HomeMy WebLinkAbout05-06-2014 C7 SCADA Upgrade Contract AmendmentCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
May 6, 2014
C7
FROM: Carrie Mattingly, Director of Utilities
Prepared By: Jennifer Metz, Utilities Project Manager
SUBJECT: DESIGN SERVICES FOR SUPERVISORY CONTROL AND DATA
ACQUISITION SYSTEM UPGRADE CONTRACT AMENDMENT NO. 1,
SPECIFICATION NO. 91062
RECOMMENDATIONS
1. Approve a contract amendment of $37,870 for the Design Services for the Water Supervisory
Control and Data Acquisition (SCADA) Project, Specification No. 91062.
2. Approve the transfer of $1,000 from the construction phase to the design phase of the project.
DISCUSSION
In September 2012, the City awarded a contract for design services in the amount of $278,200 to
Cannon for the Design Services for the Water SCADA Project, Specification No. 91062. The
design phase of the project includes the consultant preparing a set of plans and specifications to
replace existing SCADA equipment with new equipment or provide new equipment where no
SCADA equipment currently exists at 21 water distribution sites, including ten water tanks, six
pump stations, five pressure regulating valves (PRVs), and four Whale Rock sites. To date,
Cannon has completed 50 percent plans and specifications and is on schedule to complete the
construction documents in the summer of 2014.
Three additional sites were identified to add to the Water SCADA project at a cost of $37,870.
The addition of these sites, two additional PRV sites at the Terrace Hill Tank and at the
intersection of Catalina Drive and La Entrada Avenue, and one pressure relief station near the
intersection of Nipomo and Peach streets, will provide additional monitoring capability leading
to improved efficiency of the water distribution system operation. This additional scope would
be included in the City’s Water Fund portion of the project. If approved, work under this contract
amendment would be funded from available project contingency funds. This work is further
described in Attachment 1.
FISCAL IMPACT
A total of $400,000 was budgeted for the design phase of this project, of which $75,000 is from
the Whale Rock Fund and $325,000 is from the Water Fund. These funds were approved as part
of the 2009-11 Financial Plan, Capital Improvement Plan, Appendix B, pages 3-99 through 3-
101 (see Attachment 4). As part of the action taken on July 17, 2012, the City Council authorized
the City Manager to award the contract if the cost was within the approved budget of $400,000.
This amendment is for the Water Fund portion of the project only which currently has an
available balance of $37,522.76. A Budget Amendment Request is needed to transfer $1,000
from the construction phase to the design phase to support this request for Contract Amendment
#1 in the amount of $37,870.
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SCADA Upgrade System Contract Amendment No. 1 Spec. No. 91062 Page 2
ALTERNATIVES
1. Elect not to approve the contract amendment. The City Council may elect not to approve
the contract amendment at this time. Council may select this alternative if it believes the
additional monitoring capability to improve water distribution system operational efficiency
is not justified by the additional cost.
ATTACHMENTS
1. Att. 1 (Exhibit A) Cannon Scope Amendment
2. Att. 2 Amendment to Agreement
3. Att. 3 BAR
4. Att. 4 – CIP Appendix B of Financial Plan
T:\Council Agenda Reports\2014\2014-05-06\SCADA Upgrade Contract Amendment
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Design Services for SCADA System Upgrade Project, No. 91062
120721 1
February 10, 2014
Ms. Jennifer Metz
Utilities Project Manager
City of San Luis Obispo
919 Palm Street
San Luis Obispo CA 93401
PROJECT: DESIGN SERVICES FOR SCADA SYSTEM UPGRADE PROJECT, NO. 91062
Dear Ms. Metz:
As requested, we are submitting this proposal to provide additional design and construction
phase support services for two (2) additional pressure reducing stations and one (1) pressure
relief station. The two (2) additional pressure reducing stations are located at Terrace Hill
tank site and the intersection of Catalina Drive and La Entrada Avenue. The additional
pressure relief station is located near the intersection of Nipomo and Peach streets.
We will conduct this additional work in accordance with the original project approach and
scope of services identified in our original proposal, with a few modifications. We do not feel it
is necessary to repeat the Stakeholder Workshops (Task 2 in the original proposal), since
these types of facilities were already covered. For this reason, Task 2 for this proposal entails
PG&E Coordination, as each of these PRVs will need power to operate the panels. Task 2 is
not covered elsewhere in the original scope of work.
The fees for tasks 1, 5, 6, 7, and 8 are proportional increases to the original fees for the
original 20 facilities based on three (3) additional facilities. Fees for tasks 2 and 4 are based
on our opinion of the probable cost to perform the extra work at these three (3) new facilities.
The fee for Task 3 is also a proportional increase for one (1) new site as broken down below.
It is assumed that neither Terrace Hill PRV nor the Nipomo Street PRV will require easement
acquisition.
Attachment 1 (Exhibit "A")
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Design Services for SCADA System Upgrade Project, No. 91062
120721 2
The following summary provides a cost breakdown for these additional fees and services. We
have prepared an additional service request for your review and approval. Please review the
form and, upon your approval, sign and return it to our office.
Task 1: Site Visits (3 additional facilities) $1,680
Task 2: PG&E Coordination (1 additional facility) $1,200
Task 3: Easement Acquisition (1 additional facility)
Task 3a: Hamner-Jewell $7,200
Task 3b: Topographic Survey / Legal Description $5,875
Task 3c: Civil Site Plan / PIP $3,725
Task 4: Communication Network (2 3 additional facilities) $1,000 $1,500
Task 5: Prepare Detailed Design Plans and Specifications
Task 5a: Site Layout Drawings (3 additional facilities) $4,300
Task 5b: Technical Specifications $0
Task 5c: Site Layout Map (2 3 additional facilities) $290 $440
Task 5d: Site IO (3 additional facilities) $2,900
Task 5e: Master Tag Database (3 additional facilities) $2,740
Task 5f: Control Narratives (3 additional facilities) $2,000
Task 5g: Cost Estimate (3 additional facilities) $1,000
Task 6: Prepare Scope for Integration Services (3 additional facilities) $2,460
Task 7: Construction and Integration Services (3 additional facilities) $500
Task 8: Construction Phase Support Services (3 additional facilities) $1,000
Total $37,870
This would increase the contract amount from $259,200 to $297,070. The fees are based on
Time and Materials Not to Exceed (T&M NTE) the reference dollar amount. If you have any
questions regarding the additional services, please do not hesitate to give me a call.
Sincerely,
Jeff J. Spannbauer, PE
Director, Automation and Electrical Engineering Division
C 66131
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AMENDMENT TO AGREEMENT NO. 1
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
_______________________, by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation, herein after referred to as City, and CANNON, hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, in September 2012 the City entered into an Agreement with Contractor for
Engineering Design Services per Specification No. 91062 and
WHEREAS, the City desires to amend the scope of services to include additional Engineering
Design Services and Contractor has submitted a proposal for this purpose that is acceptable to the City.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. The scope of services and related compensation is hereby amended as set forth in Exhibit
A attached hereto.
a. Additional engineering design work to expand the scope of the project for the
Water SCADA to include the additional services, at cost not to exceed $37,870
per memorandum dated February 10, 2014.
2. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first written above.
ATTEST: CITY OF SAN LUIS OBISPO
____________________________________ By:____________________________________
Anthony Mejia, City Clerk Katie Lichtig, City Manager
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By:____________________________________
Christine Dietrick, City Attorney Jeff Spannbauer, CANNON
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NUMBER
Fund No.
500
Amendment
Amount
TOTAL
Amendment
Project Phase Amount
Telemetry Sys Upgrade 90490500 90490952 1,000.00
Telemetry Sys Upgrade 90490500 90490953 (1,000.00)
TOTAL -$
Date
Date
Page_____of_____
Requesting Department Fund Name
Utilities Water
REVENUES AND OTHER FINANCING SOURCES
Per CM report dated 2/25/14, transferring funding to support contract amendment for additional design services
City Administrative Officer
PURPOSE
Department Head
50025300 90490953
General Ledger No,
Account
90490952
Account Description
City of San Luis Obispo
BUDGET AMENDMENT REQUEST
Program
50025300
EXPENDITURES AND OTHER FINANCING USES
Account Description Revenue Account No.
Capital Project No.
Director of Finance
Entered ByDate
Date
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PUBLIC UTILITIES
UTILITIES TELEMETRY SYSTEM UPGRADE
3-99
CIP Project Summary
Designing and implementing upgrades to the City’s water telemetry system will cost $400,000 in 2009-10 for the
design and project management and $1,850,000 in 2010-11 for construction and system configuration.
Project Objectives
1. Upgrade remote system operations and oversight for the following facilities: Whale Rock and Water
Distribution systems.
2. Ensure reliable and dependable water systems operation and reduce potential emergency situations and
associated customer service interruptions.
3. Install a system that will meet the long-term department needs, looking especially at usability, compatibility
with business processes and reliability.
4. Install a system using up-to-date technology that will be adequately supported in the future.
5. Insure proper notification and response to potential emergency situations.
Existing Situation
The Utilities Department uses telemetry systems for oversight and operation of facilities for the following
department sections: Whale Rock, Water Treatment Plant, Water Distribution, Water Reclamation Facility and
Wastewater Collections. The existing systems were mainly implemented and developed by in-house staff and
many of the systems have been in operation for over 18 years.
The 2007-09 Financial Plan included funding for the study phase of this project which was completed in
November 2008. The study evaluated all of the operational systems utilized by Whale Rock, Water Distribution,
Water Treatment Plant, Wastewater Collections, and the Water Reclamation Facility staff. The study revealed that
the most significant problems are with the Whale Rock and Water Distribution systems. Both of these systems are
very old and outdated. In addition, much of the water distribution system is not monitored remotely and does not
provide notification of problems which results in impacts to our water customers.
The Water Treatment Plant control system was recently upgraded during the Water Treatment Plant Upgrade
Project that was completed in March of 2008 and no significant issues were identified in this area. A Master Plan
is currently under development for the Water Reclamation Facility to identify facility upgrades necessary to meet
future water quality regulations and projected increased capacity needed to serve the community at full build-out
of the General Plan. Improvements to the overall control system at the Water Reclamation Facility will be
identified in future Master Plan improvement projects for the Water Reclamation Facility. The Wastewater
Collection control system is currently providing for the operational needs of the section, but future replacement of
equipment as it reaches the end of service life will be included in future operations budgets or in a future CIP
request. This request only provides for upgrades to the Whale Rock and Water Distribution telemetry
operations systems.
Goal and Policy Links
1. The 2001-05 Information Technology Strategic Plan adopted by Council in March 2001, which identifies
rebuilding the telemetry system as a high priority.
2. Water System Master Plan, October 2000.
3. Supervisory Control and Data Acquisition (SCADA) System Upgrade Assessment Report, November 2008.
Attachment 4
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PUBLIC UTILITIES
UTILITIES TELEMETRY SYSTEM UPGRADE
3-100
Project Work Completed
1. 2001-05 Information Technology Strategic Plan
2. SCADA System Upgrade Assessment Report, November 2008
Environmental Review
Since the majority of the project will likely involve replacement of existing equipment, minimal environmental
review is anticipated. There could be some minor visual impacts associated with antennas and other equipment or
some limited construction work associated with the installation of conduits in city streets or adjacent areas. The
environmental review necessary for the project will be more clearly defined during the design phase and will
likely require an initial environmental review by the Community Development Department.
Project Constraints and Limitations
Development of detailed phasing and construction plans to ensure existing telemetry system remains fully
operational during installation and acceptance of the new system.
Stakeholders
Whale Rock, Water Distribution, and Information Technology staff.
Project Phasing and Funding Sources
Project Costs by Phase
Budget-to-Date2009-10 2010-112011-122012-13 Total
Study 100,000 100,000
Design 400,000 400,000
Construction 1,850,000 1,850,000
Total 100,000 400,000 1,850,000 2,350,000
Project Costs
Project Funding by Source
Budget-to-Date2009-102010-112011-122012-13 Total
Whale Rock Fund 10,00075,000350,000 435,000
Water Fund 50,000325,0001,500,000 1,875,000
Wastewater Fund 40,000 40,000
Total 100,000400,0001,850,000 2,350,000
Project Funding Sources
Key Project Assumptions
The design and implementation costs for the project are based on preliminary estimates provided in the SCADA
System Upgrade Assessment Report prepared by DLT&V Systems Engineering.
Attachment 4
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PUBLIC UTILITIES
UTILITIES TELEMETRY SYSTEM UPGRADE
3-101
Project Manager and Team Support
Project Manager
Steve Schmidt, Information Technology Manager
Project Team
Information Technology (Steve Schmidt, and Jason Takagi), Utilities (Gary Henderson, Bob Hamilton, and Noah
Evans)
Alternatives
Deny, Defer or Re-Phase the Project. The existing telemetry system is critical for the reliable and dependable
operation of the water and wastewater facilities. The water distribution and Whale Rock systems have been
identified as the highest priority for upgrades based on age and reliability issues. The manufacturer will
discontinue manufacturing parts for these systems at the start of 2009. Failure of system oversight and control can
lead to system service disruptions and can result in impacts to our water customers. Failure to properly plan for
the replacement and upgrade of the system will result in a less than efficient replacement of system components
as they fail.
Operating Program
Information Technology
Project Effect on the Operating Budget
Project Management
During design and implementation, significant staff resources will be committed to project management for
Information Technology and Utilities staff.
Operations and Maintenance After Project Completion
After installation, levels of maintenance and operation staffing similar to current levels will be required.
Attachment 4
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