SR-09-24-2013-3HCity Council Meeting: September 24, 2013
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Modify Agreement with Beavens Systems Incorporated for Water and
Wastewater Supervisory Control and Data Acquisition (SCADA) System
Upgrade, Installation, and Maintenance
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to Professional Services Agreement #9246 (CCS) in the
amount of $331,785 with Beavens Systems Incorporated, a California -based company,
to provide additional upgrades, installation, software maintenance, and training on the
Supervisory Control and Data Acquisition (SCADA) system for water and wastewater
facilities. This will result in a 5 year amended agreement with a new total amount not to
exceed $1,137,573, with future year funding contingent on Council budget approval.
Executive Summary
The City has used the services of Beavens Systems Incorporated for the past three
years to provide upgrades, installation, maintenance, and training to its SCADA system
for water and wastewater facilities. SCADA is an automated computer control system
that allows remote operation and control of system equipment and facilities.
A first modification to Professional Services Agreement #9246 (CCS) is proposed to
further upgrade and continue maintenance that is required to fully integrate all SCADA
systems that exist at water and wastewater facilities. A first modification to this
agreement in the amount of $331,785 would extend the term by two years and increase
the total contract amount from $805,788 to $1,137,573.
Background
On February 25, 2008 the City entered into Agreement No. 1583 with Beavens Systems
Incorporated to provide SCADA system design and improvements for the Moss Avenue
Pumping Station (MAPS) and Santa Monica Urban Runoff and Recycling Facility
(SMURRF) facilities to enhance operation efficiencies for these two sites.
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On September 16 2008, Council approved an amendment to Agreement No. 1583 to
include the purchase of the required hardware and software for SCADA implementation
at these two facilities.
On July 27, 2010, Council approved the selection of Beavens Systems Incorporated to
upgrade, install, maintain, and provide training on the SCADA system for water and
wastewater facilities. Beavens Systems was selected following the issuance of a
Request for Qualifications for professional services in May 2010. Five responses were
received and Beavens was selected based on its technical competence, staffing
capability, project timeliness, price, quality control, and cost control and reporting.
Beavens Systems is also located nearest to Santa Monica among the responding
vendors, reducing response time and cost for emergencies. Professional Service
Agreement #9246 (CCS) was executed in the amount of $805,758 for upgrades to the
SCADA system in fiscal year 2010 -11, and maintenance of the system in fiscal years
2011 -12 and 2012 -13.
Discussion
With the success of the SCADA system implemented at MAPS and SMURRF, staff
developed a master plan to upgrade the remaining water and wastewater facilities to a
SCADA system. A critical part of this plan was to integrate all existing SCADA
components onto the same operating system platform for improved communication.
The plant operators at the Arcadia Water Treatment Plant now have the ability to control
some remote sites with "real -time' remote monitoring and 24 -hour surveillance.
In continuation of the upgrades provided to date, tasks to be performed by Beavens
Systems under this agreement modification at a cost of $131,785 include:
• Procurement and upgrading the SCADA software to the latest version for Water
Treatment facility, MAPS, SMURRF, and all remote sites.
• Design and installation of additional SCADA screens for overrides at all locations.
• Installation of additional sensors and controls for new and upgraded Water
Treatment equipment at Arcadia facility, San Vicente Generator, and at Charnock
Well Field.
'r:
• Design and installation of monitors and controls for finished water pumps and
Zenon Microfiltration system at SMURRF.
• Design and installation of additional alarms and SCADA screens for MAPS.
® Design and installation of Wonderware screen at MAPS.
® Installation of a terminal server to provide full integration of all water and
wastewater facilities which includes creating of user accounts and Historian
Database setup.
Additionally, Beavens Systems would provide ongoing software maintenance for the
SCADA system at water and wastewater facilities at a cost of $100,000 per year,
including software patches, service packs, system customizations, and technical
support. The requested maintenance budget is appropriate based on past years'
experience. Although the system resides on City servers, it is not supported by the
City's Information Systems Department (ISD). Given the wide array of remote sites and
locations controlled through this SCADA system, as well as the critically important need
to maintain communications and control functions of the water and wastewater systems,
Beavens' capability to enter the system remotely and effect repairs expeditiously has
proven very beneficial in the past.
Given the project- specific knowledge and experience obtained by Beavens Systems
Incorporated during the past three years, staff recommends a first modification to the
agreement for continued maintenance and upgrades to water and wastewater's SCADA
system be awarded to Beavens Systems Incorporated.
Financial Impacts & Budget Actions
The first agreement modification to be awarded to Beavens Systems Incorporated is
$331,785, for an amended agreement total not to exceed $1,137,573. Funds in the
amount of $131,785 are available for upgrades in the FY 2013 -14 Capital Improvement
Program budget in the following accounts:
0259015.589000 $ 72,225
0314022.589000 59,560
TOTAL $131,785
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The remaining $200,000 is to provide ongoing software maintenance of the SCADA
system at a cost of $100,000 per fiscal year. Funds in the amount of $100,000 are
available in the FY 2013 -14 operating budget in the 25671 (Water) and 31661
(Wastewater) divisions. The modification will be charged to the following accounts:
25671.560010 $ 50,000
31661.560010 50,000
TOTAL $100,000
Budget authority for subsequent budget years will be requested in each budget for
Council approval. Future funding is contingent upon Council approval and budget
adoption.
Prepared by: Gil Borboa, P.E., Water Resources Manager
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Modified Contract NO. 9246
(CCS)
Reference:
Modified Contract NO. 9246
(CCS)