providing JBS /Consultant with a billing database and
line break history in an acceptable format.
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
goveming 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 /Consultant 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 /Consultant 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
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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 /Consultant 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 in the
event:
1. There is a bona fide dispute between City and JBS /Consultant concerning the
supplies, materials, or equipment delivered or the 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
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
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 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
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 by 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
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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 /Consultant is an independent contractor, and is not City's employee. JBS /Consultant's
employees or 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 /Consultant and City agree to the following rights consistent with an
independent contractor relationship:
1. JBS /Consultant has the right to perform services for others during the term hereof.
2. JBS /Consultant 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 /Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement.
4. JBS /Consultant or its employees or subcontractors shall perform the services required
hereunder, and City shall not hire, supervise, or pay any assistants to help
JBS /Consultant.
6. JBS /Consultant nor its employees or subcontractors shall receive training from City
in skills necessary to perform services required by this Agreement.
7. City shall not require JBS /Consultant or its employees or subcontractors to devote
full time to performing the services required by this Agreement.
8. Neither JBS /Consultant 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.
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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 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 /Consultant 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 /Consultant shall re- perform any work not in compliance with this
warranty. City shall report any deficiencies in JBS /Consultant's services to JBS /Consultant in
writing within one hundred twenty (120) days from successful implementation and acceptance of the
work to receive warranty remedies.
1.15 INDEMNIFICATION
JBS /Consultant 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
JBS /Consultant 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 /Consultant's payments or make FICA payments on its
behalf;
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2. Make state and/or federal unemployment compensation contributions on
JBS /Consultant's behalf; or
3. Withhold state or federal income tax from any of JBS /Consultant'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
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 Associates, Inc.
Attention: James Schiele
4715 Strack Road, Suite 100
Houston, Texas 77069
Notice to City:
City of Round Rock
Attention: Robert L. Bennett, City Manager
221 East Main Street
Round Rock, Texas 78664 -5299
AND TO:
City Attorney's Office
Attention: Stephan L. Sheets, City Attomey
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 /Consultant.
1.19 APPLICABLE LAW
The laws of the State of Texas shall govem this Agreement. Venue shall lie in Williamson
County, Texas.
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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 /Consultant 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 /Consultant 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,
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.
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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 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 /Consultant 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
original documents; however, City agrees to provide the other parties with one fully executed
original Agreement.
IN WITNESS WHEREOF, all parties have executed this Agreement on the dates indicated.
CITY OF ROUND ROCK, TEXAS ATTEST:
By:
Robert A. Stluka, Jr., Mayor
Date Signed:
JBS ASS sitiTES, INC.
By: _
Jam. e1e, V ce President
Date � ` n 33 t '
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Christine R. Martinez, City Secretary
Date Signed:
JBS Associates, Inc.
Professional Services Proposal
Comprehensive Water Distribution System Audit
& Meter Management Analysis
January 25, 2002
Scope of Work
1 1 EXHIBIT
TASK 1- Analysis of Water Production Meters and Data
City of Round Rock, Texas
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. Documents reflecting the
amounts of source water for at least the most recent three years will be reviewed, if available,
and a physical inspection will be made of the meters through which water production is being
measured.
We will survey the meter type, capacity range and installation suitability for each metering
location.
The analysis of water production data will include:
1. Identification of possible meter installation problems that may adversely affect meter
accuracy, longevity and accessibility for proper maintenance and in -place testing.
2. Confirmation of appropriate meter sizing and application.
3. Verification of water production data.
4. Verification of meter accuracy by using either pitot rod and /or a transit -time test meter as
determined by the source meter physical installation.
The analysis of existing water production data will confirm that the produced water data are
credible for determining the quantities and percentages of water loss. The accuracy of
JBS -RR Proposal 01 -25-02 1
JBS Associates, Inc. City of Round Rock, Texas
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 unaccounted -for water (UFW)
due to meter inaccuracies is recoverable at applicable retail water and wastewater rates.
JBS Associates will perform the following tasks:
1. The City will extract utility billing
data for each account for the
most recently available
36 -month period, if available,
and will provide that data to
JBS Associates, Inc. on
diskette(s) in either a comma
delimited ASCII format,
spreadsheet or DBF format.
2. 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.
3. All metered accounts will be reviewed. No -use, low -use, and high -use accounts will be
tagged to facilitate further investigation and follow -up. JBS Associates will calculate the
Meter Utilization Index (MUI) for each active water account. Metered accounts will be sorted
by the MUI index so that those meters having the greatest potential for inaccuracy,
application or sizing problems may receive prioritized attention.
4. An on -site large meter inspection will be made of all meters 2- inches or larger.
JBS -RR Proposal 01 -25-02
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JBS Associates, Inc. City of Round Rock, Texas
5. Each large meter installation will be photographed and incorporated into the large meter
section of the final report. All installation problems will be identified, and recommendations
for corrections will be made. Recommendations for large meter maintenance and
replacement frequencies will be considered.
6. A separate analysis of the bulk water meters will be undertaken. This may entail additional
investigations in the field requiring support from Public Works to provide additional access
points or to coordinate meter tests.
7. If indicated by the analysis, JBS may install portable data loggers installed on certain meters
so that extended hourly flow patterns may be developed. This information may be used to
recalibrate the MUI data generated via the computer. In addition, consumption history will be
analyzed by meter brand, size and age, and a complete cost analysis will be prepared.
4 inch Turbo - Example of oversizing of meter
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8. In order to help fine tune system operations, this task will include analyses of metered
revenues, meter sizes, meter routes, and meter age as they relate to meter reading, billing,
meter replacement and maintenance.
9. JBS will complete an analysis of sales distribution by calculating the number of accounts for
each 1,000 - gallon unit sales category as shown in the following example (approximately 6%
of the total customers generated nearly 75% of total sales).
10. Meter reading and billing procedures will be reviewed and recommendations will be
submitted.
JBS-RR Proposal 01 -25-02 3
JBS Associates, inc.
City of Round Rock, Texas
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DISTRIBUTION OF SALES - ALL ACCOUNTS
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180
150
120
90
60
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11. JBS will review the City's large meter testing procedures and program to ensure that best
methods and meter management techniques for an in -house testing program are
implemented.
12. The existing water rate structure will be reviewed and its overall impact on meter
management will be reported.
13. A cost benefit analysis will be prepared for meters recommended for resizing.
14. 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.
15. Guidelines for meter specification will be prepared for all sizes and types of meters deployed
in the system.
TASK 3 - Analysis of Bulk Water Consumption & Metering
1. JBS Associates will analyze current metering practices for the City's bulk water customers to
ascertain the level of precision, taking special consideration of the °deduct" meters.
2. Some of the meter related analysis conceming 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 is a total of 19 individual meters affected by this task.
JBS-RR Proposal 01 -25-02 4
JBS Associates, Inc. City of Round Rock, Texas
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. The City
suspects that there is potential for clandestine connections. These flow measurements will
be coordinated with Public Works.
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 Water Lost through Unmetered 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.
TASK 5 - Field Measurements to Determine Underground Leakage Potential
1. Water distribution system maps will be reviewed to plan to nighttime flow measurements of
the water system. When possible and practical, the distribution system will be sub - divided to
determine leakage potential in each sector.
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.
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. This information may be used to determine if and where a
physical leak detection survey might be cost - effective.
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 early in the study to make data available and to obtain the
results before customers begin extensive sprinkling and irrigation of yards and green areas.
TASK 6 - Analysis of Existing Line Breaks & Historical Leak Data
We will collect and compile available existing records of reported line breaks and leaks. The
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 4 and 5 will be particularly interesting
since the City has undergone substantial service line replacement during the last 5 years that
has led to a reduction in the incidence of visible Teaks repaired by the Line Maintenance
Department.
JBS -RR Proposal 01 -25-02 5
JBS Associates, Inc. City of Round Rock, Texas
TASK 7 - Preparation of Staff for In - House Water Loss Control Program
As the City of Round Rock has grown, certain activities that were not done in -house previously
have become cost effective to do so. The need for the implementation of additional skills and
experience becomes greater. For this reason we propose to conduct staff preparation sessions
in fundamental water loss control methodology based on JBS Associates' years of experience in
hundreds of water utilities in the U.S. and overseas.
As a result of the audit process and after preliminary review of current methods and available
equipment and personnel in Public Works, we will advise as to the specific needs for such a
program. At this time we anticipate that the City staff assigned to meter management and
testing, meter replacement, leak investigation and leak detection will participate with JBS staff in
orientation sessions and field practice. Discussions will also be held conceming new
technologies available, their use and appropriate application as they may pertain to the Round
Rock environment.
TASK 8 - Final Report of Water Distribution System Audit
JBS will prepare a written final report of data collected and analyzed during the audit with
results, conclusions and prioritized recommendations.
The Final Report will be presented in person to allow City staff the opportunity to ask questions
about the results and recommendations presented.
JBS Associates, Inc.
Houston, Texas
January 25, 2002
J8S -RR Proposal 01 -25-02 6
Exhibit B
Expenses
City shall reimburse Consultant at actual cost for the following expenses that are directly attributable
to authorized work performed under this Agreement:
• Travel expenses other than normal commuting, including airfares, rental vehicles,
and highway mileage in company or personal vehicles at $0.31 cents per mile. All
travel must be approved by the City prior to Consultant incurring travel expenses.
• Meals, not to exceed City's travel per diem.
• Lodging.
• Telephone, fax, online and telegraph charges.
• Postage and courier services.
• Printing and reproduction.
• Photography costs.
• Computer services.
. . r
DATE: February 21, 2002
SUBJECT: City Council Meeting — February 28, 2002
ITEM: 12.E.2. Consider a resolution authorizing the Mayor to execute a Consulting
Agreement for Professional Services for Comprehensive Water
Distribution Audit and Meter Management Analysis with JBS
Associates, Inc.
Resource: Jim Nuse, Public Works Director
History: JBS completed Phase lof the Water Leak Detection Program in January, 1997.
190 leaks were detected. Repair of these leaks saved the City an estimated
$120,000 per year. Phase 2 and Phase 3 were completed in February, 1998.
Repair of leaks reported and implementation of JBS's recommendations provided
the City with an estimated annual cost saving in excess of $173,000.
Funding:
Cost: $49,500
Source of funds: Utility Operating Contingency
Outside Resources: JBS Associates, Inc.
Impact/Benefit: To detect unaccounted -for water, which will be a long -term cost saving for
the City.
Public Comment: N/A
Sponsor: N/A