Agenda Report
Fullerton City Council
MEETING DATE: NOVEMBER 19, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: stephen bise, p.e., public works director PREPARED BY: DAVID GRANTHAM, P.E., CITY ENGINEER
MICHAEL JOHANSEN, ASSISTANT ENGINEER
SUBJECT: design services contract with WEST YOST FOR supervisory control and data acquisItion planning AND assessment services
SUMMARY
Request to approve $405,598 purchase order for professional services to West Yost for Supervisory Control and Data Acquisition (SCADA) Planning and Assessment Services.
PROPOSED MOTION
Approve West Yost proposal and fee for Supervisory Control and Data Acquisition (SCADA) Planning and Assessment Services.
Award $405,598 Purchase Order for SCADA Planning and Assessment Services to West Yost under their existing On-Call SCADA contract and authorize City Manager, or designee, to execute and administer the contract, in a form approved by the City Attorney.
Authorize Public Works Director, or designee, to approve change orders for additional services within the approved project budget.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Reject all proposals
Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
The City Manager recommends approval.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Infrastructure and City Assets.
FISCAL IMPACT
The Fiscal Year 2024-25 Adopted Capital Improvement Program Budget has sufficient funding in Project 53781 Water System SCADA Upgrade for the SCADA Planning and Assessment Services provided from Water Fund (Fund 44).
Staff attached a budget Data Sheet and the consultant proposal for reference (Attachments 1 and 2).
BACKGROUND AND DISCUSSION
Public Works Water Division operates over twenty water system sites, including wells, reservoirs, pump stations, generators, interconnections and treatment plants, which staff remotely monitors and controls via the water system SCADA. The SCADA system is nearing the end of its life cycle and needs updating to current cyber security regulations and industry standards.
The Water Division plans to update the SCADA system in three-phases:
Phase I - planning and assessment services including preliminary design and implementation recommendations Phase II - final design document preparation
Phase III – integrate Phase II design.
The task order discussed in this agenda report does not include Phase II and Phase III services.
The City issued Task Order Request for Proposal (RFP) for Phase I on July 3, 2024 to the City’s three on-call SCADA consultants: Northern Digital, Inc. (NDI), Tetra Tech and West Yost. The RFP defined the base scope of services and requested any additional SCADA-related Phase I service recommendations from respondents. All three consultants submitted proposals on August 5, 2024. Staff then reviewed and ranked the proposals.
The NDI proposal did not respond to many items requested in the RFP. Staff deemed the NDI proposal non-responsive and eliminated it from consideration.
Staff deemed the Tetra Tech proposal responsive. The Tetra Tech proposal referenced several optional value-added services but did not provide fees for the items.
Staff found West Yost’s proposal the most responsive for several reasons, including:
A generally more innovative approach with thoughtful recommendations Their prior work and familiarity with the City SCADA system based on their past successful cybersecurity assignment Similar experience with other Orange County water agencies and cities A rigorous quality assurance and quality control process A detailed and well thought-out schedule (the only consultant to submit a schedule).
Staff interviewed key members of the West Yost team and ranked West Yost as the top firm.
Ranking
Consultant
Base Fees
Additional Scope Fees
Total Fees
1 West Yost
$309,286
$96,312
$405,598
2 Tetra Tech
$214,360
Did not submit fees for additional scope.
Unknown(1)
3 Northern Digital, Inc.
$59,920
Did not provide additional scope.
$59,920
(1) Staff determined West Yost’s recommendations more suited to City needs, based on comparing the recommended value-added services between Tetra Tech and West Yost. Staff did not request additional fees from Tetra Tech but believes Tetra Tech would have an overall total similar to the fee presented by West Yost.
Staff expects to complete the SCADA Planning and Assessment Phase I work in Fall 2025.
Attachments:
Attachment 1 – Budget Data
Attachment 2 – West Yost Proposal
Attachment 3 – West Yost Project Schedule
Attachment 4 – Request for Proposal
cc: City Manager Eric J. Levitt
SCADA Planning and Assessment Services
November 19, 2024 - Page 2