January 28, 2025
Agenda Item No. 9
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Mark Vukojevic, Utilities Director - 949-644-3011, [email protected] PREPARED BY:
Joshua Rosenbaum, Senior Management Analyst - 949-644-3011 [email protected] TITLE:
Approval of an On-Call Professional Services Agreement with Partners in Control, Inc. for SCADA System Services ABSTRACT:
The Utilities Department utilizes a Supervisory Control and Data Acquisition system (SCADA) to control and monitor the City of Newport Beach’s water, wastewater and storm drain systems. SCADA is the Utilities Department’s information technology system comprised of software and hardware elements. Following a Request for Proposals selection and evaluation process, staff recommends the approval of a five-year, agreement with Partners in Control, Inc., dba Enterprise Automation for on-call as-needed SCADA services.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve an On-Call Professional Services Agreement with Partners in Control, Inc., dba Enterprise Automation to provide SCADA System Services for a five-year term and a total contract compensation amount of $1 million, and authorize the Mayor and City Clerk to execute the Agreement.
DISCUSSION:
The Utilities Department utilizes a Supervisory Control and Data Acquisition (SCADA) software, hardware and communication system to control and monitor the City’s water, wastewater and storm drain systems. SCADA is critical to the department’s mission and serves as its Information Technology (IT) System. SCADA controls, monitors, gathers and processes real-time data at stations or remote locations. SCADA is also fully coordinated with the City’s IT Department. A similar example of SCADA is the City’s Traffic Management Center and traffic signal controllers.
The Utilities Department uses a combination of City Utilities Department staff, IT Department staff, consultants, contractors and suppliers to operate, maintain and continuously update and upgrade the SCADA system. Utilities’ electricians run and manage the day-to-day operations of the system.
Outside support services, like Partners in Control, are utilized for major upgrades and repairs, audit/evaluations, trouble shooting, and for immediate needs. Similar to most computer-related technologies, the SCADA system components and software require regular replacement and upgrades.
The consultant will provide as-needed programming and engineering services, emergency response, and electrical instrumentation troubleshooting. The scope of work also includes as-needed system assessments and analysis, an updated audit, updated mapping and blueprinting of the system, and updated cyber, physical and organizational security reviews.
The department’s current service provider agreement was set to expire in early 2025, prompting Utilities staff to initiate a Request for Proposals solicitation process. Three proposals were received, and an evaluation panel composed of Utilities staff members reviewed and graded the proposals. The review was based on technical qualifications, experience, and the proposer’s ability to perform and deploy services, which accounted for 70 percent of the evaluation criteria. The remaining 30 percent was based on cost, including a comparison of hourly rates for completing a sample work project.
The proposals ranked as follows:
SCADA SYSTEM SERVICES RFP EVALUATION SCORES AND RANKINGS
PROPOSER
TECHNICAL SCORE - MAX 70
COST SCORE - MAX 30
TOTAL SCORE - MAX 100
OVERALL RANK
Partners in Control, Inc.,
63.67 29.17
92.84 1
Freedom Automation
49.00 30.00
79.00 2
Winlad Electrical Controls
51.33 23.22
74.55 3
Upon completing the evaluation scoring, Partners in Control ranked highest among the proposals, particularly for its technical qualifications. Both Partners in Control and Freedom Automation proposed nearly identical costs for a sample work project based on estimated hours required for each job title.
Partners in Control has been the incumbent consultant for the past five years, consistently delivering excellent SCADA system services for the Utilities Department. In addition, its assigned staff have demonstrated the ability to respond promptly to the City’s needs outside of normal working hours. The Utilities Department recommends the approval of an on-call, Professional Services Agreement with Partners in Control for a five-year contract term, with a total not-to-exceed amount of $1 million. The Utilities Department will continue to monitor the contractor’s performance on a routine basis.
FISCAL IMPACT:
The adopted budget includes sufficient funding for SCADA System services utilizing budget program accounts in both the Water (7019052-811057 – SCADA) and Wastewater (7119061-811057 – SCADA) enterprise funds, respectively.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – On-Call Professional Services Agreement
9-3
9-1
Approval of an On-Call Professional Services Agreement with Partners in Control, Inc. for SCADA System Services
January 28, 2025
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