HomeMy WebLinkAboutResolution 2026-022 Resolution No. 2026-22
A RESOLUTION OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY,
ILLINOIS,ACCEPTING A PROPOSAL FROM EMA, Inc.
WHEREAS, the United City of Yorkville, Kendall County, Illinois (the "City") is a duly
organized and validly existing non home rule municipality of the State of Illinois within the
meaning of Article VII, Section 10 of the 1970 Illinois Constitution; and
WHEREAS,the City has received a proposal from EMA, Inc. ("EMA"), a consulting firm
specializing in sewer/water systems' analysis, to investigate and review the City's billing process
to quantify water loss and improve the current non-revenue water usage(the"Project"); and
WHEREAS, EMA has stated that the Project should be completed in approximately four
months and result in an action item list of areas for potential improvement; and
WHEREAS, given the reputation and experience of EMA, it was determined that
competitive bidding for this service would not serve the City's interests given the experience and
reputation of EMA, and, therefore, recommends that competitive bidding be waived as permitted
pursuant to Section 1-7-3E of Chapter 7 of the Yorkville, City Code upon a vote of two-thirds of
the City Council then holding office.
NOW,THEREFORE,BE IT RESOLVED by the Mayor and City Council of the United
City of Yorkville, Kendall County, Illinois, as follows:
Section 1. The foregoing recitals are incorporated in this Resolution as the findings of the
Corporate Authorities and competitive bidding is hereby waived for the reason stated above.
Section 2.That the CIS Billing Audit proposal to the United City of Yorkville from EMA,
Inc., in the form attached hereto and made a part hereof by reference, is hereby approved; the
Mayor and City Clerk are hereby authorized to execute on behalf of the United City of Yorkville;
Resolution No.2026-22
Page 1
and, the City Finance Director is authorized to proceed to work with EMA, Inc. to accomplish the
Project.
Section 3. That this Resolution shall be in full force and effect from and after its passage
and approval as provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
24th day of February,A.D. 2026.
A AA)
C Y CLERK
KEN KOCH AYE DAN TRANSIER AYE
ARDEN JOE PLOCHER AYE CRAIG SOLING AYE
CHRIS FUNKHOUSER AYE MATT MAREK AYE
RUSTY CORNEILS AYE RUSTY HYETT AYE
APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois
this @Aay of WO RA ,A.D. 2026.
MAYOR
Attest:
Gime; CLOAA,L0
vig Y CLERK
Resolution No.2026-22
Page 2
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STANDARD LETTER AGREEMENT
Date: February 9, 2026
Mr. Rob Fredrickson
Department of Finance
United City of Yorkville
651 Prairie Pointe Drive
Yorkville, IL 60560
Dear Mr. Fredrickson:
We propose to render professional consulting services in connection with CIS Billing Data
Audit(hereinafter called the "Project"). You are expected to furnish us with full information as
to your requirements including any special or extraordinary considerations for the Project or
special services needed, and also to make available pertinent existing data.
Our services will consist of the following:
• Desktop analysis and feedback on the major inputs to the water audit, including:
o Water supplied
o Authorized consumption
o Apparent losses/real losses
o Non-revenue water
o System data
o Cost data
• Customer billing data analysis
• Comparison of zoning area by parcel to services address/meter location
• Comparison of refuse account to service address
• Recommendations on the next steps for improvement
For our services you agree to pay us:
A fee based on the fully burdened rates found in Attachment 2, plus reimbursable expenses,
up to a limit of$ 60,089.00. It is agreed that $ 60,089.00 is a good faith estimate of the cost
to provide the above-listed services. It is further agreed that you are not obligated to pay us
more than this amount unless you authorize more in writing, and we are not obligated to
work beyond this limit without a prior written increase to this limit.
Additional or non-customary services will be charged on the basis of the preceding rates. We
will bill you monthly for services and reimbursable expenses plus expenses at cost in a form
shown in Attachment 1. Receipts for reimbursable expenses will not be submitted with each
invoice but will be retained on file for your review if required. The above financial arrangements
are on the basis of payment of our bills within 30 days of receipt of our invoice, and the orderly
and continuous progress of the Project.
EMA
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We will provide you with evidence of Workers' Compensation insurance we will maintain in
force throughout the term of this agreement. We understand that no payment will be made by
you until certificates evidencing coverage are received by you.
We would expect to start our services promptly after receipt of your acceptance of this proposal
and to complete our services within approximately four months.
This proposal represents the entire understanding between you and us in respect of the Project
and may only be modified in writing signed by both of us. If it satisfactorily sets forth your
understanding of the arrangement between us, we would appreciate your signing the enclosed
copy of this letter in the space provided below and returning it to us.
Very truly yours,
EMA,Inc.
Officer
Accepted this day of fYe, 20 _.
(Clie o ny)
)
Officer
Attachment 1
CIS BILLING AUDIT
ESA
Proposal to the United City of Yorkville, IL by EMA, Inc.
Contents
EMA'S ABILITY TO PROVIDE THE SERVICES 2
EMA Is the Most Experienced Organizational Planning Consulting Firm that Focuses on
Water Utilities 2
PROJECT UNDERSTANDING AND SCOPE 3
Project Understanding 3
Project Approach 3
Task 1 — Project Management 3
Task 2 — Project Mobilization and Data Requests 4
Task 3 — Desktop Audit and Billing Data Review 5
Task 4 — Consolidation and Analysis 5
Task 5 —Additional Services 6
Task 6 — Final Recommendations 6
Deliverables 6
PROPOSED COST AND SCHEDULE 7
EMA,INC. United City of Yorkville CIS Billing Data Audit 1
EMA'S ABILITY TO PROVIDE THE SERVICES
EMA Is the Most Experienced Organizational Planning Consulting Firm that
Focuses on Water Utilities
EMA, Inc. is a private employee-owned corporation. For 50 years, EMA has been instrumental
in helping water and wastewater utilities and other local government entities streamline their
organizations and operations. We are a leading consulting firm focusing exclusively on aligning
organizations, practices, and technology to achieve efficiency and effectiveness.
By melding our hands-on experience with organization planning and technology expertise, we
help our clients improve their performance in today's fast-changing industry. We have helped
over 500 utilities and public works departments assess, improve, manage, and maintain their
organizations more efficiently and effectively using a three-pronged concept called O-P-T
(Organization, Practices, Technology). This concept forms the core of our business.
The O-P-T approach recognizes that all three aspects must be considered for a change project
to be successful. At the center is the organization and
its structure. If there are organizational impediments to •`��
change, the project will fail. Therefore, these must be A
.06
understood and be either overcome or accepted. The
practices represent how processes are implemented at Z? (aa.
the Utility. Improving practices can enhance efficiency O [9
and provide better or more complete information. And ✓'
lastly, technology is a tool that facilitates collecting
information and supporting processes. A change ]`
project can be truly successful only by addressing all eChn010gy
three of these factors.
The strength of EMA's services comes from our Figure 1: EMA's O-P-T approach
understanding of current issues and future trends considers clients'organization,practices,
facing our industry. Our services include: and technology.
• Organization development, change management,
communications, team building, leadership, succession, and workforce planning.
• Strategic business visioning, planning, and implementation
• Assessments and action plans, including work practice analysis, organizational readiness,
and reengineering.
• Strategic information technology planning and implementation, including assessments,
visioning, governance processes, infrastructure management, and business and
management information systems planning, selection, design, integration, upgrade, and
optimization.
• Process control system design and implementation
EMA,INC. United City of Yorkville CIS Billing Data Audit 2
PROJECT UNDERSTANDING AND SCOPE
Project Understanding
Water loss control represents the efforts of water utilities to provide accountability in their
operation by reliably auditing their water supplies and implementing controls to minimize system
losses. Utilities incur real losses from pipeline leakage and
apparent losses when customer water consumption is not '\\
properly measured or billed. The International Water Association
(IWA) and American Water Works Association (AWWA)water American Water Works
Association
balance methodology provide the best management practice
tools and guidance water utilities need to manage their supplies efficiently. The AWWA Free
Water Audit Software (FWAS) Version 6 is the industry-standard tool for conducting the annual
water audit and using the results to guide a cost-effective water loss control and revenue
recovery program.
At the end of 2021, the United City of Yorkville Council voted to move forward with Lake
Michigan as the future water source. As part of a long-term strategy, the United City of Yorkville
has requested assistance from EMA to review the multiple AWWA water audit data inputs and
perform a data extraction of the customer billing information to analyze and identify potential
areas for improvement. Identified improvements will be incorporated into the overall water loss
control strategies to help improve the current non-revenue water.
Project Approach
The United City of Yorkville is currently putting much thought, energy, time, and resources into
addressing water loss in preparation for the conversion to Lake Michigan as the primary water
source. Based on our understanding of the current situation, EMA proposes to conduct a
desktop review of the United City of Yorkville's AWWA Water Audit data inputs, concentrating on
the customer billing data to identify any apparent losses that can be corrected.
Task 1 — Project Management
Projects are successful because they are managed to success. EMA couples solid project
management techniques with the proven ability to deliver successful projects. We apply
industry-recognized standard practices adapted from the Project Management Institute (PMI)
practices to manage every project.
From planning through closeout, our Project Manager will ensure that project results are
consistent with the United City of Yorkville's goals and objectives by applying proven project
management principles:
• Project Communications
• Project Plan / Project Controls
• Progress Reporting
EMA,INC. United City of Yorkville CIS Billing Data Audit 3
• Risk and Issues Management
• Decision Management
• Quality Assurance/Quality Control (QA/QC)
Task 2 — Project Mobilization and Data Requests
Upon project initiation, EMA's Project Manager will coordinate with the United City of Yorkville to
establish the project kickoff and initial interviews with key personnel. EMA's Project Manager&
Data Scientist will concurrently request the following list of data and documentation for review to
give the project team a clear understanding of the United City of Yorkville's Non-Revenue Water
landscape. The following list is not all-inclusive, as the team may discover the need for
additional requests once the project is underway.
• Customer Information System data is to be provided either as an extraction or
through access into the database.
• Meter Reading Input File(s) from Meter Data Management System (raw-reads)
• Current IWA/AWWA Water Audit results
• Process for Consumption on Closed Accounts
• Process for Leak Adjustments
• Number of unmetered fire lines
• Current rates, current customer classification, and tier structure
• List of Non-Billed Accounts (internal United City of Yorkville or other accounts not
receiving a bill (i.e., federal or state buildings, non-profits, etc.)
• Any manually billed accounts (surcharges, offset meters, etc.)
• Customer Information System Data Schema and Data Dictionary (if available)
• GIS Parcal Layer extract with service address and zoning information
• GIS Parcal Layer extract with refuse information (if available)
• The following data for inputs into the AWWA V6 Water Audit Tool
o Volume from Own Sources
o Water Imported (If Applicable)/Water Exported (If Applicable)
o Master(Plant) Meter Error Adjustments
o Billed Metered /Billed Unmetered
o Unbilled Metered / Unbilled Unmetered
o System Data Handling Errors
o Customer Metering Inaccuracies
o Unauthorized Consumption
o Length of Mains/ Number of Service Connections
o Average Operating Pressure
o Customer Retail Unit Charge/Variable Production Cost
o Total Annual Operating Cost
EMA,INC. United City of Yorkville CIS Billing Data Audit 4
Task 3 — Desktop Audit and Billing Data Review
Task 3 will concentrate on reviewing the information provided in Task 2. EMA will perform a
high-level review of the water audit inputs used to calculate the non-revenue water percentages.
This high-level audit is intended to identify any additional audit input, other than meter/billing
data, that may need to be evaluated for accuracy.
Through data extraction or access to the billing database, EMA will screen and sample billing
and corresponding meter reading records to identify discrepancies or system data handling
errors contributing to the non-revenue water percentages.
Our analysis will look for anomalies, including:
• One-to-one meter-to-bill relationship—correlate the number of meter reads and the
number of billing accounts
• Bill Generation to Bill Print—correlate that system-generated bills are presented in the
bill print files (one-to-one)
• Meter Read to Account(billing count test) —validate that received meter reads are
mapped to customer records
• Leak Adjustment Validation —confirm that leak adjustments do not reduce volumetric
consumption
• Compound Meters—confirm that the billing system accurately represents consumption
from compound meters. This task will only confirm that the billing system is set correctly;
field verification of meter setting is not included in this scope.
• Orphan Identification — identify orphan meter readings and orphan billing accounts.
• The United City of Yorkville and Other Non-Bill Accounts—validate that the consumption
on "non-billed"accounts is accounted for correctly.
• Data Anomalies—identify and review any anomalies affecting consumption accuracy or
billing accuracy.
• Zoning Comparison—compare meter classification to current zoning information.
• Refuse Account Validation —compare active service addresses, customer type and
refuse accounts to ensure active service addresses are receiving corresponding refuse
charges.
EMA will work with the United City of Yorkville's GIS team to review and compare current zoning
and refuse to customer account type to verify and validate the correct account type is being used
and refuse is being collected. EMA will provide any data anomalies to the United City of
Yorkville for future investigation or updating in the Customer Information System.
Task 4 — Consolidation and Analysis
In this task, we will combine our findings from the desktop audit and billing data review to
develop a clear and concise picture of the improvement items and strategy for the United City of
Yorkville. We will include the rationale for our findings based on the specific challenges and
opportunities facing the United City of Yorkville and document our assumptions.
EMA,INC. United City of Yorkville CIS Billing Data Audit 5
We will also identify where additional investigation, review, analysis, and next steps are
recommended to continue moving the group toward its goal of reducing apparent water loss.
This task will also include the development of a Power BI Dashboard. EMA, if possible, will
provide a Power BI dashboard that will provide real-time insights into the meter/billing data. The
dashboard will contain the same data extraction and data queries that were used to provide the
initial audit report and will allow data visualization and interactive reporting for the United City of
Yorkville long-term.
Task 5 — Additional Services
With significant unknowns related to the data extraction and review, EMA recommends adding
this task as a placeholder. With prior authorization from the United City of Yorkville, EMA will
use this task item for any additional extraction, research, and data review to help identify and
quantify apparent water losses and reduce non-revenue water. A budget of fifty hours has been
included for this task.
Task 6 — Final Recommendations
As part of the project's closeout, EMA will provide a Microsoft PowerPoint presentation outlining
all the findings and corresponding action items. A virtual presentation of the material will be
provided to the United City of Yorkville's water loss and management team. This material will be
provided before the team's presentation, and EMA will incorporate any feedback or suggestions
received. The presentation will include a prioritized action items list of improvements/updates.
Deliverables
The scope of work and tasks outlined present a high-level approach based on our understanding
of your needs. The following table outlines the major task deliverables.
Task Deliverables
Task 1: Project Management Project Management
Task 2: Project Mobilization and Data Request Kickoff Meeting Notes
Request for Information
Task 3: Desktop Audit and Billing Data Review Desktop Audit Input Review
Billing Data Extraction and Analysis
Zoning Comparision
Refuse Account Comparison
Task 4: Consolidation and Analysis Initial Finding Material,Action Item List
Power BI Dashboard
EMA,INC. United City of Yorkville CIS Billing Data Audit 6
Task 5: Additional Services Additional Services(as needed)
Task 6: Final Recommendations Initial presentation findings
Final presentation material
Presentation of findings and prioritized action item list
PROPOSED COST AND SCHEDULE
We anticipate that this project can be completed in approximately four months but will confirm
and finalize the schedule with the United City of Yorkville staff during the kickoff. EMA assumes
that all work will be performed remotely. The cost will be based on actual time and expenses
with a not to exceed $60,089.00.
Principal Project Manager Data GIS Project Total Total Cost
in Charge Data Scientist Scientist Specialist Support Hours
$ 261.00 $ 247.00 $ 134.00 $ 137.00 $ 116.00
Project Management 4 12 16 $ 4,008.00
Project Mobilization and Data Requests 1 14 30 2 47 $ 8,013.00
a Desktop Audit and Billing Data Reuew 2 22 110 16 150 $ 22,888.00
Consolidation,Analysis,Dashboarding 12 68 2 82 $ 12,308.00
Additional Serces(as needed) 20 30 50 $ 8,960.00
Final Recommendations 2 10 6 1 19 $ 3,912.00
Total Hours 9 90 244 18 3 364 $ 60,089.00
Total($) $ 2,349.00 $ 22,230.00 $32,696.00 $ 2,466.00 $ 348.00 $ 60,089.00
EMA,INC. United City of Yorkville CIS Billing Data Audit 7