City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 18, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
PUBLIC UTILITIES DEPARTMENT
SUBJECT: SOFTWARE AND TECHNICAL SUPPORT SERVICES FOR THE PLANT CONTROL SYSTEMS AT RIVERSIDE WATER QUALITY CONTROL PLANT, RIVERSIDE ENERGY RESOURCE CENTER, AND SPRINGS GENERATING STATION FROM E&M ELECTRIC & MACHINERY INC., DBA AVEVA SELECT CALIFORNIA OF HEALDSBURG, CALIFORNIA, FOR A THREE-YEAR TERM THROUGH AUGUST 31, 2026, IN THE AMOUNT OF $341,025 ISSUE:
Authorize purchase of renewal software and technical support services for the plant control systems at Riverside Water Quality Control Plant, Riverside Energy Resource Center, and Springs Generating Station from E&M Electric & Machinery, Inc., dba Aveva Select California, of Healdsburg, California, for a three-year term through August 31, 2026, in the amount of $341,025.
RECOMMENDATIONS:
That the City Council:
Authorize purchase of renewal software and technical support services from E&M Electric & Machinery, Inc., dba Aveva Select California of Healdsburg, California for the plant control systems at Riverside Water Quality Control Plant, Riverside Energy Resource Center and Springs Generating Station, for a three-year term in the amount of term through August 31, 2026, in the amount of $341,025; and Authorize the City Manager, or designee, to execute all documents necessary to carry out the transaction, including making minor and non-substantive changes.
BOARD RECOMMENDATION:
On June 26, 2023, the Board of Public Utilities, with eight members present, voted unanimously to approve recommending City Council authorization for expenditures for software and technical support services from E&M Electric & Machinery, Inc., dba Aveva Select California of Healdsburg, California for the plant control systems at Riverside Energy Resource Center and Springs Generating Station, for a three-year term.
BACKGROUND:
The Public Works Department, Wastewater Division, is responsible for the collection, conveyance, and treatment of wastewater generated within the City of Riverside, the communities of Edgemont, Highgrove, Jurupa, Rubidoux, and the unincorporated community of Highgrove. Wastewater is conveyed to the Riverside Water Quality Control Plant (WQCP) through more than 800 miles of sewer lines throughout the city. Wastewater is treated and disinfected at the WQCP so that it can be reused for irrigation or discharged to the Santa Ana River in accordance with federal, state, and local regulations.
The Aveva California Select Supervisory Control and Data Acquisition (SCADA) system is utilized by numerous government agencies and is recognized as the leading industry standard for SCADA operating applications. The Riverside WQCP utilizes this SCADA system to allow operations, laboratory, and regulatory compliance staff to remotely monitor and control each process at the WQCP and remote facilities in the City’s collections system. This eliminates the need to dedicate staff time to manually retrieve information and control facilities. The SCADA software is used by the Riverside Public Utilities Department at Riverside Energy Resource Center and the Springs Generating Station. The Public Works Wastewater Division and Public Utilities Department have been receiving technical support services from a Aveva Select California authorized distributer consistently since 2005.
DISCUSSION:
E&M Electric & Machinery, Inc., dba Aveva Select California is a licensed product for which the company provides technical support along with continuous improvement upgrades. Renewing the support services will provide the most stable and secure operating platform to meet Public Works and Public Utilities operational needs The Public Works and Public Utilities departments are collaborating on this purchase to qualify for a volume discount. The vendor has agreed to honor the current end-user license agreement (EULA) terms from the October 4, 2021 contract.
Purchasing Resolution 23914, Section 702 Exceptions states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(t) When the Procurement is for annual maintenance, license(s), support, or a similar need for current technology systems, including hardware, and the items are procured from the owner/developer of the software/hardware or from a sole source provider, and the Manager is satisfied that the best price, terms and conditions have been negotiated”.
The Purchasing Manager concurs that the recommended action to approve complies with Purchasing Resolution 23914.
The Utilities General Manager concurs with the recommended action.
The Innovation and Technology Director concurs with the recommended action.
STRATEGIC PLAN ALIGNMENT:
This item supports Strategic Priority 4 - Environmental Stewardship, Strategic Priority 5 – High Performing Government, Strategic Priority 6 – Infrastructure, Mobility & Connectivity, and Goals 4.2, 5.2 and 6.2.
4.2 - Sustainably manage local water resources to maximize reliability and advance water reuse to ensure safe, reliable, and affordable water to our community.
5.2 - Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.
6.2 - Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
Furthermore, this item aligns with each of the five Cross-Cutting Threads as follows:
1. Community Trust – The ability to remotely monitor and control the operations at the Riverside WQCP and RPU locations ensures that City’s utility operations do not negatively impact the community and environment.
2. Equity – This agreement supports the Riverside WQCP and RPU efforts in protecting the public’s health and environment by ensuring critical infrastructure and equipment are operating efficiently and effectively.
3. Fiscal Responsibility – This agreement will target ways to reduce costs, minimize inefficiencies, and develop control methods to optimize operating processes. The Public Works and Public Utilities departments are partnering on this purchase to qualify for a volume discount, demonstrating prudent stewardship of public funds and responsible management of the City’s financial resources.
4. Innovation – This agreement exemplifies a collaborative partnership between Riverside WQCP and RPU to enhance operational reliability by achieving measurable improvements and using the most up-to-date software.
5. Sustainability & Resiliency – This agreement supports the implementation to continuously monitor and evaluate the Riverside WQCP and RPU’s performance to provide essential and critical services to customers.
FISCAL IMPACT:
The total fiscal impact of the action is $341,025. Sufficient funds for the $216,240 Public Works Department total and $124,785 Public Utilities Department total have been included in the FY 2023/24 Budget brought forward to Council in June 2023. Accounts and amounts are listed in the table below. Appropriations for future fiscal years will be included in the department’s budget submissions for those fiscal years to be presented to the City Council for approval.
FY
Fund
Program/Acct Description
Account
Amount
2023/24
Electric
RPU - Springs Power Purch, Maintenance
RPU - Acorn Gen Plant, Maintenance
6120120-424131
6120130-424131
$40,355
Sewer
PW - Sewer-SCADA, Software
4125420-425700
$69,960
2024/25
Electric
RPU - Springs Power Purch, Maintenance
RPU - Acorn Gen Plant, Maintenance
6120120-424131
6120130-424131
$41,570
Sewer
PW - Sewer-SCADA, Software
4125420-425700
$72,080
2025/26
Electric
RPU - Springs Power Purch, Maintenance
RPU - Acorn Gen Plant, Maintenance
6120120-424131
6120130-424131
$42,860
Sewer
PW - Sewer-SCADA, Software
4125420-425700
$74,200
RPU Electric Total
$124,785
Public Works (Sewer) Total
$216,240
Three-Year Agreement Total
$341,025
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Assistant City Manager/Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Aveva Quote
End-User License Agreement (EULA)
Presentation
SCADA Software Purchase E&M Electric & Machinery Inc. dba Aveva Select California ● Page 2