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HomeMy WebLinkAbout96-264 Resolution No. 96-264 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH WATER SERVICES COMPANY OF ILLINOIS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Water Services Company of Illinois for water meter reading services, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: September 11, 1996 Adopted: September 11, 1996 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this lS.? day of _ ,`, , 1996 , by and between the City of Elgin, a municipal corporation (hereinafter referred to as "City" ) and Water Services Company of Illinois, an Illinois Corporation (hereinafter referred to as "Water Services" ) . NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is mutually acknowledged, the parties hereto hereby agree as follows : 1 . Water Services shall provide water meter reading services to City pursuant to the terms contained herein through September 1, 1997 . 2 . Water Services shall provide an estimated two thousand (2, 000) water meter readings to City per seven day period as directed by City' s Director of Water Operations . 3 . Water Services, its agents and employees, shall read residential and commercial meters between 7 : 30 a.m. and sundown on Mondays through Saturdays, excluding federal holidays, and 12 noon and 5 p.m. on Sundays . 4 . Water Services shall report any damaged, leaking, or missing water meters to the City' s Director of Water Operations . 5 . Water Services shall issue picture identification to all of its meter readers . 6 . Water Services shall be an independent contractor. Nothing in this agreement shall be construed so as to create a joint venture, partnership, or employment relationship between the parties hereto. 7 . City shall provide Water Services with meter books . Water Services shall complete and return said books with hand entries within the time allotted by the City' s Director of Water Operations . 8 . Water Services shall hold harmless and indemnify City for and against any and all claims for damages, suits, causes of action or other liability that may result or arise out of Water Services negligent performance of this agreement. 9 . City shall not be required to provide keys to Water Services . 10 . City shall provide Water Services with postcards for resident responses in an amount to be determined at City's sole discretion. 11 . This agreement shall terminate on September 1, 1997, unless otherwise terminated as provided herein. 12 . This agreement may be terminated by either party hereto upon 14 days written notice. 13 . City shall be entitled to prohibit any of Water Service' s agents or employees from reading meters or otherwise providing any service pursuant to this agreement at City's Director of Water Operations ' sole discretion. - 2 - 14 . City shall pay Water Services at the following rates : Remote reads $ .55 each read Postcards left . 37 each read Inside reads .85 each read Inside/outside verification 1 . 25 each read Monthly service charge 150 . 00 15 . Reads by category by book shall be submitted to City' s Water Department for payment. 16 . The terms of this agreement shall be considered to be severable. In the event that any of the terms or provisions of this agreement shall be deemed to be void or otherwise unenforceable for any reason, the remainder of this agreement shall remain in full force and effect. 17 . This agreement shall be governed by the laws of the State of Illinois . 18 . This agreement and its attachments constitutes the entire agreement of the parties on the subject matter hereof and may not be changed, modified, discharged, or extended except by written amendment duly executed by the parties . Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof or change order as herein provided. 19 . Water Services shall provide, pay for, and maintain during the term of this agreement, public liability insurance in the amount of not less than $300,000 and shall - 3 J .0 - provide a certificate of such insurance to the City' s Director of Water Operations within 14 days of the date of this agreement. WATER SERVICES COMPANY / By: i President Or CITY OF ELGIN By: k-Lc: Richard B. Helwig City Manager Attest: City Clerk 26100829 . 395 (contract.2 ) - 4 - • Agenda Item No . August 22, 1996 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Award of Contract for Water Meter Reading Services PURPOSE This memorandum will provide the Mayor and members of the City Council with information to consider in awarding a one-year contract for meter reading services beginning Septem- ber 1, 1996 . BACKGROUND The conversion of water meters to the AMR (automatic meter reading) system has been underway since early 1991 . The AMR system automatically collects readings via the telephone and will eventually eliminate the need for manual meter reading. Since 1994, the City has contracted with a private firm to read those meters not yet converted to the AMR system. Presently 56%--13,890 meters--have been converted to the AMR system. Proposals from two firms, Water Services of Elgin and HBK Water Meter Services, Inc. , of Arlington Heights, were re- ceived on August 12, 1996 . The following analyzes the costs for reading services offered by the two firms based on an average of the past 12 months reading history. WATER SERVICES Inside Reads 1,200 x $ .85 ea = $1,020.00 per month Remote Reads 1,700 x $ .55 ea = $ 935 .00 per month Postcards 1,200 x $ .37 ea = $ 444 .00 per month In/Out Verify 150 x $1.25 ea =. $ 187 .50 per month Monthly Service Charge $ 150.00 $2,736 .50x12=$32,838 . Award of Contract for Water Meter Reading Services August 22, 1996 Page 2 HBK WATER METER SERVICE, INC. Inside Reads 1,200 x $1 . 00 ea = 1,200. 00 per month Remote Reads 1,700 x $ .75 ea = $1,275 . 00 per month Postcards 1,200 x $ .50 ea = $ 600. 00 per month In/Out Verify 150 x $1 .50 ea = $ 225 . 00 per month Monthly Service Charge $ 50 .00 $3, 350 . 00x12=$40,200 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT The proposed contract covers parts of two budget years . The Water Fund' s 1996 budget under "Other Miscellaneous Servic- es", account number 401-4004-771 .45-99 has sufficient funds to pay for this service through the remainder of the year. The 1997 budget will reflect a proposed amount of $35,000 to provide this service. LEGAL IMPACT None. ALTERNATIVES None. RECOMMENDATION It is recommended that the members of the City Council award a one-year contract to Water Services, Inc. , for contract meter reading services . Respectfully submitted, David L. Lawry, P.E. Public Works Director Richard B. Helwig City Manager RBH:DLL: jm