CA Review CKMMeeting Date:May 20, 2025To:Mayor / President and City Council / Board MembersFrom:Geoff Patnoe, City Manager / Executive ManagerStaff Contact:Kyle James, SCADA [email protected], 442-339-5247Stephanie Harrison, Utilities Technical Services [email protected], 442-339-2310 Subject:Approval of Plans, Specifications and Contract Documents and Authorization to Advertise for Bids for the Citywide Electrical Control Panel Replacement Project for Water and Wastewater FacilitiesDistricts:AllRecommended Actions 1. Adopt a Carlsbad Municipal Water District Board of Directors resolution approving the plans, specifications and contract documents and authorizing the Secretary to the Board of Directors to advertise for bids for the Citywide Electrical Control Panel Replacement Project for Water Facilities.2. Adopt a City Council resolution approving the plans, specifications and contract documents and authorizing the City Clerk to advertise for bids for the Citywide Electrical Control Panel Replacement Project for Wastewater Facilities.Executive Summary In 2019, the Carlsbad Municipal Water District Board and the City Council approved the Supervisory Control and Data Acquisition, or SCADA, Master Plan, which proposed replacing theSCADA systems currently used to remotely monitor and control water and wastewater infrastructure because the current systems have exceeded their life expectancy and lack modern functionality. The first phase of the project, the software, network and security planning, design and development and design of new electrical control panels, is substantially complete. Staff are preparing to move into the second phase, which consists of fabricating and installing new electrical control panels at 54 water and wastewater sites citywide and connecting them to the SCADA system developed in the first phase. The construction cost for installation of the electrical control panels at 54 sites is estimated to total $5,040,642, not including contingency and construction support services. The CMWD Board’s and the City Council’s approvals of these plans, specifications and contract documents May 20, 2025Item #5 Page 1 of 10
are required under Carlsbad Municipal Code Section 3.28.080(E) – Construction project, because the project is estimated to cost more than $220,000.Staff recommend that the CMWD Board and the City Council adopt resolutions to approve the plans, specifications and contract documents, and authorize the Secretary to the Board of Directors and the City Clerk, respectively, to advertise and receive project bids. (The project will improve both the CMWD’s water and recycled water systems and the city’s wastewater system.)Explanation & AnalysisReliable water and wastewater services are vital for the protection of human health, safety and the environment. SCADA systems are used by water and wastewater utilities to remotely monitor and control the complex equipment that controls the flow of water and wastewater. The vision for the new SCADA system, which was identified in the 2019 SCADA Master Plan, is “to have a uniform, fully integrated SCADA system that supports utility-wide business intelligence to optimize operations and provide flexibility for future growth and adaptability as a smart utility.” A SCADA system is comprised of both software and hardware components integrated with acommunications network, with the hardware serving as the foundation of system functionality and reliability. The field hardware deployed at water and wastewater sites includes programmable logic controllers, instrumentation and control panels that continuously monitor and manage essential equipment such as valves, pumps, generators and motors. This infrastructure collects real-time operational data and transmits it to the software, which processes the data and provides the information to water and wastewater operators in a graphical interface. Operators can quickly and easily analyze the state of equipment and conditions in the water and wastewater systems and can make changes or issue control commands in the software which are sent out to the equipment. The ability to issue control commands through software depends on the integrity and responsiveness of the electrical control panels. The current electrical control panels are beyond their serviceable life and need to be replaced to support the capabilities and functionality of the new software that is being implemented. Given the specific performance requirements of the proposed work, a pre-qualification process will be conducted to ensure bidders have the capability to manufacture and install the control panels. There is some overlap between the two phases, because making each site operational requires verifying that the software and the instrumentation communicate correctly once installation is complete. Fiscal Analysis The engineer’s construction estimate for both the water and wastewater portions of the project is $5,040,642.1 The total project cost of $6,465,801 includes estimated construction 1An engineer’s estimate is an opinion of a project’s probable construction cost given by an experienced and qualified professional engineer generally familiar with the construction industry. Staff use them to obtain an estimate as close to the actual costs as possible. May 20, 2025Item #5 Page 2 of 10 costs, contingency, engineering support, and construction management and inspection services.This project is budgeted in Capital Improvement Program Project Nos. 5542-1, 5542-2, and 5542-3, which are funded by the Sewer Replacement Fund, Water Replacement Fund and Recycled Water Replacement Fund, respectively. There are sufficient appropriations to complete this phase of the project. A summary of the estimated costs and available funds for each funding source are shown in the tables below:SCADA Improvements ProjectCapital Improvement Program Project No. 5542-1 – Sewers Total appropriations to date $4,684,898 Total expenditures and encumbrances to date -$904,140 Total available funds $3,780,758 Electrical control panels – wastewater lift stationsConstruction cost (estimated) -$1,229,314 Construction contingency (20% estimated)-$245,863 Construction management, inspection, and testing (estimated) -$57,967 Engineering and administration (estimated) -$37,950 Total estimated construction costs-$1,571,094 Remaining balance$2,209,664 SCADA Improvements Project Capital Improvement Program Project No. 5542-2 – Water Total appropriations to date $10,077,600 Total expenditures and encumbrances to date -$2,986,591 Total available funds$7,091,009Electrical control panels – Water sites Construction cost (estimated) -$2,698,396Construction contingency (20% estimated) -$539,679 Construction management, inspection, and testing (estimated)-$143,658 Engineering and administration (estimated) -$94,050 Total estimated construction costs-$3,475,783 Remaining balance$3,615,226 SCADA Improvements Project Capital Improvement Program Project No. 5542-3 – Recycled water Total appropriations to date $2,394,400 Total expenditures and encumbrances to date -$659,307 Total available funds$1,735,093 Electrical control panels – Recycled water sitesMay 20, 2025Item #5 Page 3 of 10 Construction cost (estimated) -$1,112,932Construction contingency (20% estimated)-$222,586Construction management, inspection, and testing (estimated)-$50,406 Engineering and administration (estimated) -$33,000 Total estimated construction costs-$1,418,924Remaining balance$316,169 Next StepsUpon approval by the City Council and the CMWD Board, the City Clerk and theSecretary to the Board of Directors will advertise for bids for the project from qualifiedbidders.Staff will then evaluate the pre-qualifications and bids received and identify the lowestresponsive and responsible bidder.Staff will return to the City Council and the CMWD Board with a recommendation toaward a construction contract to the identified lowest responsive and responsiblebidder, which is expected to be in fall 2025.Environmental EvaluationThe proposed action to replace electrical control panels at existing water and wastewater facilities is categorically exempt from environmental review under the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15301 because it involves the maintenance, repair or minor alteration of existing facilities with negligible or no expansion of the existing or former use. No exceptions to the categorical exemption as set forth in CEQA Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply.Exhibits 1. CMWD Board resolution2. City Council resolution3.Plans, specifications and contract documents(on file in the Offices of the City Clerk andSecretary to the Board of Directors) 4. Location mapMay 20, 2025Item #5 Page 4 of 10 Exhibit 1RESOLUTION NO. A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND AUTHORIZING THE SECRETARY TO THE BOARD OF DIRECTORS TO ADVERTISE FOR BIDS FOR THE CITYWIDE ELECTRICAL CONTROL PANEL REPLACEMENT PROJECT FOR WATER FACILITIES WHEREAS, the Carlsbad Municipal Water District, or CMWD, Board of Directors of the City of Carlsbad, California has determined that it is necessary, desirable and in the public interest to replace the water Supervisory Control and Data Acquisition, or SCADA, system, Capital Improvement Program, or CIP, Project Nos. 5542-2 and 5542-3, or Project; andWHEREAS, Phase 1, which consisted of the project design of the SCADA software and the electrical control panels is nearing completion; and WHEREAS, replacing the electrical control panels at the water facilities is required to complete the replacement of the SCADA system; and WHEREAS, the plans, specifications and contract documents for the Project have been prepared, are on file in the Office of the Secretary to the Board of Directors and are incorporated by reference; andWHEREAS, Carlsbad Municipal Code, or CMC, Section 3.28.080(E) requires CMWD Board of Directors approval of plans, specifications and contract documents for all construction projects that are to be formally bid upon when the value exceeds $220,000; and WHEREAS, the total cost of the Project is estimated to be $4,894,707, including construction contingency, construction management, inspection and material testing services, and community outreach costs; and WHEREAS, there are sufficient funds available in the CIP Project Nos. 5542-2 and 5542-3 budgets to complete construction of the Project. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct.2. That the proposed action to replace electrical control panels at existing water facilitiesis categorically exempt from environmental review under California EnvironmentalQuality Act, or CEQA, Guidelines Section 15301 because it involves the maintenance,May 20, 2025Item #5 Page 5 of 10 repair or minor alteration of existing facilities with negligible or no expansion of the existing or former use. No exceptions to the categorical exemption as set forth in CEQA Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply. 3. That the plans, specifications and contract documents for the Project are approved andon file in the Office of the Secretary to the Board of Directors.4. That the Secretary to the Board of Directors is authorized and directed to publish, inaccordance with state law and Carlsbad Municipal Code Section 3.28.080(C), a Notice toContractors Inviting Bids for construction of the Project in accordance with thereferenced plans and specifications.PASSED, APPROVED AND ADOPTED at a Joint Meeting of the Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad, California, and the City Council of the City of Carlsbad, California, on the day of , 2025, by the following vote, to wit: AYES:NAYS:ABSTAIN: ABSENT: ______________________________________ KEITH BLACKBURN, President______________________________________ SHERRY FREISINGER, Secretary(SEAL)May 20, 2025Item #5 Page 6 of 10
Exhibit 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS FOR THE CITYWIDE ELECTRICAL CONTROL PANEL REPLACEMENT PROJECTFOR WASTEWATER FACILITIESWHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary, desirable and in the public interest to replace the wastewater Supervisory Control and Data Acquisition, or SCADA, system, Capital Improvement Program, or CIP, Project No. 5542-1, or Project; and WHEREAS, Phase 1, which consisted of the project design of the SCADA software and the electrical control panels is nearing completion; andWHEREAS, replacing the electrical control panels at the wastewater facilities is required to complete the replacement of the SCADA system; and WHEREAS, the plans, specifications and contract documents for the Project have been prepared, are on file in the Office of the City Clerk and are incorporated by reference; and WHEREAS, Carlsbad Municipal Code, or CMC, Section 3.28.080(E) requires City Council approval of plans, specifications and contract documents for all construction projects that are to be formally bid upon when the value exceeds $220,000; and WHEREAS, the total cost of the project is estimated to be $1,571,094, including construction contingency, construction management, inspection and material testing services, and community outreach costs; andWHEREAS, there are sufficient funds available in the CIP Project No. 5542-1 budget to complete construction of the Project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct.2. That the proposed action to replace electrical control panels at existing wastewaterfacilities is categorically exempt from environmental review under CaliforniaEnvironmental Quality Act, or CEQA, Guidelines Section 15301 because it involves themaintenance, repair or minor alteration of existing facilities with negligible or noexpansion of the existing or former use. No exceptions to the categorical exemption asMay 20, 2025Item #5 Page 7 of 10 set forth in CEQA Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply. 3. That the plans, specifications and contract documents for the Project are approved andon file in the Office of the City Clerk.4. That the City Clerk is authorized and directed to publish, in accordance with state lawand Carlsbad Municipal Code Section 3.28.080(C), a Notice to Contractors Inviting Bidsfor construction of the Project in accordance with the referenced plans andspecifications.PASSED, APPROVED AND ADOPTED at a Joint Meeting of the City Council of the City of Carlsbad, California, and the Board of Directors of Carlsbad Municipal Water District of the City of Carlsbad, California, on the day of , 2025, by the following vote, to wit: AYES:NAYS: ABSTAIN: ABSENT:______________________________________KEITH BLACKBURN, Mayor ______________________________________SHERRY FREISINGER, City Clerk (SEAL)May 20, 2025Item #5 Page 8 of 10
Exhibit 3 Plans, Specifications, and Contract Documents (on file in the Office of the City Clerk) May 20, 2025Item #5 Page 9 of 10