Consideration and Approval of Contract: Award a 3-Year Subscription with Q-Mation for a SCADA Software Package in an amount not to exceed $121,344.
 

1. Approval of 3-Year Subscription with Q-Mation for a SCADA Software package in an amount not to exceed $121,344; and
2. Authorize the City Manager to execute all necessary documents.

This software allows one system operator to essentially be in many places at once which saves time, allows for less staffing and saves fuel by not having to commute to remote sites on an hourly/daily basis. 

Standard Level Customer FIRST Support for Plant SCADA, our SCADA Software package purchased through the vendor Q-Mation, will maintain the functionality of our Human Machine Interface (HMI) software in Water Services’ Supervisory Control and Data Acquisition system (SCADA).  Water Services has used Plant SCADA and its past versions for over 15 years. This software enables operations to control and oversee processes throughout the facilities and system from a single client computer. The core functions of the SCADA (Supervisory Control and Data Acquisition) program are to develop, maintain, program, expand, and secure the SCADA controls, which automate and give remote access to processes for all water moving through the City, including water production, wastewater, and reclaimed water. The SCADA systems include: the remote equipment and interfaces with the equipment in each process. The SCADA Network through which the data and commands are communicated. The OT (Operational Technology) Servers and Client systems that control, collect, and manage data. The callout system alerts operations, both local and remote, that there is an alarm or warning of a safety or compliance parameter outside the normal range.

Project Name: SCADA Software
Cost:
FY26 = $38,496.00
FY27 = $40,416.00
FY28 = $42,432.00
Account Number Budgeted:
202-08-307-1015-0-4410 - $30,000
202-08-307-1117-0-4343 - $6,500
202-08-307-1015-0-4343 - $2,600
Grant Funded: None
Funding Source: Water Service's Base Budget
 

No previous Council Decision or Community Discussion 

Option 1: Water Services staff would have to research, like software packages, collect three quotes from vendors, and then spend the time and money to implement and customize a new software package to meet the needs of the City of Flagstaff's unique SCADA system.

Option 2: Water Services would lose the licensing and support for the current Plant SCADA software, as well as the functionality of the Human-Machine Interface software. Operations would have to operate all processes manually and record Compliance and Operational data manually. The operations staff level would have to be increased to complete these tasks.

The SCADA program is part of the SCADA/IS section in Water Services. SCADA/IS (System Control and Data Acquisition/Water Information Systems) is a section that manages a massive volume of complex data projects throughout the division. The core functions of the SCADA/IS section are: develop, maintain, expand, and secure the SCADA controls, which automate and give remote access to processes for all water moving through the City, including water production, wastewater, and reclaimed water. The SCADA system includes: 

• Water Services sites with remote equipment such as booster stations and wells. 
• The SCADA Network through which the data and commands are communicated.
• The OT (Operational Technology) Servers and Client systems that control, collect, and manage data.
• The callout system alerts local and remote operations when an alarm or warning of a safety or compliance parameter is outside the normal range.
• Development, maintenance, and expansion of all Water Services work orders, inspections, and service requests that are part of a CMMS (computerized maintenance management software) system.
• Develops and implements applications, databases, scripts, and hardware that allow for the collection, analysis, and storage of Water Services SCADA, OT (Operational Technology), Geographic Information System (GIS), Computerized Maintenance Management System (CMMS), water usage, and other data to allow the Water Services division to make data-driven decisions.
• Collaborates with City Information Technology (IT) to develop innovative solutions to improve efficiency through technology.
• Add information from as-builts, field collection methods, and staff knowledge to keep digital atlases and Water Services GIS data current.
• Manage the deployment and maintenance of IIOT (Industrial Internet of Things) devices for field data collection, including temporary and portable sewer flow and level devices, and drinking water and reclaim system temporary and portable pressure sensors. 
• Maintains security software and databases for all Water Services facilities, including cameras and door access, to improve the safety of the work environment for all Water Services employees.

A 2014 SCADA Masterplan demonstrated that Water Services needed improvements to our SCADA system, recommending additional funding dedicated to SCADA projects and a position to manage them. Water Services created the SCADA Administrator position in 2017. They reclassified it to capture Information System (IS) in 2019 when the SCADA/IS section was created and managed by the SCADA/IS Manager. 

The following team delivers the SCADA Projects.

• SCADA Program Manager: The SCADA team lead oversees the team's duties and operations. This position assists the SCADA/IS Manager in developing budgets, prioritizing projects, managing projects, and planning SCADA.
• 3 SCADA Analysts: These three positions are the eyes and ears of the SCADA system. One sits at each of the three plants and, with direction from the SCADA Program Manager, helps plant staff with day-to-day SCADA fixes. They also assist the Program Manager with new SCADA upgrades and integration. 
• 1 OT Specialist: This is our new entry-level SCADA position. They assist the Program Manager and the Analyst with their SCADA tasks and projects. This position is also crucial in performing tasks that improve our cybersecurity preparedness. These tasks include rotating passwords, updating firmware, and cataloging system information. 

The Information Systems (IS) programs is supported by two team members.

• Water Services Information Systems Administrator: This position oversees the management and expansion of our workorder and inspection management systems, as well as our Water Services GIS data. They also help manage our IIOT devices and sewer Inspection TV van and develop new data sets and Dashboards. 
• Water Services GIS Specialist. This Specialist position is vital to keeping our Water Services GIS current. Field crews use this GIS daily to respond to service calls and perform general maintenance in our Distribution, Reclamation, Collections, and Stormwater systems. They work closely with plant staff and field crews on updates to the GIS. 

The SCADA/IS section pursues three standards:
1) Resilience: Ensure continuity of operations for the entire system, including preparedness for disasters and emergencies, such as fire, cyber-attack, or power outage. Maintain backup of all systems to ensure all service packs, updates, patches, and firmware are current.
2) Serviceability: Retain expertise and skill sets to effectively maintain our systems through ongoing training and contracts with vendors. Every part of the SCADA and IS systems needs  qualified personnel to track and perform maintenance. 
3) Data-driven: Provide Sections with the best available data to allow managers, directors, and other City leadership to make informed decisions.

Purchasing staff reviewed the quoted service and determined that this software licensing is proprietary to the SCADA systems it supports. 

High Performance Governance: Serve the public by providing high quality customer service
Sustainable: Innovative Infrastructure. Deliver outstanding service to residents through a healthy, well maintained infrastructure system

Goal WR.1: Maintain a sustainable water budget incorporating regional hydrology, ecosystem needs, and social and economic well-being.
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.3: Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measure.
Goal WR.6: Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
 

WS-1 Improve water infrastructure and expand water reuse
 

Goal 1: Use Standards and Data to Drive Decision-Making
Goal 5: Accelerate Infrastructure Maintenance and Replacement
Goal 6: Ensure Adequate Water Resources and Plan for Climate Change
Goal 7: Maintain Excellent Water Quality
Goal 8: Improve Compliance with Environmental Standards and Protections