Agenda Report
Fullerton City Council
MEETING DATE: AUGUST 6, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: STEPHEN BISE, PUBLIC WORKS DIRECTOR
PREPARED BY: Richard Armendariz, Assistant Director of public works SUBJECT: SYSTEMS INTEGRATED LP PURCHASE ORDER NOT-TO-EXCEED LIMIT INCREASE FOR WATER SUPERVISORY CONTROL AND DATA ACQUISITION ON-CALL SUPPORT SERVICES
SUMMARY
Request to increase the purchase order not-to-exceed limit for Systems Integrated LP from $49,000 to $124,000 to pay for unforeseen repairs to the City’s Water Supervisory Control and Data Acquisition (SCADA) system.
PROPOSED MOTION
Authorize Public Works Director, or designee, to issue a change order to increase the Systems Integrated LP, Purchase Order No. C000289 not-to-exceed limit from $49,000 to $124,000 for on-call SCADA support services.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGERS REMARKS
The City Manager recommends approval.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Public Safety
Infrastructure and City Assets.
FISCAL IMPACT
The Public Works Department Fiscal Year 2024-2025 Adopted Budget has sufficient Water Fund (Fund 44) appropriation to cover costs associated with the PO No. C000289 increase.
The proposed change order would increase the Systems Integrated LP not-to-exceed purchase order amount from $49,000 to $124,000.
BACKGROUND AND DISCUSSION
City Council awarded a Professional Service Agreement to Systems Integrated on November 17, 2020 for a three-year term with two optional, one-year extensions to provide a SCADA Master Plan and On-Call SCADA support services (Attachment 1). Staff created PO No. CO00289 for On-Call support SCADA services on February 22, 2023.
The City uses the SCADA system to monitor and control the City water system in real-time, make operational changes remotely and track historical data required by governing agencies. The City installed the current system in 2008 with few upgrades or replacements since that time. The associated hardware and software components have either aged beyond their useful life, no longer have support and/or are failing. The resources needed to support the failing components has increased operation and maintenance costs.
Staff utilizes Wonderware software via a desktop computer to monitor and make changes to the SCADA system and ensure adequate water pressure for fire protection and customer use. The desktop computer operating the SCADA software failed on June 27, 2023 making the SCADA system inaccessible. This caused a significant strain to City resources requiring multiple daily onsite visits to ensure the system remained operational without any loss of service. Staff contacted Systems Integrated for on-call support services to restore the SCADA system under the Professional Services Agreement which included new hardware and relocating software to servers to ensure system redundancy to prevent future failures. The City received a $36,350 invoice and a $28,060 invoice from Systems Integrated, totaling $64,410 for repairs and additional work to prevent future failures.
Staff requests a $64,410 increase to PO No. C000289 for June 2023 SCADA failure costs, an additional $2,910 for outstanding invoices with Systems Integrated and an additional 10% contingency to cover future invoices. The following provides a cost breakdown:
Invoice Number
Description
Amount Incurred
#1329
IT Follow Up
$250
#1320
Hermitage Reservoir Radio Failure
$2,660
#1319
Wonderware Workstation Failure
$36,350
#1316
Wonderware Upgrade
$28,060
Future Invoice Contingency 10%
$6,732
Total Cost :
$74,052
Attachments:
Attachment 1 – November 17, 2020 City Council Report
Attachment 2 – November 17, 2020 Council Voting Summary Attachment 2 – Systems Integrated LP Professional Services Agreement Attachment 3 – Systems Integrated LP Purchase Order #C000289 cc: City Manager Eric J. Levitt
Purchase Order Not-To-Exceed Limit Increase for SCADA On-Call Support Services August 6, 2024 – Page 1