CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 11 Section Name: {{section.name}} Account Number: 10-72-4671 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 6, 2023
SUBJECT:
Integrated Supervisory Control and Data Acquisition System Evaluation and Improvement – Change Order RECOMMENDATION:
Adopt a Resolution authorizing an alternate purchasing procedure to approve a Contract Change Order No. 1 with Enterprise Automation, LLC (EA) for the design, programming, configuration, installation, testing and maintenance of the Integrated Supervisory Control and Data Acquisition (SCADA) System in an amount not to exceed $158,352, for a total contract amount not to exceed $199,156; establish a contingency reserve of $30,000; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The SCADA system allows staff to monitor and control processes at the Wastewater Treatment Plant (WWTP) and sanitary sewer and stormwater pump stations throughout the City’s sewer and storm water systems. Previously, the WWTP and pump station SCADA systems were standalone but have recently been integrated and updated as part of the Clean Water Program. As a critical system for monitoring operations and receiving alarms, the SCADA system requires ongoing maintenance to ensure proper operation. In addition, after the integration, City staff identified additional critical functions that need to be integrated into the SCADA system, including alarm programming updates related to the Marina Lagoon Pump Station. Enterprise Automation (EA) is able to address both the required maintenance and system updates needed for the integrated SCADA system.
A contract for $40,804 was recently executed with EA for the review and improvement of the Marina Lagoon Pump Station, including alarm programming updates. The contract was executed to immediately begin the needed improvement of the Marina Lagoon pump station as soon as possible.
For Contract Change Order No. 1, EA will offer WWTP SCADA system support, including scheduled maintenance and priority emergency access to EA engineers. This agreement will secure a second pre-authorized company familiar with the City’s programming standards when SCADA support and programming are necessary. Pre-authorization familiarizes the vendor with City design standards to allow them to program in the SCADA environment without causing unintended problems or catastrophic system errors. TESCO, the other preauthorized programmer, was unresponsive when contacted to bid for this work.
San Mateo Municipal Code section 3.60.050(b) authorizes procurement without competitive bidding procedures when calling for bids is impracticable, unavailing, or impossible. A contract change order with EA is appropriate pursuant to these standards because City Council previously awarded a contract with EA in July 2020 to provide similar services on the Clean Water Program’s SCADA integration project. Therefore, EA is familiar with the City’s SCADA integration project, and it would also take a considerable amount of time to qualify another vendor to familiarize themselves with the design
CITY OF SAN MATEO
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standards of the City’s WWTP SCADA environment. Therefore, staff recommends approving the contract change order with Enterprise Automation, LLC pursuant to the attached resolution.
BUDGET IMPACT:
Sufficient funds are available in the WWTP, Sewer, Storm, and Dale Avenue Pump Station operating budgets to cover the cost of the contract change order. The initial approved amount was $40,804. Contract Change Order No. 1 increases the amount by $158,352.
ENVIRONMENTAL DETERMINATION:
This Council action is exempt from CEQA in that it can be seen with certainty that there is no possibility this activity will have a significant effect on the environment, because this activity relates to software technology support and improvements without any necessary physical changes that may impact the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Contract Change Order No. 1
STAFF CONTACT:
Robert Learmonth, WWTP Manager
[email protected]
650-522-7386
Matt Fabry, Deputy Director Public Works
[email protected]
650-522-7309