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August 8, 2023
ITEM TITLE
Agreement: Approve an Agreement with Systems Integrated for Software Control System onSITE Support and Task Order Services
Report Number: 23-0161
Location: No specific geographic location
Department: Public Works
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a resolution approving a five -year agreement with Systems Integrated for Software Control System Support Services for the annual maintenance of the onSITE SCADA system and task order services with a total not-to-exceed amount of $750,000 over the life of the agreement, which is five (5) years.
SUMMARY
Systems Integrated has been servicing the Supervisory Control and Data Acquisition (SCADA) system since they designed and built the City’s system in the early 2000s. The SCADA system is an interactive system that alarms the sewage lift station operators of poten tial problems that may lead to an accidental sewage spill.
Systems Integrated have been a reliable partner in providing continuous updates to software, hardware, maintenance, and assistance in troubleshooting complex system problems. The proposed contrac t with Systems Integrated will provide for annual software support services and task order work (as needed). The proposed term of the contract is five years and has a potential total agreement value of $ 750,000. Staff recommends that City Council approv e the System Integrated Software Control System ( onSITE) and Task Order Services Maintenance Agreement.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because the proposed activity consists of a governmental P a g e | 2
fiscal/administrative activity which does not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
Systems Integrated has been servicing the Supervisory Control and Data Acquisition (SCADA) system since they designed and built the City’s system in the early 2000s. They have been a reliable partner in the continuous updates to software, hardware, maintenance, and assistance in troubleshooting complex system problems. Their onSITE program is proprietary and is necessary for the integration of the tabular display to onSITE screens for ease of monitoring, troubleshooting, and trending lift station to ensure proper operation.
The SCADA system is an interactive system that alarms the sewage lift station operators of potential problems that may lead to an accidental sewage spill. The service agreement ensures that all of the latest updates to software, comput er servers, and the radios the interconnect system are working at optimum levels to ensure connectivity and prevent accidental sewage spills.
The proposed agreement with Systems Integrated will provide onSITE System support services on annual basis and includes software support including:
• Hot Patches
• Updated revisions to onSITE software
• Validation of continued operation of onSITE with the installation of operating system upgrades (provided 3rd party upgrade software is installed)
• Disc cleanup
• Network monitoring/management
• Isolation of hardware problems
• Support for recording of software as a result of hardware failure (over the phone support) • RTU firmware upgrades
• RTU firmware support
• LCD firmware upgrades
• LCD firmware support
• Database maintenance
• Re-loading/Re-synchronizing of onSITE databases as a result of a hardware failure P a g e | 3
The proposed term of the agreement is five years. The following table reflects the costs for the onSITE System support services for the term of the agreement:
SUPPORT CONTRACT PERIOD PER MONTH ANNUAL
Year 1 7/1/2023 6/30/2024 $3,183.00 $38,196.00
Year 2 7/1/2024 6/30/2025 $3,278.00 $39,336.00
Year 3 7/1/2025 6/30/2026 $3,376.00 $40,512.00
Year 4 7/1/2026 6/30/2027 $3,477.00 $41,724.00
Year 5 7/1/2027 6/30/2028 $3,581.00 $42,972.00
Total $202,740.00
Additionally, the agreement allows for task order work on an as -needed basis. The total not -to-exceed amount for the term of the five contract is $750,000.
Chula Vista Municipal Code (CVMC) section 2.56.070 provides that purchases over $100,000 shall be awarded to the lowest responsive and responsible bidder following a competitive bid process, subject to the exceptions identified therein. CVMC section 2.56.070(B)(4) provides for the award of a contract, without competitive bidding, where the service is available from only one known source as a result of unique performance capabilities or compatibility requirements , in the discretion of the Purchasing Agent, after consultation with the Director of the procuring department. Here, the City’s current SCADA system has been in place for over twenty years and Systems Integrated has proprietary software that supports the City’s SCADA system. Further, City staff doe s not recommend seeking a replacement of the SCADA system at this time as the system is performing satisfactorily and seeking a replacement would require increased staff time and costs to obtain and implement the new system. Therefore, due to the unique p erformance capabilities of Systems Integrated and the compatibility requirements of its proprietary software with the SCADA system, the Purchasing Agent has determined, in her discretion and has consulted with the Director of the procuring department, that the award of the contract to Systems Integrated is not subject to City’s competitive bidding requirements pursuant to CVMC 2.56.070(B)(4).
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not inde pendently aware, and has not been informed by any City Councilmember, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
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CURRENT-YEAR FISCAL IMPACT
The fiscal year 2023-2024 software support services total $38,196; the budget for these services is included in the Sewer Service Revenue Fund budget. Approval of this resolution has no fiscal impact to the General Fund.
ONGOING FISCAL IMPACT
The annual cost for the years two to five for the software support services will increase by approximately 3% per year with the final year costs totaling $42,972. This expense will be considered as part of the annual budget development process and will be funded by Sewer Service Revenue Fund. The agreement also allows for as needed task order work. The total potential value of the five-year contract is $750,000.
ATTACHMENTS
1. Agreement - Systems Integrated Software Control System onSITE Support and Task Order Services Staff Contacts: Angelica Aguilar, Assistant Director of Public Works Joe Allshouse, Pump Maintenance Supervisor