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Home My WebLink About12-03-2013 c5 supervisory control & data acquisition FROM: Wayne Padilla, Director of Finance & Information Technology Steve Schmidt, Information Technology Manager SUBJECT: SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) TWO-YEAR MAINTENANCE AND SUPPORT CONTRACT EXTENSION RECOMMENDATION Approve extending the agreement with Emerson Process Management SCADA maintenance and support contract for an additional two-years in the amount of $62,800 and authorize the Mayor to execute agreement. Background The Utilities Department utilizes a complex computerized control and monitoring system referred to as SCADA to operate and monitor water and wastewater processes throughout the treatment plants, water supply, water distribution and wastewater collection systems. SCADA is used to control the pumping for water distribution and supply, control of sewage pumps in the wastewater collection system and numerous, complicated chemical processes at the Water Treatment Plant and Water Reclamation Facility. The system was installed by City staff beginning in the late 1980's utilizing Bristol Babcock equipment and has grown into a mission critical, department wide system that every section in the Utilities Department utilizes and depends upon for efficient and State compliant operation of its complex systems. Responsibility for the operations and maintenance of the SCADA system is accomplished through a partnership of Utilities staff, Network Services staff and outside support from Emerson Processing. In November of 2011, Council approved a two-year maintenance contract with Emerson Process Management Solutions Inc., which is soon going to expire. The proposed two-year maintenance agreement extension provides on-going maintenance for all Bristol Babcock equipment, replacement and repair of Bristol equipment, technical support and provides a discounted labor rate for any additional services not under the scope of the contract. Emerson Process Management specializes in process control and SCADA equipment for Bristol Babcock equipment, which is currently in use throughout the Utilities Department. Emerson has been the sole provider of the Utilities Department's SCADA equipment for many years. As such, Emerson is very familiar with the City’s complex system and currently provides scheduled and unscheduled installation and repair services under our current contract. Emerson is the only firm with the expertise and experience to maintain Bristol Babcock SCADA equipment due to its proprietary restrictions. 12-3-13 C5 - 1 Minor Changes to Agreement Proposed The only changes from the 2011-13 agreement are the elimination of annual software upgrades and using that savings to increase the number of Technician on-site days per year from five to ten days. Software upgrades are no longer available for the existing software application due to age of the current system. This agreement continues an on-going maintenance and support program that will ensure the efficient and compliant operations of the Utilities Department’s Water Treatment Plant, Wastewater Facility, Lift Stations and Water Distribution System. Proposals for Future SCADA Upgrade Later this year, the Utilities Department will be seek Council approval of a Request for Proposals to begin the process of upgrading the City’s aging SCADA systems in the Water Reclamation Facility, Water Distribution System and Whale Rock Reservoir. These will be phased projects, which will begin next year. CONCURRENCES Utilities Department staff has reviewed this report and concur with the recommendation. FISCAL IMPACT Total cost for this two-year maintenance agreement is $62,800. Funding is available in the Network Services contract services operating budget – 25300-7227, as shown in the graph below: Funding Source Amount Network Services – Emerson Maintenance Contract Services Account #25300-7227 current balance $67,200 Emerson Process Management Solutions Inc. two- year SCADA agreement $62,800 Contract Services - 24300-7227 balance $4,400 ALTERNATIVES Issue an RFP for maintenance services. This is not recommended. Emerson Process Management Solutions Inc. has the greatest knowledge of the City’s telemetry system, has been the City’s sole provider of City telemetry equipment and has provided telemetry maintenance and repair for many years. Staff believes their proposal will provide telemetry system maintenance and repair in the most cost effective, comprehensive and timely manner possible. As stated previously, Utilities will be preparing an RFP to begin upgrading the City’s telemetry systems later this year. The services provided with this agreement are necessary to keep our current system operational. ATTACHMENT Agreement and Exhibits.pdf T:\Council Agenda Reports\2013\2013-12-03\Telemetry Maintenance Agreement (Padilla-Schmidt) C5 - 2 Section D FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this _____________day of ____________________________________, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and EMERSON PROCESS MANAGEMENT, hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on the City wants Supervisory Control and Data Acquisition (SCADA) Maintenance Service: and WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until contract expiration. 2. CITY'S OBLIGATIONS. For providing services as specified in this agreement, City will pay, and Contractor shall receive, compensation in a total sum not to exceed $62,800. 4. CONTRACTOR’S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City provide all specified services as described in Exhibit A (Contractor’s Proposal) attached hereto and incorporated into this Agreement by reference. Contractor further agrees to the contract and performance terms as set forth in Exhibit B attached hereto and incorporated into this Agreement by reference. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically C5 - 3 Page 2 incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Consultant Emerson Process Management Attn: Christina Spangler 200 Beta Drive Pittsburgh, PA 15239 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO: ________________________________ By: _____________________________________ City Clerk Jan Howell Marx, Mayor APPROVED AS TO FORM: CONTRACTOR: ________________________________ By: _____________________________________ City Attorney Emerson Process Management C5 - 4 October 22, 2013 Steve Schmidt City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401-3249 Subject: Emerson Maintenance Agreement 2013 - 2015 Emerson Process Management Power & Water Solutions, Inc. Offer No. WAM13070545_Rev3 Dear Mr. Schmidt, Emerson Process Management Power & Water Solutions, Inc. is pleased to submit this offer to City of San Luis Obispo for 2013 - 2015 Maintenance Agreement. The agreement will cover the period November 01, 2013 to October 31, 2015 and subject to attached Amendment Agreement. If you have any questions or require additional information please contact David J. Brown at (619)203-5082. Sincerely, David Arias /David J. Brown Emerson Process Management Power & Water Solutions, Inc. Attachments: Emerson Maintenance Agreement dated October 25, 2011 Schedule A Emerson Process Management Power & Water Solutions, Inc. 200 Beta Drive Pittsburgh, PA 15238 C5 - 5 Amendment Agreement This Amendment is entered into this 1st day of November 2013, between Emerson Process Management Power & Water Solutions, Inc. located at 200 Beta Drive, Pittsburgh, PA 15238 (hereinafter referred to as "Emerson") and City of San Luis Obispo (hereinafter referred to as “Purchaser”). Purchaser and Emerson agree to renew, for a period of twenty-four (24) months, the Emerson Maintenance Agreement between Emerson and Purchaser dated October 25, 2011 related to the city of San Luis Obispo Water Reuse, Water Distribution, Water Treatment Plant and Wastewater Collection System. The terms and conditions of such renewal are as follows: I. Incorporation by Reference The terms and conditions of the Emerson Maintenance Agreement between the parties are incorporated herein by reference as if the same were more fully set forth hereinafter at length, except to the extent as the same are amended by the terms and conditions by this Amendment Agreement. II. Scope of Work Purchaser agrees to retain the services of Emerson for services referenced in the Scope of Work set forth in Schedule “A” (attached hereto). III. Compensation For and in consideration of the services described in Scope of Work, Purchaser agrees to pay Emerson the sum of Sixty-Two Thousand Eight Hundred Dollars and No Cents ($62,800.00). IV. Terms of Payment Emerson shall invoice Purchaser for the contract price at the commencement of this Amendment. Payment for any Emerson invoice is due within 30 days of such invoice. V. Time of Performance The services of Emerson shall commence on November 1, 2013 and continue through October 31, 2015, at which time this agreement shall expire. IN WITNESS WHEREOF, the parties hereto have executed this Amendment Agreement by their authorized representatives as of the date first set forth above. CITY OF SAN LUIS OBISPO EMERSON PROCESS MANAGEMENT POWER & WATER SOLUTIONS, INC. BY: ______________________________ BY: ______________________________ Title:_____________________________ Title:______________________________ Date: _____________________________ Date:______________________________ Attachments 1. Emerson Maintenance Agreement dated October 25, 2011 2. Schedule A C5 - 6 SCHEDULE “A” HARDWARE LIST For: San Luis Obispo – Water Reuse, Water Distribution, water Treatment Plant & Wastewater Collection System Hardware Item Description Qty Location Area Status 1 3330 10 Water Reclamation - Obsolete 2 CW Redundant 2 Water Reclamation - Active 3 CW PAC - 8 Slot Chassis 2 Water Reclamation - Active 4 CW PAC – PSSM 2 Water Reclamation - Active 5 CW PAC – CPU w/ Ethernet 2 Water Reclamation - Active 6 CW PAC – I/O Boards 12 Water Reclamation - Active 7 CWM – 4 Slot Chassis 1 Water Reclamation - Active 8 CWM – PSSM 1 Water Reclamation - Active 9 CWM –Ethernet CPU 1 Water Reclamation - Active 10 CWM –Mixed I/O, 6DI/O, 4AI, 2HSC, 1AO with LED’s 1 Water Reclamation - Active 11 Internal 120VAC to 24VDC Power Supply with 7AH backup 1 Water Reclamation - Active 12 3330 4 Water Distribution - Obsolete 13 3305 2 Water Distribution - Obsolete 14 CWM – 3 Slot Chassis 1 Water Distribution - Active 15 CWM – PSSM 1 Water Distribution - Active 16 CWM –33MHz CPU 1 Water Distribution - Active 17 CWM – Mixed I/O board; 12DI, 4DO 1 Water Distribution - Active 18 3330 4 Whale Rock - Obsolete 19 330 14 Water Treatment Plant - Obsolete 20 RIO3331 17 Water Treatment Plant - Obsolete 21 NIB (389510-01-7) 16 Water Treatment Plant - Obsolete 22 3330 (Redundant) 1 Waste Water Collection - Obsolete 23 3305 10 Waste Water Collection - Obsolete 24 CWM – 8 Slot Chassis 1 Waste Water Collection - Active C5 - 7 Hardware Item Description Qty Location Area Status 25 CWM – PSSM 1 Waste Water Collection - Active 26 CWM –Ethernet CPU 1 Waste Water Collection - Active 27 CWM –Keypad display 4 line x 20 character 1 Waste Water Collection - Active 28 CWM –Remote 16 pt DI module 1 Waste Water Collection - Active 29 CWM –Remote 16 pt DO module 1 Waste Water Collection - Active 30 CWM –Remote 4 pt AO module 1 Waste Water Collection - Active 31 CWM –Remote 8 pt DI remote terminal block 2 Waste Water Collection - Active 32 CWM –Remote 8 pt DO remote terminal block 2 Waste Water Collection - Active 33 CWM –Remote 2pt AO remote terminal block 2 Waste Water Collection - Active SUPPORT SERVICES 1. Scope a. Emerson will provide Services for the Software listed in this Schedule “A” in accordance with the clauses set forth in this Contract. Software updates/upgrades and related software support Services are not included herein and should an issue arise due to an older version of the software installed, the issue will remain unresolved until the software version is procured by the client and an upgrade is performed. 2. Unscheduled Corrective Maintenance a. Unscheduled corrective maintenance service, for the Equipment listed in Schedule “A”, is included at no additional charge, and is limited to a maximum of ten (10) visits per annum, each visit not to exceed one (1) man-day, with each man-day being a maximum of 8 man-hours or any portion thereof. Unscheduled corrective maintenance services are available during the normal working hours of 8:00 A.M. to 4:30 P.M. local time, Monday through Friday, with a response time of next business day (via phone or on site) from notification by the Purchaser. Emergency services performed at the Purchaser’s request outside of normal working hours shall be provided at Emerson’s then current premium rates, less the published price for contract service if performed during normal working hours (If the maximum contract service time as set forth herein is fully utilized, then such adjustment does not apply). The Purchaser shall pay expenses and travel time in conjunction with such emergency service provided outside of normal working hours. b. Any services in excess of the limitations noted within this Contract shall be billed in accordance with the Emerson published pricing policy after obtaining a written directive from the Purchaser to receive such services beyond the covered services. 3. Equipment Replacement/Repair/Troubleshooting a. The Purchaser must ship the defective Equipment to Emerson’s Local Service Center or to Emerson’s Watertown Repair Facilities. All instruments listed in Schedule “A”, returned for repair will be restored to original mechanical and electrical operation specification at no charge. C5 - 8 b. Unserviceable parts for Active Equipment listed in Schedule “A” will be replaced by new parts, or, at Emerson’s option, by parts equivalent to new in performance. Such replacement parts will be furnished AS IS, on an exchange basis. Parts that have been removed and replaced become the property of Emerson. This Contract does not cover expendable supply items such as printer ribbons, paper, paper tape, magnetic tape and diskettes, and paint or refinishing of the subject Equipment. If, in the joint opinion of Emerson and the Purchaser, any Equipment not within warranty of this Contract, and still within its operating performance specifications, is in need of factory reconditioning, an estimate of such costs will be submitted to the Purchaser for approval and payment. c. It is agreed that if Emerson is required to make replacements or repairs caused by negligence or misuse of Equipment, or by any other reason of any sort beyond Emerson’s direct control, Emerson reserves the right to charge the Purchaser for labor and material as required. These charges would be in accordance with Emerson’s current published price policy in effect when the work is performed. This Contract does not cover or include planning, installing, testing and documenting of expansions and modifications requested by the Purchaser, or maintenance services or parts required to maintain accessories, attachments, machines or devices not listed in Schedule “A”. d. Equipment that is discontinued or obsolete will be repaired on best effort basis and as such any resulting unserviceable parts are excluded from this agreement. e. Requests for Emerson to conduct safety tests, to install new attachments or additional controls, or to make replacements with equipment of a different design, regardless of reason, are not included under this Contract. 4. Additional Labor Services a. Support services for application hardware and software can be procured on an as needed basis using the following pricing guidelines. Such support services will be during normal working hours as mutually coordinated. b. Such services can include on-site update and upgrade support of application hardware and software trouble shooting, training, system enhancements etc. Scope of services can be predefined to estimate the time required or alternately services may be procured on a time and material basis. Description Rate Service Engineer - Standard Time (hour) $ 150.00 Service Engineer – Overtime (hour) $ 290.00 Service Engineer - Sunday & Holiday (hour) $ 360.00 Travel Time (hour) $ 120.00 Mileage (mile) $ 0.61 Expenses Cost + 10% C5 - 9 Exhibit B C5 - 10 Exhibit B C5 - 11 Exhibit B C5 - 12 Exhibit B C5 - 13 Exhibit B C5 - 14 Exhibit B C5 - 15 Exhibit B C5 - 16 Exhibit B C5 - 17 Exhibit B C5 - 18 Exhibit B C5 - 19 Exhibit B C5 - 20 Exhibit B C5 - 21 Exhibit B C5 - 22 Exhibit B C5 - 23 Exhibit B C5 - 24 Exhibit B C5 - 25 Exhibit B C5 - 26 Exhibit B C5 - 27 Page intentionally left blank. C5 - 28