96-264 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.
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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
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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 )
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• 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
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