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HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2013-01-10Preparation date:December 27, 2012 NOTE: The Public Safety, Utilities and Public Works Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. AGENDA TOWN OF ESTES PARK PUBLIC SAFETY, UTILITIES & PUBLIC WORKS COMMITTEE January 10, 2013 8:00 a.m. Board Room, Town Hall 1.PUBLIC COMMENT 2.PUBLIC SAFETY a) RECOMMENDATIONS TO THE TOWN BOARD i)Estes Valley Victim Advocate 2013 Contract.Chief Kufeld. b) REPORTS i)Verbal Updates and Committee Questions. 3.UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i)None. b) REPORTS i)Update on IR Camera.Interim Line Superintendent Lockhart &Director Bergsten. ii)AMR Water Completion Project.Superintendent Fraundorf. iii)Verbal Updates and Committee Questions. 4.PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i)None. b)REPORTS i)Verbal Updates and Committee Questions. 5.ADJOURN   POLICE DEPARTMENT Memo To: Public Safety, Utilities and Public Works Committee From: Wes Kufeld, Chief of Police Date: January 10, 2013 RE: Estes Valley Victim Advocates Contract Background: Each year, the Estes Valley Victim Advocates receive funding from the Town of Estes Park for services rendered to crime victims who are residents of the Estes Valley. Last year the committee decided to increase the contract by $500.00 for an annual contract of $8,000.00. There have been no new changes to the contract. Budget: $8,000.00 has been budgeted in 2013; which will be distributed equally each quarter from line item 101-2100-421.22-98. Recommendation: Staff recommends approval of the Estes Valley Victim Advocate Contract and placed on Consent Agenda for January 22, 2013 Town Board meeting. Page 1   CONTRACT FOR SERVICES TOWN OF ESTES PARK THIS CONTRACT, dated this ____________ day of______________, 2013, is by and between the TOWN OF ESTES PARK, STATE OF COLORADO, 170 MacGregor Ave., Estes Park, CO, a body politic and corporate (the "Town"), and ESTES VALLEY VICTIM ADVOCATES, INC. ("Contractor".) RECITALS WHEREAS, the Town plans to continue a project entitled, "ESTES VALLEY VICTIM ADVOCATES," and WHEREAS, the Town desires to retain the services of the Contractor to assist it in studies relative thereto and the planning and designing thereof as set forth in this agreement. AGREEMENT NOW, THEREFORE, for and in consideration of the covenants and conditions set forth herein, and for other good and valuable considerations, the sufficiency of which is hereby acknowledged, the Town and the Contractor agree as follows: 1. CONTRACT DOCUMENTS: the "Contract Documents" shall consist of the following: a. This Contract; b. The Scope of Services, attached hereto as Exhibit "A;" All of which are incorporated by reference as though set forth in full herein, whether or not attached hereto, and shall form an integral part of this contract. If there is any conflict between this Contract and the other Contract Documents, this Contract shall control. 2. THE WORK: The Contractor shall furnish the labor, equipment, materials and supervision necessary for or incident to the complete and timely performance of everything described or reasonably implied from the Contract Documents (the "Work") except as provided for herein. 3. INSPECTION: The Town reserves the right to monitor and evaluate the progress and performance of the Contractor to ensure that the terms of this agreement are being satisfactorily met in accordance with the Town and other applicable monitoring and evaluation criteria and standards. Contractor shall cooperate with Town relating to such monitoring and evaluation. 4. PAYMENT: Upon satisfactory completion of the Work, and provided that Contractor is not in default of the Contract, the Town shall pay the Contractor the firm fixed price of EIGHT THOUSAND DOLLARS AND 00/00 $8,00 in quarterly fund distribution on or about January 2013, April 2013, July 2013 and October 2013, in equal increment payments of $2,000. 5. TERMINATION: The Town reserves the right to terminate this Contract, in whole or in part, with or without cause upon thirty (30) days written notice to the Contractor. In the event of termination, the Contractor shall incur no additional expenses and shall perform no further services for the Town under this Contract as of the date of receipt of the notice of termination unless otherwise specified by the Town. The Town shall pay the Contractor for all services satisfactorily performed prior to receipt of the notice of termination and for other services required by the Town to be completed prior to termination and satisfactorily performed. In the event of termination for cause, the Contractor shall be liable for any and all damages, including without limitations, the cost of procuring similar supplies or services and all other costs and expenses incurred by the Town because of such failure. 6. INDEPENDENT CONTRACTOR STATUS, PAYMENT OF TAXES AND UNEMPLOYMENT INSURANCE: In performing the Work, the Contractor acts as an independent contractor and is not acting as an agent, servant or employee of the Town. The Contractor is solely responsible for necessary and adequate worker's compensation insurance and shall be responsible for withholding and paying all federal and state taxes. The Contractor and its employees are not entitled to unemployment insurance benefits unless unemployment compensation coverage is provided by the Contractor or an entity other than the Town. The Contractor understands and agrees that it is an independent contractor under the terms and conditions of this Agreement. As such, the Contractor is not entitled to employment or insurance benefits through the Town. Also, the Contractor understands and agrees that it is solely responsible for all Federal and State income tax, FICA taxes and unemployment insurance taxes. The Contractor also understands and agrees that it is responsible for workers' compensation coverage and taxes for itself and any employee. 7. INDEMNIFICATION: The Contractor hereby agrees to and does indemnify, defend, save and hold the Town harmless from any and all liability, loss, costs, charges, penalties, obligations, expenses, attorney's fees, litigation, judgments, damages, claims and demands of any kind whatsoever in connection with, arising out of or by any reason of any violation of the contract or of any law, ordinance or regulation by the Contractor, his agents, employees, servants, subcontractors, business invitees; or by reason of any injury or damage however occurring to any person or persons whomever (including the Contractor, his agents, employees, servants, subcontractors, or business invitees) or to property of any kind whatsoever and to whomever belonging (including the Contractor, his agents, employees, servants, subcontractors or business invitees)- or from any cause or causes whatsoever arising out of the performance of services hereunder. 1. INSURANCE REQUIREMENTS: a. The Contractor and its subcontractors shall purchase and maintain such insurance in a company or companies licensed to do business in the State of Colorado as will protect them from claims which may arise out of or result from operations under the Contract whether such operations be by themselves or by any Subcontractor or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable. The insurance required by this Contract is set forth below: b. Comprehensive General Liability: The Contractor shall procure and keep in force during the duration of this contract a policy of Comprehensive General Liability insurance insuring the Contractor and naming the Town as an additional insured against any liability for personal injury, bodily injury, or death arising out of the performance of services hereunder and against liability for property damage with a combined single limit of at least $1,000,000. The limits of said insurance shall not be a limit to the liability of the Contractor hereunder. c. Comprehensive Automobile Liability: The Contractor shall procure and keep in force during the duration of this contract a policy of Comprehensive Automobile Liability insurance, insuring the Contractor and naming the Town as an additional insured against any liability for personal injury, bodily injury, or death arising from the use of motor vehicles and shall cover operations on or off the site of all vehicles controlled by the Contractor, whether they are owned, non-owned, or hired, with a combined single limit of at least $1,000,000. The limits of said insurance shall not, however, be a limit to the liability of Contractor hereunder. d. Other Insurance: The Contractor shall procure and keep in force during the term of this Contract, Worker's Compensation and such other insurance as may be required by any applicable law, ordinance or governmental regulation. e. Terms of Insurance: Insurance required shall be with companies qualified to do business in the State of Colorado with a general policy holder's financial rating of not less than that of "A" as set forth in the most current edition of "Best's Insurance Reports", and may provide for deductible amounts as the Contractor may deem to be reasonable for completion of the Work, but in no case greater than $20,000. The Contractor shall not do nor permit to be done anything which shall invalidate the insurance policies referred to in this section, and the Contractor shall immediately advise the Town in writing if a reduction in coverage or other modification of the insurance coverage occurs. Insurance policies shall be for the mutual and joint benefit and protection of the Contractor and the Town. Such policies shall be written as primary policies not contributing to and not in excess of coverage which the Town must carry. f. Proof of Insurance: Prior to the commencement of the Work, the Contractor shall furnish to the Town certificates of insurance policies evidencing the required coverage. Such certificates shall provide that cancellation of the policies in such insurance shall not be effective until thirty (30) days after written notice to the Town. The Contractor shall identify whether the type of coverage is "occurrence" or "claims made". If the type of coverage is "claims made" which at renewal, Contractor changes to "occurrence", Contractor shall carry a six-month tail. The Contractor agrees to insert the substance of these insurance requirements in all subcontracts. Furthermore, the Town will hold the Contractor responsible in the event the subcontractor fails to have adequate insurance. g. The Town reserves the right to approve variations in the above requirements upon request of the Contractor, in the Town's sole discretion. h. Nothing contained in this agreement constitutes a waiver of the Town’s governmental immunity pursuant to the applicable provisions of the Colorado Governmental Immunity Act. 9. AMENDMENT: a. This Contract contains the entire agreement of the parties relating to the subject matter hereof and, except as provided; this Contract may not be modified or amended except by written agreement of the parties. b. The Town reserves the right to omit any of the tasks identified in the Scope of Services upon written notice to the Contractor. 10. MISCELLANEOUS PROVISIONS: Governing Law and Venue: This Contract shall be governed by the laws of the State of Colorado and venue shall be in the County of Larimer, State of Colorado. Assignability: This Contract is voidable by the Town if assigned by the Contractor without the prior written consent of the Town. Survival Clause: The indemnification provision of this Contract shall survive the completion of the Work and the termination of this Contract. Compliance with the Laws: The Contractor shall observe and comply with all applicable laws, including but not limited to federal, state and local laws, regulations, rules or ordinances that effect those employed or engaged by it, the materials or equipment used for the conduct of the Work, and shall procure any and all necessary approvals, licenses and permits, all at its own expense. Severability: If any provision in this Contract shall be declared by a court of competent jurisdiction to be invalid, such decision shall not invalidate any other part or provision hereof. Renewal: This contract is subject to renewal annually upon review and agreement of the Contractor and the Town. IN WITNESS WHEREOF, the parties hereto have executed this Contract. TOWN OF ESTES PARK BY: __________________________________ Mayor ATTEST: __________________________________________ Town Clerk ESTES VALLEY VICTIM ADVOCATES, INC. ATTEST: BY: ___________________________________ ___________________________________________ EXHIBIT A SCOPE OF SERVICES 1. Term of Service: The term of this agreement shall be from January 01, 2013, through December 31, 2013, unless earlier termination pursuant to the Contract. This Contract shall be renewed and/or modified as necessary before the beginning of a new grant term and prior to the termination date of the Contract. 2. Remuneration for Services: The Town shall pay Contractor the amount of $8,000 for immediate victim assistance as set forth in paragraph three ("Services Provided") herein. Providing services to victims of crime ($5,500) and crisis intervention ($2,500) in non-criminal incidents. The Town's obligation to Contractor shall not exceed a total of $8,000 for the entire term of this Contract. The Town shall also provide "in kind" contributions such as temporary use of a telephone and/or office while in the service of victims at the Police Department. 3. Services Provided: Contractor shall provide the following services: 1. Representatives to respond by phone or in person for immediate crisis intervention and counseling. 2. Contractor shall provide twenty-four (24) hour phone referral services and/or other assistance to victims of all crimes in accordance to the laws of the State of Colorado. 4. INDEMNIFICATION: By accepting referrals from the Town to Estes Valley Victim Advocates, Inc., Contractor hereby agrees to fully comply with the provisions of the Americans with Disabilities Act ("ADA"). Contractor agrees to be fully responsible and liable for making counseling and support programs available for use by disabled participants. Contractor agrees to and does indemnify and hold the Town and its agents and employees harmless from and against any and all claims, damages, losses, injuries, costs and expenses, including attorney's fees relating to or arising out of Contractor's failure to comply with the ADA. 5. POLICE RECORDS RELEASES: By accepting copies of official and confidential Police Reports, Contractor agrees to not release these reports, or any information contained therein, to anyone except its own agents/representatives who are acting in the capacity of providing the aforementioned services to the Town. Contractor assumes full responsibility for any and all breaches of confidentiality or security of records; and agrees to and does indemnify the Town for any and all liability, loss, damage, costs, expenses and attorney's fees resulting from said breach by Contractor, its agents, servants, and employees. 6. BI-ANNUAL AND ANNUAL REPORTS: Contractor shall provide the Town with bi-annual reports on the type and total number of crimes responded to through the Project. These statistics shall include whether the victim was initially contacted at the time the crime occurred, noting if response was either in person, at the scene, or by phone at the scene. If initial victim contact transpires at a later time, the statistics shall indicate whether the victim was contacted in person, by phone, or by mail. Contractor shall provide the Town with bi-annual reports and adequate documentation referencing any paid positions within their organization maintained in whole or in part by grant monies obtained by the Town. Depending upon the term and conditions of the grant, Contractor shall also provide the Town with the total final statistics that, in turn will be submitted to the grantor for any required reporting period. Report Light & Power Department To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Utilities Director Bergsten Interim Line Superintendent Lockhart Date: 1/10/13 RE: IR Camera Background: The purpose of purchasing the IR temperature camera was to implement a preventative maintenance program. This camera identifies hot spots indicating bad connections. Bad connections are not only waste energy--they eventually cause outages. Previously, a failure causing an outage was the only means of identifying these bad connections. One night a week Light & Power has a crew member drive the main line, taking photos of connections. This is done at night to intensify the temperature difference between the connection point and its surrounding hardware. The first night using this new camera Light & Power was able to find a bad connection on the main line used by the Hospital and Schools (see attached photos). Our crew was able to change out the connection without having an outage. The purchase and use of this camera has already been beneficial in supporting our mission of providing high-quality, reliable services. Before, temperature difference between the connection and line is >50’F indicating a problem. After, temperature difference between the connection and line is >20’F indicating the repair was successful. Utilities Department/Meters Report To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Utilities Director Bergsten Utilities Superintendent Fraundorf Date: 01/10/2013 RE: AMR Water Completion Project Background: What is AMR? Automated Meter Reading is our one-way communication meter reading system. This is not a smart metering system. The ERT modules (encoder, receiver, and transponder) transmit the meter readings and we collect them once per month using a drive-by collector. The Town began an AMR conversion project in 1998. This new AMR system is being installed by Town staff and was originally slated as a ten-year project. All electric meters were completed five years ago. At this point in time there remains approximately 800 water meters, mostly residential, that have not yet been converted. These meters are estimated to all be 20 to 42 years old. Due to the scope of required meter maintenance and rate of meter failure, the funding in the O&M account has not been sufficient to allow for completion of this project. This project is the replacement of an outdated reading system with an entirely different system and would be considered a capital improvement plan. Current Status Since the beginning of this project, funding in O&M was available for the purchase of approximately 400 – 500 meters per year. These funds were to be used to cover maintenance of all meters and as well as the AMR conversion. In recent years these funds have decreased. Currently, at the low level of available funds, we are running meters until they completely fail. Based on an in-house meter accuracy assessment, and results from similar studies from other utilities, the remaining meters in our system suffer an average 25-30% accuracy loss. The PUC requires, and AWWA recommends, testing of residential meters every eight years, 1” meters every six years, and 1½” and above, every four years. Estimated payback time: o Completed in one year: three and a half years o Completed in two years: four years Why Do This? Reduce revenue loss. Reduce time spent reading meters. Each month 32 hours are spent reading 14,687 AMR meters, while the remaining 800 meters take 40 hours to read. Completion of this project would not increase the 32 hours spent reading the AMR meters. Accurate meter readings -- elimination of human reading errors. Reduce maintenance costs -- troubleshooting metering problems becomes easier and more efficient. Meter components can be replaced based on component failure, rather than complete replacement. The components for the old style meters are no longer available. Maintain one updated, efficient, and much more accurate metering system, instead of the two systems we currently have. Liability and safety concerns going onto customer properties each month to visually read each of these meters. Move forward with a water conservancy plan -- maintaining an updated metering system. Budget: Capital / Infrastructure account # 503-7000-580.35-54 43% of project in 2013 $114,100.00 10% contingency $ 11,410.00 2013 total $125,510.00 57% of project in 2014 $125,671.00 10% contingency $ 12,567.00 2014 total $138,238.00 Total project cost $263,748.00 As a two-year completion project, the payback would be estimated at four years. Utilities Department/Meters AMR Water Completion Project For informational purposes, attached are several working documents from the Project repository. These include: • Project Charter • Schedule • Risks • Economics Attachments PROJECT CHARTER AMR WATER METER CONVERSION PROJECT TOWN OF ESTES PARK 170 MacGregor Avenue P.O. Box 1200 Estes Park, CO 80517 JANUARY 10, 2013 AMR Water Meter Conversion Project TABLE OF CONTENTS EXECUTIVE SUMMARY ..................................................................................................................... 2  PROJECT PURPOSE/JUSTIFICATION ................................................................................................... 2  PROJECT DESCRIPTION ..................................................................................................................... 3  Project Objectives and Success Criteria .................................................................................................................... 3  Requirements ............................................................................................................................................................. 4  Constraints ................................................................................................................................................................. 4  Assumptions .............................................................................................................................................................. 4  Scope Statement ........................................................................................................................................................ 4  RISKS ............................................................................................................................................... 4  PROJECT DELIVERABLES .................................................................................................................. 5  SUMMARY MILESTONE SCHEDULE .................................................................................................. 5  SUMMARY BUDGET.......................................................................................................................... 5  PROJECT APPROVAL REQUIREMENTS ............................................................................................... 6  PROJECT MANAGER ......................................................................................................................... 6  STEERING TEAM .............................................................................................................................. 6   AUTHORIZATION .............................................................................................................................. 7   Page 1 AMR Water Meter Conversion Project EXECUTIVE SUMMARY Since 1998, the Town has been replacing manually read electric and water meters with those which provide drive-by electronic communications. The electric meter conversion was completed years ago. There are approximately 800 manually read water meters left in the system. The purpose of this effort is to speed up and finalize this conversion process. The payback of this effort is four years (based upon completion in two years). PROJECT PURPOSE/JUSTIFICATION Business Need/Case/Business Objectives Automated Meter Reading (AMR) is our one-way communication meter reading system. This is not a smart metering system. The ERT modules (encoder, receiver, and transponder) transmit the meter readings and we collect them once per month using a drive-by collector. The Town began an AMR conversion project in 1998. This new AMR system is being installed by Town staff and was originally slated as a ten-year project. All electric meters were completed five years ago. At this point in time there remains approximately 800 water meters, mostly residential, that have not yet been converted. These meters are estimated to all be 20 to 42 years old. Due to the scope of required meter maintenance and rate of meter failure, the funding in the O&M account has not been sufficient to allow for completion of this project. This project is the replacement of an outdated reading system with an entirely different system and would be considered a capital improvement plan. Current Status • Since the beginning of this project, funding in O&M was available for the purchase of approximately 400 – 500 meters per year. These funds were to be used to cover maintenance of all meters and as well as the AMR conversion. In recent years these funds have decreased. • Currently, at the low level of available funds, we are running meters until they completely fail. • Based on an in-house meter accuracy assessment, and results from similar studies from other utilities, the remaining meters in our system suffer an average 25-30% accuracy loss. • The PUC requires, and AWWA recommends, testing of residential meters every eight years, 1” meters every six years, and 1½” and above, every four years. • Estimated payback time: o Completed in one year: three and a half years o Completed in two years: four years Why Do This? • Reduce revenue loss. Page 2 AMR Water Meter Conversion Project • Reduce time spent reading meters. Each month 32 hours are spent reading 14,687 AMR meters, while the remaining 800 meters take 40 hours to read. Completion of this project would not increase the 32 hours spent reading the AMR meters. • Accurate meter readings -- elimination of human reading errors. • Reduce maintenance costs -- troubleshooting metering problems becomes easier and more efficient. Meter components can be replaced based on component failure, rather than complete replacement. The components for the old style meters are no longer available. • Maintain one updated, efficient, and much more accurate metering system, instead of the two systems we currently have. • Liability and safety concerns going onto customer properties each month to visually read each of these meters. • Move forward with a water conservancy plan -- maintaining an updated metering system. Budget: Capital / Infrastructure account # 503-7000-580.35-54 • 43% of project in 2013 $114,100.00 • 10% contingency $ 11,410.00 • 2013 total $125,510.00 • 57% of project in 2014 $125,671.00 • 10% contingency $ 12,567.00 • 2014 total $138,238.00 • Total project cost $263,748.00 • As a two-year completion project, the payback would be estimated at four years. PROJECT DESCRIPTION The AMR Water conversion project will provide increased efficiencies to the Town’s water meter reading business processes and total cost of running the Town’s water operations, including accurate water use revenues. Project Objectives and Success Criteria The primary objective and ultimate success criteria are to replace all manually read water meters. Page 3 AMR Water Meter Conversion Project Requirements This project must meet the following list of high level requirements in order to achieve success. - Replace manually read water meter meters at a much faster pace than the past 5 years - Stay within the approved budget - Keep our customers informed and satisfied - Use modern-day water meters - Carefully handle extraordinary situations encounters - Keep management informed of the progress Additional requirements may be added as necessary, with project sponsor approval, as the project moves forward. Constraints The following constraints pertain to the project: - New staff cannot be hired to complete the project - Stay within the approved budget - All meters replaced must work with all other existing meter components Assumptions The following are a list of assumptions. Upon agreement and signature of this document, all parties acknowledge that these assumptions are true and correct: - This project has the full support of the project sponsor, stakeholders, Town trustees, and all departments Scope Statement This project will replace manually read water meters within the Town’s water system. RISKS Detail project risks are documented in a separate document. The following general risks for the project have been identified. The project managers will determine and employ the necessary risk mitigation/avoidance strategies as appropriate to minimize the likelihood of these risks: - Lack of Town resources (primarily staff time) to participate - Lack of complete Town leadership support - Lack of Town staff (other than leaders) support - Unknown, but required expenditures, necessary to successfully complete the project Page 4 AMR Water Meter Conversion Project PROJECT DELIVERABLES The following deliverables must be met upon the successful completion of the project. Any changes to these deliverables must be approved by the project sponsor. - Complete project plan (see attached) - Replacement of all manually read water meters SUMMARY MILESTONE SCHEDULE The project Summary Milestone Schedule is presented below. As requirements are more clearly defined, this schedule may be modified. Any changes will be communicated through project status meetings by the project manager. Summary Milestone Schedule – List key project milestones relative to project start. Project Milestone Target Date (mm/dd/yyyy) • Project Start 01/15/2013 • Order 2013 required meters 1/31/2013 • Replacement of 2013 meters 10/15/2013 • Order 2014 required meters 1/31/2014 • Completion of replacement 10/31/2014 • • • Project Complete 12/1/2014 SUMMARY BUDGET The following table contains a summary budget based on the planned cost components and estimated costs required for successful completion of the project. Summary Budget – Component project costs Project Component Component Cost • 2013 costs (including contingency) $125,510 Page 5 AMR Water Meter Conversion Project • 2014 costs (including contingency) $138,238 • • Total $263,748 PROJECT APPROVAL REQUIREMENTS Success for the project will be achieved when all manually read meters are replaced throughout the Town’s water system. Success will be determined by the Project Sponsor, who will also authorize completion of the project. PROJECT MANAGER Chris Erwin and James Brosnan will be co-project managers. Their responsibility is to manage all project tasks, scheduling, and communication regarding the project. The project managers will coordinate all resource requirements through the various Town department leaders. Any additional funding must be requested through the Project Sponsor. The project managers will provide routine updates to the Project Sponsor and steering team. STEERING TEAM The project managers will take guidance from the Project Steering team. The initial members of the team will be: Utilities Director (Bergsten) Utilities Superintendent (Fraundorf) Water Superintendent (Boles) On a quarterly basis, there will be meetings to review progress. On a monthly basis, the project managers will send out a monthly status report. Page 6 AMR Water Meter Conversion Project Page 7 AUTHORIZATION Approved by the Project Sponsor: __________________________________________ Date: ___________________ Reuben Bergsten Utilities Director  2013 PlanDecSept Oct Nov2013AMR Conversion ProjectCompletedTaskWhatWhoStart DateByJanFebMarchAprilMaJuyneJulyAugDate4.1.Write a Public Info PieceChris/James1/1/2013 1/15/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James1/1/2013 1/15/20134.2.Publish Info PieceChris1/15/2013 1/31/20134.3Write Customer LettersChris/James1/15/2013 1/31/20136.1Get Price QuoteChris1/1/2013 1/31/20136.2Place OrderChris1/15/2013 1/31/20136.3Receive Meter ShipmentChris2/1/2013 3/15/20136.4.Program ERTsJames/Tim/Mike3/1/2013 5/1/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James3/1/2013 3/15/20137.1.1.Send Letters to Customers in Rts. 2, 3, 8, 11Chris2/15/2013 2/28/20137.1.2.Send Letters to Customers in Rts. 6 & 7Chris3/15/2013 3/31/20137.1.3.Send Letters to Customers in Rts. 12, 13, 14Chris4/15/2013 4/30/20137.1.4.Sent Letters to Customers in Rts. 16 & 17Chris5/15/2013 5/31/20137.1.5.Send Letters to Customers in Rts. 15, 18, 19, 20Chris6/15/2013 6/30/20137.1.6.Send Letters to Customers in Rts. 21, 22, 23, 24Chris7/15/2013 7/31/20138.1.Make all Schedule ArrangementsChris3/1/2013 9/30/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James4/1/2013 4/15/20139.1.1.Change Out Rts. 2, 3, 8, 11James/Tim/Mike4/15/2013 4/26/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James5/1/2013 5/15/20139.1.2.Change Out Rts. 6 & 7James/Tim/Mike5/13/2013 5/24/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James6/1/2013 6/15/20139.1.3Change Out Rts. 12, 13, 14James/Tim/Mike6/17/2013 6/28/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James7/1/2013 7/15/20139.1.4.Change Out Rts. 16 & 17James/Tim/Mike7/15/2013 7/26/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James8/1/2013 8/15/20139.1.5.Change Out Rts. 15, 18, 19, 20James/Tim/Mike8/12/2013 8/23/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James9/1/2013 9/15/20139.1.6.Change Out Rts. 21, 22, 23, 24James/Tim/Mike9/16/2013 9/27/201310Follow Up With CustomersChris4/15/2013 9/30/201311Complete PaperworkJames/Tim/Mike4/15/2013 9/27/201311.1.Change Out Database EntryJames4/15/2013 9/27/201311.2.Inventory Setup/Change OutJames4/15/2013 9/27/201312Complete End of Month ReportJames4/15/2013 9/27/201313Perform Meter Accuracy TestingTim/Mike4/15/2013 12/31/201313.1.Contact City of Loveland for larger meter testingJames9/16/2013 9/27/201313.2.Deliver Larger Meters to City of LovelandJames9/16/2013 9/27/201313.3.Retrieve Larger Meters from City of LovelandJames10/1/2013 10/15/201314Status Report to Utilities Superintendent and PUP CommitteeChris/James10/1/2013 10/15/2013  2014 Plan2014Nov DecSept OctAMR Conversion ProjectCompletedTaskWhatWhoStart DateByJanFebMarchAprilMayJuneJulyAugDate14Status Report to Utilities Superintendent and PUP CommitteeChris/James1/1/2014 1/15/20144.2.Reissue Public Info PieceChris1/15/2014 1/31/20144.3Write Customer LettersChris/James1/15/2014 1/31/20146.1Get Price QuoteChris1/1/2014 1/31/20146.2Place OrderChris1/15/2014 1/31/20146.3Receive Meter ShipmentChris2/1/2014 3/15/20146.4.Program ERTsJames/Tim/Mike 3/1/2014 5/1/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James3/1/2014 3/15/20147.2.1.Send Letters to Customers in Rts. 28 & 29Chris2/15/2014 2/28/20147.2.2.Send Letters to Customers in Rts. 30, 31, 32Chris3/15/2014 3/31/20147.2.3.Send Letters to Customers in Rts. 35, 36, 37, 43Chris4/15/2014 4/30/20147.2.4.Sent Letters to Customers in Rts. 38, 39, 40, 41Chris5/15/2014 5/31/20147.2.5.Send Letters to Customers in Rt. 42Chris6/15/2014 6/30/20147.2.6.Send Letters to Customers in Rt. 44Chris7/15/2014 7/31/20148.1.Make all Schedule ArrangementsChris3/1/2014 9/30/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James4/1/2014 4/15/20149.2.1.Change Out Rts. 28 & 29James/Tim/Mike 4/15/2014 4/26/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James5/1/2014 5/15/20149.2.2.Change Out Rts. 30, 31, 32James/Tim/Mike 5/13/2014 5/24/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James6/1/2014 6/1/20159.2.3.Change Out Rts. 35, 36, 37, 43James/Tim/Mike 6/17/2014 6/28/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James7/1/2014 7/15/20149.2.4.Change Out Rts. 38, 39, 40, 41James/Tim/Mike 7/15/2014 7/26/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James8/1/2014 8/15/20149.2.5.Change Out Rt. 42James/Tim/Mike 8/12/2014 8/23/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James9/1/2014 9/15/20149.2.6.Change Out Rt. 44James/Tim/Mike 9/16/2014 9/27/201410Follow Up With CustomersChris4/15/2014 9/30/201411Complete PaperworkJames/Tim/Mike 4/15/2014 9/27/201411.1.Change Out Database EntryJames4/15/2014 9/27/201411.2.Inventory Setup/Change OutJames4/15/2014 9/27/201412Complete End of Month ReportJames4/15/2014 9/27/201413.1.Contact City of Loveland for larger meter testingJames9/16/2014 9/27/201413.2.Deliver Larger Meters to City of LovelandJames9/16/2014 9/27/201413.3.Retrieve Larger Meters from City of LovelandJames10/1/2014 10/15/201414Status Report to Utilities Superintendent and PUP CommitteeChris/James10/1/2014 10/15/201415Close of ProjectChris/James10/1/2014 10/31/2014  Town of Estes Park   Utility Meter Department    Detailed Risk’s to AMR Project  Due to changes in meter pricing announced after budget numbers were requested for 2013, and other  contingencies that will be encountered during the course of this project, a detailed risk analysis for the  AMR project is noted below:  1. Meter price increase due to the new Federal law #111‐380.  EPA Safe Drinking Water Act limits lead content in water meters from 8% to .25% beginning  January 1, 2014.  This change will come with a 17% increase in meter costs due to the  manufacture of a low lead bi‐alloy meter.  The cost increase is anticipated to affect the meter  body and any wetted surface components.  At the end of 2013, any meters with an 8% lead  content remaining in stock will be disposed of.  We will place an order for the current legal  meters needed for next year, as early as possible in January 2013.  This change represents  approximately $3,000 to $5,000 increase to the plan, depending on the availability of meters.   Typical residential meters will cost $7.00 more.    2. Availability of meters as a result of this new law.  The current meters being used should be available until June 30, 2013.  After that time the  meters that we now use will no longer be available.  This change to the law concerning lead  content may make availability an issue by increasing lead times when filling orders.  The new bi‐ alloy meters will be available around the end of April, early May, with increased lead times.    3. Severely deteriorated service lines.  On occasion service lines are deteriorated to the point of needing repair or replacement once a  service meter is removed.  In some cases, the meter staff can perform the repairs.  If needed  repairs are severe enough, a plumbing contractor may be required and repairs will be billed to  the Town.  These types of repairs are infrequent, but are a potential risk.  If Town staff  recognizes that a particular repair would be a huge effort (cutting concrete, trees, etc.), we will  carefully assess all options before proceeding.    4. No PRV (Pressure Reduction Valve) before the meter.  Water meters are rated at a maximum operating pressure of 150 psi.  Our system’s main  pressures can see up to 240 psi.  We have numerous services that have no PRV before the  meter.  This is known to reduce meter life and cause premature failure.  These services will have  a PRV installed by a plumbing contractor and would be billed to the Town (typically $150‐$200).    5. Failed Isolation Valve (valve before the PRV/meter).  On occasion isolation valves will fail once operated.  In such cases, the curb stop valve will be  used to isolate the faulty valve for replacement.  Some replacements may be done by meter  staff, while others may require a plumbing contractor and would be billed to the Town.  These  replacements are infrequent, but are a potential risk (typically $150‐$200).   Town of Estes Park   Utility Meter Department    6. No Isolation Valve (valve before the PRV meter).  Some customer metered services have no isolation valve.  In these instances, curb stop valves  will be used to isolate the meter for replacement.    7. Failed Curb Stop Valve (typically at the street curb).  Curb stop valves can potentially fail once operated.  When failure occurs, the valve will be  excavated by the Water Department and replaced.    8. Inaccessible meters.  A few meters in our system are inaccessible.  In most of these cases, the meter has been  enclosed, leaving no access.  In these cases, the customer will be notified that they will be  responsible for providing a permanent means of access to the meter.  After access is provided,  rescheduling of appointment will occur.    9. Failed appointments.  a) Some appointments will be missed by the customer, as well as scheduling changes by  the department due to problems encountered as listed above.  b) In cases of a customer failed appointment, the customer will receive a phone call and  will be rescheduled.  If customer fails to respond to our phone call after one week, a  certified letter will be mailed to billing address stating the required rescheduling within  a 30‐day period.  c) If rescheduling is required by the department, customers that need to be rescheduled  will be notified of such, prior to originally scheduled appointment, and rescheduled at a  later time and/or date.    10. Unable to schedule appointments.  In a few cases, it is expected that all attempts at scheduling and completing the required meter  change out will not be successful.  These are:   a) customer refusal, and b) second homes or  cabins that are rarely  occupied or accessed.  In each of these cases, the customer will be  notified of the requirement to provide access within a reasonable amount of time.  If, at the end  of the project in 2014, any customers remain noncompliant, a monthly $25.00 manual read fee  will be applied to each of these accounts until conversion is complete.  The manual read fee will  be to offset additional costs of meter reading by going back to each of these locations for visual  read collection after normal monthly read cycle.  Town of Estes Park Utility Meter Department Economics  An analysis of the economic costs, benefit, and justification is listed below. As a result of an in house  study of meter accuracy based on age, it has been determined that the average accuracy loss of meters  in this age range would be 30%. This translates into dollars out the door each year.  Residential and commercial accounts differ in consumption values. Based on 2012 consumer  consumption reports through August of this year, year to date average consumption values are listed, as  well as average annual charges, water rate by class, and annual loss based on our meter accuracy  assessment.  Urban Residential    4,812 gal / mo  Monthly average volume charge $20.00  Annual average volume charge  $243.00  Volume charge per 1000 gal  $4.20  Average annual loss at 30%  $73.00  Rural Residential    3,390 gal / mo  Monthly average volume charge $23.00  Annual average volume charge  $273.00  Volume charge per 1000 gal  $6.72  Average annual loss at 30%  $82.00  Urban Commercial    16,469 gal / mo  Monthly average volume charge $67.00  Annual average volume charge  $808.00  Volume charge per 1000 gal  $4.09  Average annual loss at 30%  $242.00  Rural Commercial    14,982 gal / mo  Monthly average volume charge $98.00  Annual average volume charge  $1,179.00  Volume charge per 1000 gal  $6.56  Average annual loss at 30%  $354.00  Based on calculated loss rates of 30% at both urban and rural residential rates, an average loss is  calculated to be $77.00 annually per meter  By the same criteria urban and rural commercial accounts would see an average annual loss of $298.00  per meter.  Based on estimated average loss calculated, annual revenue loss by class is as follows:  Residential ‐ $77.40 x 741 meters =  $57,353.00  Commercial ‐ $298.05 x 59 meters =  $17,585.00  Total annual revenue loss           $74,938.00 (approx.)  Economics 1    Town of Estes Park Utility Meter Department   There are a total of 800 meters remaining that by all available statistics and in house assessments would  be seeing this level of revenue loss.  Of these remaining meters 741 are residential and 59 are commercial  Meter Costs     Residential ¾”:  $274.00  Commercial ‐ 1”: $413.00   Commercial ‐ 1 ½”: $770.00   Commercial ‐ 2”: $1,000.00   Commercial ‐ 3”: $3,800.00   These are the total numbers by size remaining:  ¾” 741 at $274.00   Total ‐ $203,234.00    1” 36   at $413.00   Total ‐ $14,868.00      1 ½” 18   at $770.00   Total ‐ $13,860.00  2” 4     at $1000.00  Total ‐ $4,000.00  3” 1     at $3,800.00  Total ‐ $3,800.00  Total out the door expense                    $239,762.00 for meter purchase only    A. In house cost meter ¾”:  $274.00 + $50.00 labor *741 meters =    $240,284.00               1”: $413.00 + $50.00 labor *36 meters =       $16,668.00                                    1 ½”: $770.00 + $120.00 labor *18 meters =     $16,020.00               2”: $1000.00 + $120.00 labor *4 meters =     $4,480.00               3”: $3,800.00 + $120.00 labor *1 meter =      $3,920.00                                                                                 $281,372.00  In house material costs $239,762.07 In house labor costs $41,610.00    B. Contract costs meter ¾”: $274.00 + $110.00 labor * 741 meters =  $284,744.00                 1”: $413.00 + $110.00 labor * 36 meters =      $18,828.00             1 ½”: $ 770.00 + $150.00 labor * 18 meters =     $17,480.00                 2”: $1000.00 + $175.00 labor *4 meters =      $4,700.00                 3”: $3,800.00 + $200.00 labor * 1 meter =      $4,000.00    Total   $329,368.00  These costs were estimated using Town staff install, and hiring the labor out by plumbing contractors    Based on the above figures the total project cost divided by the annual revenue loss shows a 3.5 year  payback period for total out the door costs, with a 10% contingency added.  Based on the rate of loss in  these old meters, we have paid for replacement in lost revenue approximately 2‐3 times.  We have a total of 15,521 meters in our system, electric and water combined. The following breaks  down reading time based on collection method.  Economics 2    Town of Estes Park Utility Meter Department   Automated Meter Reading 32 total hours per month spent reading 14,721 meters  Visual read collection  40 total hours per month spent reading 800 meters    Completion would not increase time spent reading AMR, but would eliminate going back for a second  time to collect the remaining 800 reads, translating to an additional $12,000.00 annual savings in time  spent collecting meter readings.    Project details and discussions were held with our two main meter suppliers who do AMR conversion  projects at a very reasonable cost.  We received a letter of decline from one and were notified of a  declined response by phone from the other.    A letter was mailed to all local plumbing contractors who had a posted address detailing the work to be  done, as well as the time frame for completion.  We received budgetary quotes from two of the  contractors.  Details of those responses and quotes are included in this package.   Contingencies  Unknown conditions will exist and will be expected.  Of the 800 remaining meters it would be estimated  that 10‐15% of these will have problems that will lead to additional cost. The possible issues that will  likely be encountered are listed below.  • Severely deteriorated customer service lines  a. In most cases the Town can make these repairs, but in rare instances a plumbing contractor  may be used.  It’s possible that sections of service line may be replaced.  In any case the  Town will make repairs sufficient to complete replacement leak free and notify customer of  recommendation to replace service line.  • Failed shutoff valves or lack of shutoff valves  a. Failed valves will be replaced by Town staff.  b. In cases of no shut off valve, curb stop will be used to isolate meter for replacement.  • Failed curb stop valves  a. Town staff will excavate valve and replace as necessary.  • Deteriorated meter pits  a. Pits that are excavated and deemed defective to the point of non functionality, Town staff  will replace with approved pit with frost proof ring and cover.  • Lack of pressure reducing valve (PRV) ahead of meter.  a. Meters are not rated to main system pressure.  Without a PRV leakage problems are  showing up in the larger meters.  Also suspected to reduce meter life.  b. Policy needs should be addressed to clarify and detail our policy as it relates to metering and  customer owned services.  The level of action taken by Town staff will vary greatly in each case.  The condition of each service will  be unknown until the time of the change out.  Planning will be needed to account for the additional  costs and addressing the issues that will be encountered.  These contingencies are, in all cases, a failure  of customer owned equipment  Economics 3    Town of Estes Park Utility Meter Department Economics 4    Policy    Our practice may not necessarily be our policy.  It has been our practice to make these repairs at Town  expense, but have not been planned for.  In some cases we know that meter replacement is going to  result in repairs to a customer owned service.  In some cases, the incorrect location of a customer’s  pressure reducing valve results in the service line not meeting current meter specifications and ratings.   Meters are rated at a maximum operating pressure of 150 PSI. There are no meters manufactured that  exceed this rating other than fire service meters, which are rated at 175 PSI, and come only in 3” size  and up.  Our system main pressure can be, in places, up to 240 PSI.  This condition is suspected and, in  some cases, known to decrease meter life drastically. After conversations about this problem with  manufacturers and engineers the response is, there must be a PRV ahead of the meter. Meters aren’t  designed to operate at above rated pressures.  If the Town is going to continue to make repairs at our expense, contingency planning will be needed  annually to cover these costs.  Otherwise, a clear policy must be established requiring customers to  provide access, be responsible for repairs, and add the necessary equipment to assure that services  meet current meter ratings and specifications.  Due to the unknown nature of these possible repairs we have included 10% contingency funding for this  project to cover materials expenses.  Economic Recap  Due to the response from contractors and the additional billing to the Town by contractors for repairs to  service lines, it would benefit the Town to do an in house installation, using Meter Department staff to  complete this project.  A two year plan splitting the completion up over a two phase period could be  done at current staff levels.  Estimated loss in revenue annually $75,000 (rounded)  Total out the door cost’s  $240,000 (rounded ‐ cost of the meters)  10% contingency plan    $24,000 (rounded)   Total project out the door cost  $264,000 (rounded)  Payback period    3.5 years    These numbers represent where we currently are as of this date. These numbers will come down at an  unknown amount as we are replacing these meters as they completely fail. The contingencies however  are unknown, but estimated at 10% of cost. It’s not known until we actually encounter these problems  in the field.