Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Nicholas Hoyt – I/I Manager
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Assistant Director of Utilities Beth Krishtalka – Assistant to Director
Date:	February 12, 2014
RE:	February 18,2014 Agenda Item – Rainfall Monitoring Equipment and Data Delivery Software

Please include the following item on the City Commission Agenda for consideration at the February 18, 2014 meeting:

Approve purchase of 5 tipping bucket rain gauges, 5 cellular modems/data loggers, and associated data delivery software from Teledyne Instruments in amount of $25,471.00

Project Background:

The City of Lawrence is implementing a Rapid Inflow and Infiltration (I/I) Reduction Program. The objective of the Rapid I/I Program is an overall 35% reduction of I/I within the project area. This will amount to removal of approximately 19 MGD of peak I/I occurring during the 10-year design storm. Reducing I/I by 35% eliminates the need to construct projects that address system capacity deficiencies in the Burroughs Creek interceptors and the need for wet weather treatment capacity expansion at the Kaw WWTP.

The effectiveness of the I/I reduction program will be determined by analyzing the relationship between sanitary sewer flows and rainfall. The flow and rainfall data collected will be used to perform sewer system capacity assessment, characterize flows within basins, address wet weather problems, calibrate/verify the sanitary sewer model, and guide I/I removal efforts moving forward.

Due to the complicated nature of sanitary sewer flow monitoring, the Utilities Department has recently issued RFP R1400 to select a flow monitoring service provider. The Utilities Department has determined that existing staff can purchase and internally maintain a rainfall monitoring network with substantial cost savings compared to paying an outside consultant for the service. The rain gauges will be installed throughout the City at existing Utility Department facilities. The rainfall data will be accessible to all City staff through a web browser with a secure login.

Project Details:

Department of Utilities is currently paying $300/month to a service provider for rainfall monitoring at each site throughout the City. At this rate, it would cost $18,000/year to rent rainfall monitoring equipment for 5 sites. The current rental rate is relatively low for the industry and is anticipated to increase moving forward.

The recommended rainfall monitoring equipment has an anticipated useful life of at least 10 years. Over a 10 year period, the cost to purchase and internally maintain a 5 site rainfall monitoring network is estimated to be $33,500. It would cost at least $180,000 for a service provider to deliver the same service over a 10 year time period.

Utilities Department staff is familiar with all the major rain monitoring equipment manufacturers. Teledyne has demonstrated the highest level of customer service and technical support. Teledyne also provides the only option to purchase the data hosting software instead of continuing to pay the manufacturer a monthly data hosting charge of approximately $50/site. With this difference in mind, a cost comparison was completed with several different rain monitoring options and Teledyne was the best choice.

There has been coordination with the Information Technology Department to ensure they are comfortable the software’s security features and server requirements. The IT Department is reading to assist with the software installation. The Facility Maintenance Group has agreed to service the sites monthly as part of their routine at each facility.

Department of Utilities will purchase the equipment from Teledyne Instrument, Inc., the manufacturer of the tipping bucket rain gauges, cellular modems/data loggers, and associated data delivery software.

Teledyne Instruments will provide:

· 5 674 tipping bucket rain gauges

· 5 2105ci cellular modems/data loggers

· The associated connection cables and battery modules

· 2 FlowLink software licenses in order to program/maintain the equipment, store/edit the data and to provide online data access via a secure website

· Technical support to field and office staff

· 1 year warranty on all equipment.

Project Funding:

This purchase will be funded by the Department of Utilities from the 2014 utilities operation and maintenance budget in the amount of $25,471.00. Each rainfall monitoring site will require approximately $160/year for cell service and battery replacement.

Action Request:

Approve purchase of 5 tipping bucket rain gauges, 5 cellular modems/data loggers, and associated data delivery software from Teledyne Instruments in amount of $25,471.00

Thank you for your assistance. Please advise if you have any questions.