TO: Mayor and City Council
FROM: Allison Swisher, Director of Public Utilities
SUBJECT:
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Award of Professional Services Agreement for the 2026 Water Loss Control Technical Assistance Program to Cavanaugh & Associates PA in the Amount of $668,355.00
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BACKGROUND:
On January 5, 2021, the Mayor and City Council approved Resolution No. 7613, committing to water conservation through the reduction of non-revenue water in order to comply with the allocation requirements of the Level of Lake Michigan Act, 615 ILCS 50, and the corresponding State regulations. A condition of the City’s Lake Michigan water allocation permit is completion of the City’s Non-Revenue Water Reduction Plan. A major component of this plan is IDNR reporting and program management. The City has implemented a number of water loss control projects including water main replacement, water meter analysis and water meter replacement, a water billing audit, and expansion of the district metering program. A consultant specialized in water loss control is needed to manage the City’s current water loss activities and to lead and manage the program into the future.
In January 2024, the City published a Request for Qualifications for the Water Loss Control Technical Assistance Program. Seven (7) qualifications were received, four (4) firms were interviewed, and the selection committee identified Cavanaugh & Associates PA, as the most qualified firm to complete the services for the program. Cavanaugh & Associates PA has successfully completed similar projects for communities throughout the United States. They have a team of seasoned engineers, environmental scientists, and data analysts which have significant experience in managing non-revenue water technical assistance programs and fulfilling the requirements of regulatory reporting requirements.
Cavanaugh & Associates PA is nearing completion of the 2025 Water Loss Control Technical Assistance Program scope of work which included the following deliverables: management of recommended actions from the 2024 Water System Improvements Plan (WSIP), design and oversight of implementation of additional district metered areas (DMAs), assistance with implementing the DMAs into a project dashboard, weekly progress meetings and monthly planning meetings, IDNR support, reporting for the 2025 water year, monthly water balance analysis, drafting of standard operating procedures for recurring water loss investigation tasks, conducting pre and post meter replacement consumption comparisons for all replaced meters, coordination with IDNR on consideration of changing water loss reporting from a percentage calculation to a performance metric basis, GIS analysis of aerial imagery against service connections, evaluation and deployment of permanent leak sensor and correlation equipment, and on call support.
Cavanaugh & Associates PA was requested to provide a proposal for the 2026 Water Loss Control Technical Assistance Program based on the work identified in the updated WISP.
The Public Service Committee will review this matter.
CONCLUSION:
Cavanaugh & Associates PA provided a proposal, for a not to exceed amount of $668,355.00, to lead and manage the City’s 2026 Water Loss Control Technical Assistance Program. The scope of work of the program includes: management of recommended actions from the 2025 Water System Improvements Plan (WSIP), implementation of 6 additional district metered areas (DMAs), assistance with implementing the DMAs into a project dashboard, integration of all DMAs into Xylem Vue, weekly progress meetings and monthly planning meetings, IDNR support, reporting for the 2026 water year, monthly water balance analysis, conducting pre and post meter replacement consumption comparisons for all replaced meters, ongoing coordination with IDNR on consideration of changing water loss reporting from a percentage calculation to a performance metric basis, investigation of zero consumption accounts, investigation of fire line consumption accounts, investigation of meter multipliers, GIS analysis of aerial imagery against service connections, and on call support.
Section 2-438 of the City of Joliet Code of Ordinance states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications under certain circumstances. Two (2) of these circumstances apply:
(f) Purchases when authorized by a concurring vote of two-thirds (2/3) of the Mayor and City Council;
(g) Purchases of professional services.
Funds will be charged to the Water & Sewer Operations Fund / Water Distribution / Professional Services (Org 50080012, Object 523300, $668,355.00).
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council approve the professional services agreement for the 2026 Water Loss Control Technical Assistance Program, in the amount of $668,355.00, on behalf of Cavanaugh & Associates PA.
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