Utilities Department
MEMO
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: STEVE POTTER, CITY MANAGER
CC: PHIL BRUN, UTILITIES DIRECTOR
DATE: 01/23/2024
SUBJECT: WRITTEN DETERMINATION FOR SPECIALTY ITEMS PURSUANT TO NAPA MUNICIPAL CODE SECTION 2.91.050 FOR PURCHASE CONTRACT WITH REXEL USA, INC. FOR WATER UTILITY AUTOMATION EQUIPMENT Per NMC 2.91.050, the City may enter into a contract for a "specialty item," provided that the City Manager makes a written determination of the following:
Project need which the City intends to satisfy through the contract for the specialty item.
Purchase of programmable logic controllers (PLCs), variable frequency drives (VFDs) and associated hardware are required to control operations of the City’s three water treatment plants and distribution system. In addition to continued operation of City facilities, these devices also provide data acquisition which is essential not merely for the operation of the system, but also for mandatory reporting to the cognizant state regulatory agencies.
Given the number of devices that are required, it is impractical for the City to keep spare devices and components on hand to meet the needs in the event of critical failures or required equipment upgrades. Downtime due to equipment failures can result in an inability of the systems to function properly as well as potential fines imposed by state regulators.
The types of property or service which are available (or used by other similarly situated private or public agencies) to meet this need (or similar needs), and the contractors which are available to provide the property or service.
The hardware referenced above does not function within our system as stand-alone devices but works together through a variety of software applications. The hardware and software integrate seamlessly to provide the required operations. Integration of competing manufacturers equipment and software is not practical.
Over the years, City has assessed a variety of hardware and software manufacturers and has surveyed the experiences of other agencies affiliated with the American Water Works Association who have implemented products of competing manufacturers. The City has invested years of installation and integration of these devices and systems, having standardized on Allen-Bradley/Rockwell Automation hardware and software.
The reasons why it is impracticable for a similar service to meet the City’s needs (including considerations of compatibility with other City property and services regarding maintenance, repair, training, quality, price, or similar considerations); or why the City's needs can only be met by one unique or proprietary type of service (the specialty item).
Allen-Bradley hardware (PLCs, VFDs and associated components) constitute 100% of these devices within our system. Likewise, 100% of the automation software supporting our systems are products of Rockwell Automation. The substitution of hardware and software from other manufacturers is not only impractical but would require extensive staff time to integrate into our system and would not provide the same level of functionality that we currently have.
Rexel USA, Inc. is the sole authorized distributor for Allen Bradley/Rockwell Automation products in our geographic area. Rexel maintains numerous facilities in our geographic area, including a major hub in Sacramento, where they stock the components that may be needed.
By entering into a contract for the specialty item from the proposed contractor, the City will meet the purpose and goals identified in NMC Section 2.91.010.
For the reasons stated above, entering a contract with Rexel USA, Inc. for the aforementioned items will ensure the most cost-effective result for the City and meet the purpose and goals of NMC Section 2.91.010.
The contract complies with the requirements of NMC Section 2.91.030(B).
Pursuant to NMC Section 2.91.030(B)(2), (a) will be approved as to form by the City Attorney, (b) as determined by the City Auditor, there are sufficient unencumbered funds to cover the cost of the contract, and (c) as approved by the City Manager, authorized representative to enter into purchase contract.
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