CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/25/2023
1 SUBJECT:
Resolution to Approve Consultant Service Agreement with Telstar Instruments for CCWRP 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 Consultant Services between the City of Pacifica and Telstar Instruments for CCWRP SCADA and PLC Upgrade Project to approve the following actions:
A. Authorize the City Manager to Award and Execute a Consultant Services Agreement with Telstar Instruments in an amount of $1,040,731.00; and B. Approve a total project budget of $1,150,000.00 which includes contingencies in an amount not to exceed $109,269.00 or ten and one-half percent (10.5%) of the Consultant Contract amount; 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]
Dave Peel, Assistant Superintendent
(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 2023-2028 Capital Improvement Program (CIP) in June of 2023. The CIP included the Calera Creek Water Recycling Plant SCADA and PLC Upgrade Project.
The Calera Creek Water Recycling Plant (CCWRP) is permitted to treat 4 million gallons of sewage per day (up to 20 MGD during storm events). CCWRP is one of the first fully automated plants in the San Francisco Bay Area utilizing the sequencing batch reactor innovations to Pacifica City Council 2
September 25, 2023
combine the basins for aeration and clarification, and it is designed for nutrient removal and pioneered the use of ultraviolet disinfection for wastewater effluent in California. CCWRP is also one of the first wastewater treatment plants using ATAD technology (auto thermal thermophilic aerobic digesters) for the generation of Class A sludge in California. All these treatment capabilities are made possible by the Supervisory Control and Data Acquisition (SCADA) system which coveys real time data information back to CCWRP using the SCADA system.
The real time data, such as flow information, is used at CCWRP by the City’s operations and collection staff. This data is especially crucial during a storm event.
The current SCADA system and CCWRP’s main Programmable Logic Controllers (PLC) are becoming obsolete and are no longer supported by the manufacturer. Staff issued a Request for Proposals (RFP) on May 22, 2023 to solicit proposals from system integration services firms to assist the City with the replacement of the existing SCADA front-end systems for monitoring, control, historical database, and alarming, and the upgrade of the CCWRP’s PLC. The RFP was issued in accordance with the formal qualification-based process.
On July 14, 2023, three consultants bid the Project: Telstar Instruments (Telstar), Vertech and CID. The table below summarizes the fee and level of effort for each consultant.
Proposer Fee Level of Effort Estimated Date of Project
(Hours) Completion
Telstar Instruments $1,040,731 2,664 June 2024
Vertech $721,250 2,835 September 2024
CID $2,216,343.83 9,370.2 March 2026
As required by state Public Contracts Code, the RFP utilized a qualifications-based selection (QBS) approach to ensure the City selected the most qualified Consultant for this complex and critical Project. The QBS evaluation used the following criteria: 1) Project Understanding and Approach; 2) Project Team; and 3) System Integration/SCADA Project Experience.
Furthermore, level of effort (i.e., hours) was requested in the RFP response to help calibrate proposal information. Following the interviews and review of the proposals, Telstar Instruments was rated the most qualified consultant for the project.
The fees shown in the table above only became available to staff after a thorough review of all the proposals and completing the ranking of the bidders. As shown on the table above, Telstar’s fee is $319,481 more than the proposal of the lowest cost proposer, Vertech. Telstar’s fee is also 1,175,612.83 less than CID’s proposal. However, the selection process is not based on the lowest cost and must be qualification based. Telstar’s and Vertech’s level of effort are about the same, whereas CID’s is over three times as much. Because of the wide range of fees proposed and estimated time required, staff submitted a follow up question to all proposers requesting more information on certain line items, and specifically the estimated hours for the programming effort. Staff received the follow up answers and was satisfied with the level of effort and time proposed by Telstar for the programming effort. Another important factor was the Telstar proposal allowed for an estimated completion date of July 2024, which is earlier than that of the other two bidders. Since time is of the essence, expedited completion of the project is very important.
All required documentation was submitted along with the proposal. Therefore, the City Manager recommends the Council approve the Consultant Services Agreement with Telstar (Attachment in the amount of $1,040,731 and approve the budget authority in the amount of $1,150,000 which includes 10.5% contingency in the amount of $109,269 in connection to the CCWRP SCADA and PLC Upgrade Project.
Pacifica City Council 3
September 25, 2023
ALTERNATIVE ACTION:
The Council may choose not to approve the Consultant Service Agreement with Telstar Instruments Inc. for the CCWRP SCADA & PLC Upgrade Project. However, this will result in potential failures at the Plant. 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, streets and facilities: The Project will upgrade the City’s wastewater treatment plant’s SCADA system which will ensure proper treatment of wastewater and protect the environment.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Total Project Source and Use of Funds
Fund 34 - Account No. 34.900000.52800.P008.000 $1,150,000.00 Total Source of Funds $1,150,000.00
Project Cost
Consultant Services ($1,040,731.00)
Consultant Services 10.5% Contingency ($109,269.00)
Total Use of Funds ($1,150,000.00)
Estimated Project End Balance $0
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2023-24 budget for this project.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Consultant Services Agreement CCWRP SCADA PLC Upgrade Project Telstar Rev. 2021v2 signed (PDF)
Pacifica City Council 4
September 25, 2023
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING AN
AGREEMENT TO CONSULTANT SERVICE AGREEMENT BETWEEN THE CITY OF
PACIFICA AND TELSTAR INSTRUMENTS FOR CALERA CREEK WATER RECYCLING
PLANT SCADA AND PLC UPGRADE PROJECT
WHEREAS, the City Council adopted the Capital Improvement Program 2023-2028 at the June 26, 2023 Council Meeting which included the Calera Creek Water Recycling Plant SCADA and PLC Upgrade (Project); and
WHEREAS, during the FY 2023-24 budget approval process, the City Council approved sufficient funding for Calera Creek Water Recycling Plant SCADA and PLC Upgrade Project (Fund 34); and
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 $1,040,731.00 for the Calera Creek Water Recycling Plant SCADA and PLC Upgrade Project; and approve budget authority in the amount of $1,150,000.00 which includes 10.5% contingency in the amount of $109,269.00; and authorize the City Manager to execute all documents related to the project.
• • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 25th day of September, 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