Agenda No. 7.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | August 6, 2024 |
| Department: | Public Works |
| Subject: | Resolution 24-R-89 - A Resolution by the City of Schertz authorizing increasing the Fiscal Year 2023-24 and Fiscal Year 2024-25 and Fiscal Year 2025-26 not-to-exceed expenditures with Prime Controls for on-call SCADA services. (B. James/L. Busch/N. Ferris) |
BACKGROUND
The City currently has an on-call contract with Prime Controls, LP to provide SCADA system services. In August 2023, the City issued a solicitation for proposals (RFP) of qualified firms with demonstrated competence and experience in SCADA services (maintenance & repair). Two (2) proposals were received in response to the solicitation. Proposals were reviewed and scored based on criteria including cost, proposer's experience, qualifications, reputation, quality of proposed services and responsiveness of the proposal. Staff identified Prime Control as the highest ranked vendor and recommended authorization to enter into a contract for on-call SCADA services, which Council approved via Resolution 23-R-115 on November 14, 2023. Council approval included a Fiscal Year not-to-exceed (NTE) amount of $100,000. The contract was for one year with the option for two additional years.
Through the duration of Fiscal Year 2023-2024, SCADA system projects and repairs are nearing the original NTE amount of $100,000. To continue the use of this contract through FY 2023-24 as well as FY 2024-25 and FY 2025-26, staff is requesting an additional $50,000 to the original not-to-exceed amount of $100,000 for a total not-to-exceed of $150,000 per fiscal year. This would allow for Prime Controls to do any work needed for the remainder of this fiscal year as well as for the next two fiscal years.
Through the duration of Fiscal Year 2023-2024, SCADA system projects and repairs are nearing the original NTE amount of $100,000. To continue the use of this contract through FY 2023-24 as well as FY 2024-25 and FY 2025-26, staff is requesting an additional $50,000 to the original not-to-exceed amount of $100,000 for a total not-to-exceed of $150,000 per fiscal year. This would allow for Prime Controls to do any work needed for the remainder of this fiscal year as well as for the next two fiscal years.
GOAL
To obtain authorization from City Council to contract with Prime Controls, LP, to provide on-call SCADA services in an amount not to exceed $150,000 per fiscal year through FY 2024-25.
COMMUNITY BENEFIT
To provide the best qualified services at the lowest cost for labor and related materials for various SCADA system services and repairs as needed.
SUMMARY OF RECOMMENDED ACTION
Staff recommends Council authorize Staff to continue to utilize Prime Controls, LP for on-call SCADA services as needed through Fiscal Year 2025-26 in an amount not to exceed $150,000.
FISCAL IMPACT
Not to exceed $150,000 from water and wastewater operations budget per fiscal year of contract duration.
RECOMMENDATION
Approval of Resolution 24-R-89.