Title
Sensus USA Inc. - Advanced Metering Infrastructure (AMI) Software as Service Agreement
History
In 2014, the Village installed a FlexNet communication network for water meter reading, which included Logic software. In 2019, the Village of Orland Park upgraded to Sensus Analytics Hosting (Saas) software for water meter reading. The local authorized vendor for Sensus products in our region is Core & Main of Mokena, Illinois.
As part of its review of our meter system, Baxter & Woodman reviewed the Village’s options for meter reading equipment and confirmed that our current reading system was the most advantageous and appropriate for the Village.
At the March 20, 2023, board meeting, a Professional Services contract was approved for Sensus Analytics Hosting (SaaS) at a total cost of $308,346.00, plus $1,275.00 additional for text messaging service, for a total amount of $309,621.00, an Annual Infrastructure Maintenance Agreement for a total amount of $11,000.00, and Vantage Point Hosting (SaaS) and Support Services implementation of $51,586.00. The cost outlined in the 2023 contract includes the annual cost for 2025 and for 2026, assuming budget allocation in FY 2026, the Village is able to remit payment for the service based on the board approved amount. However, the actual Advanced Metering Infrastructure (AMI) Software Service Agreement was not included as part of the Professional Services contract that is valid through 2026. The Software Service Agreement expired on September 19, 2024, and now needs to be renewed.
In the best interest of operational continuity based on the service that is provided by Sensus USA, Inc., and the additional service contracts that remain in effect, staff is recommending entering into a 5-year Software Agreement (2025 - 2029) with the option to extend for 5 additional years (2030 - 2035).
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same evening.
Financial Impact
Funds are available in account 5004000-463450.
Recommended Action/Motion
I move to waive the competitive bid process and authorize the approval and execution of the Advanced Metering Infrastructure (AMI) Software as Service Agreement with Sensus USA, Inc., for 5 years (2025 - 2029) in the amount per year outlined in the Consultant’s Proposal dated January 20, 2025; $64,776.00 for 2025, $65,918.00 for 2026, $67,896.00 for 2027, $69,933.00 for 2028, and $72,031.00 for 2029, plus a cost of $2,200.00 per year for Extended Warranties and Maintenance for a total not-to-exceed contract price of $351,554.00 with an option to extend for 5 additional years (2030 - 2035) per the Village’s discretion, at an initial 2030 cost of $74,192.00 and the remaining years at board approved budgeted amounts;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders.