CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
7/10/2023
1 SUBJECT:
Resolution - Approve Construction Service Agreement with Telstar Instruments for Pump Stations SCADA and PLC Upgrade Project
RECOMMENDED ACTION:
Adopt the Resolution entitled, "A Resolution of the City Council of the City of Pacifica Authorizing an Agreement for Construction Services between the City of Pacifica and Telstar Instruments for Pump Stations SCADA and PLC Upgrade Project" to approve the following actions for the Telstar Instruments for Pump Stations SCADA and PLC Upgrade Project:
A. Authorize the City Manager to Award and Execute a Construction Services Agreement with Telstar Instruments in an amount of $137,553; and
B. Approve a total project budget of $152,000 which includes approximately 10.5% of the Construction Contract amount or $14,447; and
C. Authorize staff to Execute Future Change Orders not to exceed the listed contingency amounts.
STAFF CONTACT:
Louis Sun, P.E., WWTP Plant Manager
(650) 738-4660
[email protected]
Eddie Pastrano, Collection Systems Manager
(650) 738-4660
[email protected]
Maria Aguilar, P.E., Deputy Director of Public Works (Wastewater) (650) 738-4660
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City Council approved the FY 2023-2024 Capital Improvement Program (CIP) in June of 2023. The CIP included the Pump Stations SCADA and PLC Upgrade Project and the CCWRP SCADA and PLC Upgrade Project.
There are five sanitary sewer pump stations and two stormwater pump stations servicing the City of Pacifica, and the major pump stations coveys real time data information back to Calera Creek Water Recycling Plant (CCWRP) using the Supervisory Control and Data Acquisition (SCADA) system. The real time data such as flow information is used at CCWRP by the City’s Pacifica City Council 2
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operation and collection staff. This data is especially crucial during a storm event.
During the end of 2022 and beginning of 2023, the region experienced an unprecedented amount of storm events. It was during the beginning of these storm events that staff experienced unreliable communication between the pump stations and CCWRP. Staff urgently needs to fix the problem to ensure data communication between the various pump stations and CCWRP remains reliable.
Due to the urgent nature of fixing this issue and pursuant to the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76) set forth in Article 3.6 Urgent Purchases of the Administrative Policy No. 76, staff solicited a proposal from the City’s on-call instrumentation contractor Telstar Instrument to provide communication solutions. Telstar is also the most qualified contractor to complete this work.
All required documentation was submitted along with the proposal. As there are sufficient project funds approved as part of the FY 2023-2024 budget, the City Manager recommends the award of contract to Telstar Instruments. In addition, a 10.5% contingency is recommended to allow enough funding to handle any other required improvements that are identified during construction.
ALTERNATIVE ACTION:
The Council may choose not to approve the Construction Service Agreement with Telstar Instruments for the Pump Stations SCADA and PLC Upgrade Project. However, this will result in project delays and possible increase in construction cost. Staff does not recommend this alternative action.
RELATION TO CITY GOALS AND WORK PLAN:
Approval of the Construction Service Agreement with Telstar Instruments is consistent with the following Council adopted Goals:
• Improve and Steward City Infrastructure: The Project will upgrade the City’s wastewater collection system pump station communication to support the treatment plant’s SCADA system which will ensure proper treatment of wastewater and protect downstream equipment in the plant.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Project Source of Funds
Fund 34 - Account No. 34.900000.52800.C046.000 $ 100,000.00 Fund 34 - Account No. 34.900000.52800.P008.000 $ 52,000.00 Total Source of Funds $ 152,000.00
Project Use of Funds
Construction Cost $ 137,553.00
Construction 10.5% Contingency $ 14,447.00
Total Use of Funds $ 152,000.00
Estimated Project End Balance $ 0.00
Pacifica City Council 3
July 10, 2023
No additional budget authority is necessary as sufficient funds have been approved in the Wastewater Enterprise Fund for FY 2023-24 to pay for this project.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
20 0401 Short Form Construction Services Agreement Telstar signed TM 6.7.23 (PDF) Pacifica City Council 4
July 10, 2023
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING AN
AGREEMENT FOR CONSTRUCTION SERVICES BETWEEN THE CITY OF PACIFICA AND
TELSTAR INSTRUMENTS FOR PUMP STATIONS SCADA AND PLC UPGRADE PROJECT WHEREAS, the City Council adopted the Capital Improvement Program 2023-2024 at the June 26, 2023 Council Meeting which included the Pump Stations SCADA and PLC Upgrade (Project) and CCWRP SCADA and PLC Upgrade Project; and WHEREAS, during the FY 2023-24 budget approval process, the City Council approved sufficient funding on Pump Stations SCADA and PLC Upgrade Project; and WHEREAS, during the December/January Storm Events and all subsequent storm events in early 2023, City’s pump stations experienced communication failure and SCADA information was not relayed back to Calera Creek Water Recycling Plant (CCWRP); and WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76) as set forth in Article 3.6 Urgent Purchases of the Administrative Policy No. 76, the City of Pacifica solicited a proposal from the City’s on-call instrumentation vendor Telstar Instrument for providing communication solutions, and to ensure the City selected the most qualified contractor to complete the project;
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute an Agreement with Telstar Instruments in the amount of $137,553.00 for the Calera Creek Water Recycling Plant Roof Improvement Project and approve a budget authority in the amount of $152,000.00 which includes 10.5% contingency in the amount of $14,447.00; and authorize the City Manager to execute all documents related to the project and all related purchase.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 10th day of July, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney