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11.F.

City Council Meeting - FINAL (AMENDED)

Meeting Date:: 04/19/2022
Co-Submitter:: Brian Huntzinger
From:: Tim Harrington, Utilities GIS Analyst

Information

TITLE:

Consideration and Approval of Contract: Approval of a Cooperative Purchase Contract with J.C. Cullen d/b/a Niles Radio Communications in the amount of $81,976.32 for a Network Communications Tower for Critical Water Infrastructure located at Lake Mary Well #2.

STAFF RECOMMENDED ACTION:

Approve the Cooperative Purchase Contract with J.C Cullen, Inc. d/b/a Niles Radio Communications in the amount of $81,976.32 for the purchase and installation of a Network Communication Tower for Critical Water Infrastructure located at Lake Mary Well #2; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

As part of a Federal mandate to upgrade security and communications at water supply sites, the City has been installing 100 foot tall network communication towers throughout the water system. This Cooperative Purchase Contract with J.C. Cullen d/b/a Niles Radio Communications (Niles Radio) for network infrastructure tower at the Lake Mary Well #2 will be an essential link of a much larger integrated City of Flagstaff Water Services Network System of Automation and Control. It will facilitate the timely and immediate data transfer of essential water production information from the City’s water system that is vital for the public health and the continuous safety of the City’s water supply.

Financial Impact:

Funding for this purchase was approved in fiscal year 2021 (FY2020-2021) budget and is in Water Production account 202-08-301-1021-0-4435. Procurement utilized a cooperative contract through the State of Arizona, Procurement Department, Public Sector's competitive and open procurement process through a request for proposals No. ADSP019-00008376. This resulted in contract No. CTR046831 with Niles Radio. The present Cooperative Purchase Contract with Niles Radio is using State Contracting for best pricing.

Policy Impact:

Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:

Priority Based Budget Key Community Priorities and Objectives

Sustainable, Innovative Infrastructure: 1. Deliver outstanding services to residents through a healthy, well maintained infrastructure system. 2. Utilize existing long range plan(s) that identify the community’s future infrastructure needs & all associated costs.

Carbon Neutrality Plan

CR-1: Ensure all mitigation actions improve Flagstaff’s ability to adapt to the future.
CR-2: Strengthen existing community systems to create resilience to both short-term shocks and long-term change.

Regional Plan

Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources. Policy WR.2.2. Maintain and develop facilities to provide reliable, safe, and cost effective water, wastewater, and reclaimed water services.

Goal WR.4. Logically enhance and extend the City’s public water, wastewater, and reclaimed water services including their treatment, distribution, and collection systems in both urbanized and newly developed areas of the City to provide an efficient delivery of services.

Has There Been Previous Council Decision on This:

Options and Alternatives:

Approve the Cooperative Purchase Contract with Niles Radio; or
Do not approve the Cooperative Purchase Contract with Niles Radio and direct that Water Services use independent communications. Staff does not recommend this option as independent communications will not integrate with current automation and controls of water systems and will result in additional Staff time and resources.

Background and History:

The current communication system was installed in the 1960’s and is failing and needs to be updated to current technology. In addition to the federal mandate, this new tower will cut down on travel through forest lands by significantly reducing the amount of time City Staff spends driving to each well site to monitor and control the wells. The Lake Mary Well Field and this proposed tower communicate information back to the Lake Mary Water Treatment Plant. This tower will enable each Lake Mary well site, our Raw Water Pump Station, and Upper Lake Mary Dam to be upgraded with new communications and security equipment for monitoring and control. This tower is being co-located at the existing industrial facility of Lake Mary Well #2, where there are already structures, power, access, fences, and maintained forest roads. Current use of permitted space will not change.

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