CITY OF POMONA
COUNCIL REPORT
October 7, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, City Manager
Submitted By: Chris Diggs, Water Resources Director
SUBJECT: APPROVE AWARD OF CONTRACT TO JOY AUTOMATION, LLC FOR SUPPORT AND MAINTENANCE OF THE CITY’S WATER SUPERVISOR CONTROL AND DATA ACQUISITION SYSTEM RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a contract to JOY Automation, LLC for a three-year agreement with two additional one-year renewal options, for support and maintenance services to the City of Pomona’s water Supervisor Control and Data Acquisition (SCADA) system; and Authorize the City Manager, or designee, to execute an agreement with JOY Automation, LLC, on behalf of the City and any subsequent documents or amendments.
EXECUTIVE SUMMARY:
The City’s Water Resources Department (WRD) utilizes a SCADA system to monitor and control much of the City’s potable and recycled water systems. The recommended contract with JOY Automation, LLC (JOY) will allow for professional support and maintenance for the City’s SCADA system.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☐ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $250 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $250 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
Funding is available within the FY 2024-25 Water Operating Budget (571-8123-53600-00000). It is anticipated $275,000 in expenditures will be spent in the remainder of FY 2024-25, and $250,000 in the following two years, for a total three-year contract amount that shall not-to-exceed $775,000. Funding for future years will be included in each respective annual budget requests.
DISCUSSION:
The SCADA system is a complex system made up of computer software, hardware, and wireless communication systems that operates 24/7. In order to keep the system secure and running properly, software updates and radio maintenance and upgrades need to be performed regularly. Additionally, as treatment processes change, the SCADA system too needs to be updated to ensure the new processes are included within the SCADA system.
On May 30, 2024, a Request for Proposal (RFP) No.2024-1007 SCADA and Radio Network Communications System Support and Maintenance Services- was issued on the City’s electronic bidding platform. The solicitation notified 262 potential suppliers, of which 37 suppliers downloaded the RFP, resulting in the City receiving one proposal. The one proposal from JOY Automation met minimum qualifications and was evaluated on a 210 point scale based on Responsiveness and Compliance, Qualifications, Past Performance, and Project Approach, see the following Table 1.
Table 1
Rank
Vendor
RFP Evaluation Score
Total Possible Points
210
1 JOY Automation
180
Joy Automation has successfully performed the said services for the City for over 8 years with success. Based on the evaluation performed and the past experience, it is recommended City Council authorize the City Manager to execute the attached agreement (Attachment No. 1).
Prepared by:
Cristina Flores
Program Assistant
Attachment:
Attachment No. 1) JOY Automation, LLC contract
Award of Contract to JOY Automation for Professional Support and Maintenance Services for SCADA System