Agenda No. 3.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | November 14, 2023 |
| Department: | Public Works |
| Subject: | Resolution 23-R-115: Authorizing the City Manager to enter into a contract for on-call SCADA Services with Prime Controls. (B.James/L.Busch) |
BACKGROUND
The City has a large and expanding Supervisory Control And Data Acquisition (SCADA) system that is responsible for monitoring, controlling and data collecting from water and wastewater systems in the City. The SCADA system is an essential tool to monitor and maintain water and wastewater services, particularly in peak demand times, weather events, and system disruptions due to electrical, hydraulic or mechanical failures.
The Public Works Department operates and maintains a SCADA system that reaches every water and wastewater site in every corner of the City. The SCADA system monitors and gathers data from each booster station, storage site, well station, and lift station using a dedicated radio network. Each site has an RTU (Remote Terminal Unit) that is responsible for monitoring and collecting data for the SCADA system from an array of different data collection points such as pump run times, tank level sensors and flow meters. Each RTU is also responsible for signaling alarms for system issues both locally and to the SCADA system.
At unforeseen times, any of the water and wastewater sites SCADA systems could experience a fault that would result in repairs. Typically, this is an urgent repair that the City would try to make in-house, but having limited materials, long lead times, or the need for specialized tools or personnel could necessitate the call for a SCADA contractor. For this reason, the City would like to retain a qualified firm to perform maintenance and repairs as needed.
The project was publicly bid using a Request for Proposals (RFP). Two proposals were received for this project. Staff recommends awarding the on-call contract to the qualified firm, Prime Controls. Based on the nature and scope of the work, as well as, historical data, any one SCADA site and/or SCADA maintenance project could cost up to or more than $30,000. If there were just two separate incidents in one fiscal year, the likelihood of exceeding $50,000 with this vendor is high. For this reason, we are requesting a not-to-exceed amount of $100,000 with the vendor per fiscal year.
The Public Works Department operates and maintains a SCADA system that reaches every water and wastewater site in every corner of the City. The SCADA system monitors and gathers data from each booster station, storage site, well station, and lift station using a dedicated radio network. Each site has an RTU (Remote Terminal Unit) that is responsible for monitoring and collecting data for the SCADA system from an array of different data collection points such as pump run times, tank level sensors and flow meters. Each RTU is also responsible for signaling alarms for system issues both locally and to the SCADA system.
At unforeseen times, any of the water and wastewater sites SCADA systems could experience a fault that would result in repairs. Typically, this is an urgent repair that the City would try to make in-house, but having limited materials, long lead times, or the need for specialized tools or personnel could necessitate the call for a SCADA contractor. For this reason, the City would like to retain a qualified firm to perform maintenance and repairs as needed.
The project was publicly bid using a Request for Proposals (RFP). Two proposals were received for this project. Staff recommends awarding the on-call contract to the qualified firm, Prime Controls. Based on the nature and scope of the work, as well as, historical data, any one SCADA site and/or SCADA maintenance project could cost up to or more than $30,000. If there were just two separate incidents in one fiscal year, the likelihood of exceeding $50,000 with this vendor is high. For this reason, we are requesting a not-to-exceed amount of $100,000 with the vendor per fiscal year.
GOAL
To enter into a contract for on-call SCADA services for a yearly not to exceed value of $100,000.
COMMUNITY BENEFIT
To provide the best qualified services at the lowest cost for labor and related materials for various SCADA system service calls and repairs as needed.
SUMMARY OF RECOMMENDED ACTION
Staff recommends Council authorize the City Manager to enter into a contract for on-call SCADA system services.
FISCAL IMPACT
Not to exceed $100,000 from water and wastewater operations budget per fiscal year of contract duration.
RECOMMENDATION
Approval of Resolution 23-R-115.