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SR 01-23-2018 3J City Council Report City Council Meeting: January 23, 2018 Agenda Item: 3.J 1 of 5 To: Mayor and City Council From: Joseph Cevetello, Chief Information Officer, Information Services Department, Customer Experience and Support Subject: Approval of Agreement for Water and Wastewater Consulting Services for SCADA Systems Integration and Support Recommended Action Staff recommends that the City Council: 1. Award RFP# 125 to Vertech Industrial Systems, LLC, a California-based company for professional services to conduct a comprehensive survey of the City’s Supervisory Control and Data Acquisition (SCADA) system for water and wastewater facilities, development of a SCADA Master Plan, development and implementation of SCADA Standards, and consulting services on future water and wastewater related capital improvement projects. 2. Authorize the City Manager to negotiate and execute an agreement with Vertech Industrial Systems, LLC, in an amount not to exceed $560,750 (including $50,977 in contingency) over a five-year period with future year funding contingent on Council budget approval. Executive Summary Like most water utilities, the City of Santa Monica manages water production, treatment, and distribution via a Supervisory Control and Data Acquisition (SCADA) system. SCADA is an automated computer control system for remotely monitoring, operating, and storing data for a process. Currently, SCADA exists for City water and wastewater facilities, but the component systems are disparate, unstandardized, and isolated from one another. Centralization and standardization of potable and wastewater system hardware and software is necessary to enhance operational and reporting efficiencies of the City’s water systems. The City has established a goal of complete water self- sufficiency by the year 2020 achieved by the combined effects of water conservation, advance treated water reclamation, and increased storm water reuse, though this goal is also reliant on the efficient deployment and operation of current and future water resources. Modern SCADA provides diagnostics and user-friendly means of controlling 2 of 5 plant processes to help achieve optimal plant performance and operational decision - making. At this time, staff recommends executing an agreement with Vertech Industrial Systems, LLC (Vertech) to complete a comprehensive survey of the City’s SCADA system, develop a SCADA Master Plan, establish and implement system standards for modern SCADA, and provide maintenance and on-call system support. The contract would be for an amount not to exceed $560,750 (including 10% contingency) over a five-year period. Background The City’s water production, treatment, and distribution system consists of over 250 miles of pipeline, the Arcadia and Charnock water treatment facilities, four reservoirs, ten wells, a wastewater collection system of over 150 miles of pipeline, the Moss Avenue Pumping Station (MAPS), the Santa Monica Urban Runoff Recycling Facility (SMURRF), two sewer flow monitoring stations, and five remote urban runoff diversions to sewer. These facilities are located both in the City and the City of Los Angel es. From the 1990’s through the early 2000’s, the City’s water and wastewater telemetering and remote control systems were limited in their abilities to control many of the critical operating functions and monitored only basic functions such as reservoir and wet well levels, pump speeds, and intrusion alarms. On September 16, 2008 (Attachment A), Council authorized a contract to provide SCADA system design and improvements for the MAPS and SMURRF facilities to enhance operational efficiencies for the two sites. This included purchase of the required hardware and software for SCADA system implementation at the facilities. On July 27, 2010 (Attachment B), Council authorized a contract to purchase and integrate additional hardware and software for SCADA at Water and Wastewater facilities. Council later authorized extension of this contract on September 24, 2013 (Attachment C). The work performed under these contracts improved process efficiency by adding limited remote site monitoring from the Arcadia Water Treatment Facility and integrating water and wastewater systems onto a common SCADA software platform. However, communication with remote sites via unreliable telemetering systems still remains inconsistent, control abilities remain limited, and process graphical 3 of 5 representation is outdated. If not addressed, these limitations could hinder implementation of two major initiatives, the Clean Beaches Initiative (CBI) and the Sustainable Water Infrastructure Project (SWIP), which require enhanced system control and functionality, including robust monitoring and forecasting tools for system optimization. Discussion Accurate and timely reading and recording of water and wastewater facility data is crucial to operating the systems effectively. As the City’s SCADA system exists today, its graphics do not present data to operators according to present -day International Society of Automation (ISA) standards for Human Machine Interfaces (HMI). Use of high-performance HMI enables operators to monitor and keep systems running at optimal levels and allows them to foresee treatment plant upsets. Such functionality can aid operators in mitigating plant shutdown severity and duration, if not prevent shutdown altogether due to its reporting of useful statistics, metrics, and diagnostics. Monitoring functionality is also limited, particularly for the remotely operated sites. This limitation results in response personnel having to travel to the sites to determine the nature of a problem when an alarm rings on the phone. W ith more reliable system communication and improved monitoring and control capability, an operator could remediate issues remotely. To enhance system functionality, staff recommends hiring the expertise of Vertech, a qualified industrial-process-control-integration consultant to undertake a holistic system survey and generate a SCADA Master Plan that is relevant to the present state of the City’s Water and Wastewater control systems. Such a report would highlight the strengths and weaknesses of the current state of the City’s SCADA infrastructure and reveal gaps to overcome. Staff would then use this information to implement measures that enhance operation in accordance with present-day standards and available technology. Furthermore, staff would work with the consultant to develop SCADA standards for programming and developing graphical interfaces. Such an approach has been proven to be successful in other public agencies, such as the City of Guelph Water Services Department in Ontario, Canada which shows favorable results in 4 of 5 reliability of automatic control schemes, ease of operating equipment from SCADA and troubleshooting automation problems, and efficiency in future automation development due to implementing SCADA standards. Integration of future City projects, such as the CBI and the SWIP, would be implemented in accordance with the established standards. Improving SCADA-provided operational-awareness would aid the City in its goals of water self-sufficiency due to increase in potable water and reclaimed water facility operating efficiency. Vendor/Consultant Selection On July 14, 2017, the City issued a Request for Proposal for professional services to perform an assessment of the City’s water and wastewater SCADA system, provide a roadmap for implementing upgrades/enhancements to the system, and provide on -call integrator services, training, and user documentation. The RFP was posted on the City’s on-line bidding site in accordance with City Charter and Municipal Code provisions. 2,537 vendors were notified, 66 vendors downloaded the RFP, and 11 firms responded. Responses to the RFP were reviewed by a selection panel of staff from the Public Works Department and the Information Services Department. Bids were received from the following firms: ACS Engineering, Inc., Aspect Engineering Group, Beavens Systems Inc., Cannon Corporation, Control Automation Design, Enterprise Automation, KDC Systems, Northern Digital, Inc., ProUsys Inc., Technical Systems, Inc., and Vertech Industrial Systems, LLC. Evaluation was based on the following selection criteria: technical competence, experience, staffing capability, project timeliness, cost of services, quality control, cost control, company stability, client references, value added, and breadth of service. Staff then interviewed three shortlisted firms. Based on this criteria and criteria in SMMC 2.24.073, staff recommends Vertech Industrial Systems, LLC as the best qualified firm to provide SCADA services based on favorable feedback from reference checks and their proven track record of working with municipalities to generate comprehensive SCADA Master Plans, develop SCADA standards, and successfully implement system improvements. Vertech has performed Programmable Logic Controller (PLC) and SCADA system hardware and software upgrades for multiple public agencies. Their 5 of 5 project history includes developing PLC and SCADA standards, performing retrofits of outdated software and hardware, and migrating old SCADA systems to modern systems with minimal downtime for municipalities, including Irvine Ranch Water District, Adelanto Public Utilities Authority, Orange County Sanitation District, City of Buckeye, International Boundary and Water Commission Nogales, and City of La Verne. Financial Impacts & Budget Actions The contract to be awarded to Vertech Industrial Systems, LLC is for an amount not to exceed $560,750 (including 10% contingency). Funds of $174,334 for expenses estimated to be incurred in FY 2017-18 are available in the FY 2017-18 budget in the Public Works Department as listed below: Account FY 2017-18 Total Contract 25671.560010 $ 49,800 $ 174,603 31661.560010 $ 49,800 $ 174,603 31661.566450 $ 37,367 $ 105,772 31661.566631 $ 37,367 $ 105,772 Total: $ 174,334 $ 560,750 Future year funding is contingent on Council budget approval. Prepared By: Tim Vosecky, SCADA Systems Analyst Approved Forwarded to Council Attachments: A. September 16, 2008 Staff Report B. July 27, 2010 Staff Report C. September 24, 2013 Staff Report D. Vertech Industrial Systems, LLC - OaksInitiativeForm 12/1/2017 To : From: Subject: Moss Avenue Pumpoing Station and Urban Runoff Facility -City of Santa Monica September 16, 2008 City Council Meeting: Septemher 9, 2888 Agenda Item: 1-G Mayor and City Council Lee E. Swain, Director -Department of Public Works Supervisory Control and Data Acquisition System Improvements for the Moss Avenue Pumping Station and Santa Monica Urban Runoff Facility Recommended Action Staff recommends that the City Council authorize the City Manager to execute a first modification to Professional Services Agreement No. 1583 with Beavens Systems Incorporated to furnish the hardware for the Supervisory Control and Data Acquisition system for the Moss Avenue Pumping Station and Santa Monica Urban Runoff Recycling Facility. This modification is not to exceed $65,000, for a revised contract total of $135,000. Executive Summary Beavens Systems Incorporated (Beavens) is currently providing design, selection of equipment and programming of Supervisory Control and Data Acquisition (SCADA) upgrades for Moss Avenue Pumping Station (MAPS) and Santa Monica Urban Runoff Recycling Facility (SMURFF). The SCADA system automatically controls the pumping, electrical, instrumentation and piping controls and operations of both plants. A contract modification is required to purchase the hardware and software needed to complete the installation of the new SCADA system. Funds for this project are available in the Sewer Pump Plant Maintenance Account. Discussion On February 25, 2008, Professional Services Agreement No. 1583 was entered with Beavens to provide SCADA system improvements for the city's wastewater pumping station and urban runoff recycling facility. The original scope of work included a complete turnkey redesign, installation, operation, training and maintenance of a new SCADA system. The original scope of work did not include the purchase of hardware and software for SCADA upgrades. The SCADA upgrades will replace the city's outdated control system with an automated, networked control system which consists of remote site equipment that gathers data in real-time to monitor system status, identify current operating needs, and manage equipment maintenance of city wastewater and urban runoff recycling facilities. The new SCADA system is equipped with a remote alarm function to indicate when a facility is operating outside of its parameters; and it alerts operators who can respond immediately to repair potential problems. Beavens re-designed a SCADA system that effectively uses communication technology to help the city better manage its wastewater and urban runoff recycling facilities. The City plans to integrate its SCADA systems at the various water and wastewater facilities and monitor and operate from a central control facility, located at the Arcadia Water Treatment Plant, which has operators working 24 hours per day. https://www.smgov.neUdepartments/council/agendas/2008/20080916/s2008090901-G. htm 1/2 12/1/2017 Moss Avenue Pumpoing Station and Urban Runoff Facility -City of Santa Monica A modification to the existing contract with Beavens is requested to acquire the necessary hardware and software to complete the installation of SCADA upgrades. The equipment will be installed and operating by October 2008 with no disruption to sewer pumping activities. Financial Impacts & Budget Actions Funds in the amount of $65,000 are available in Account No. 31661.566450, Sewer Pump Plant Maintenance, which will be partially reimbursed by the City of Los Angeles in accordance with the terms of the Amalgamated Sewer System (Hyperion) Agreement. Prepared by: Susan Lowell, P.E., Water Resources Engineer Approved: Lee E. Swain, Director Department of Public Works Forwarded to Council: P. Lamont Ewell City Manager https://www.smgov.net/departments/council/agendas/2008/20080916/s2008090901-G.htm 2/2 12/1/2017 I To : From: Subject: Water & Wastewater SCADA System Upgrade, Installation and Maintenance -City of Santa Monica I City Council Report I City Council Meeting: July 27, 2010 Agenda Item: 1-M Mayor and City Council Susan Cline, Acting Director of Public Works 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 an agreement with Beavens Systems Incorporated, a California-based company, in the amount of $805,788 for three years, with an option to renew for an additional two years. This is to upgrade, install, maintain, and provide training on the Supervisory Control and Data Acquisition (SCADA) system for water and wastewater facilities. Executive Summary An industrial process control system known as SCADA is an automated computer control system that allows remote operation and control of system equipment and facilities. Currently, SCADA systems exist for limited water and wastewater facilities on different software platforms that do not communicate with one another. A system-wide development and integration of SCADA hardware and software is necessary to enhance operational efficiencies and control capabilities. Staff recommends Beavens Systems Incorporated for the project at a cost of $805,788. Background The City operates a water production, treatment, and distribution system of over 250 miles of pipeline, the Arcadia and Charnock water treatment facilities, four reservoirs, ten wells, a wastewater collection system of over 150 miles of pipeline, the Moss Avenue Pumping Station (MAPS), the Santa Monica Urban Runoff Recycling Facility (SMURRF), two sewer flow monitoring stations, and five remote urban runoff diversions to sewer. These facilities are located both in the City and the City of Los Angeles. Since the 1990's, the City's water and wastewater telemetering and remote control systems have been limited in their abilities to control many of the critical operating functions and have monitored only basic functions such as reservoir and wet well levels, pump speeds, and intrusion alarms. Water and wastewater systems operate on two different software platforms that do not communicate with one another except by telephone call alarms. On February 25, 2008, the City entered into Agreement No. 1583 with Beavens Systems Incorporated to provide SCADA system design and improvements for the MAPS and SMURRF facilities to enhance operational efficiencies for these two sites. 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. The remaining water and wastewater facilities either have no SCADA or continue to operate with outdated telemetering systems. https://www.smgov.net/departments/council/agendas/2010/20100727 /s2010072701-M.htm 1/3 12/1/2017 Water & Wastewater SCADA System Upgrade, Installation and Maintenance -City of Santa Monica Discussion The accurate and timely reading and recording of water and wastewater flow and equipment information is crucial to meeting the requirements of operating a modern water and wastewater system. Currently, response personnel often must travel to the remotely operated site to determine the nature of the problem when an alarm rings on the phone. On many occasions, corrections to the operational system could be made remotely by staff at the Arcadia water treatment facility without having to summon response personnel and vehicles during non-working hours. 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 onto a SCADA system. A critical part of this master plan is to integrate all existing SCADA components onto the same operating system platform for improved communication. The master plan outlines the design specifications and identifies the required hardware, software, installation, and training. The integrated SCADA system monitors will reside at the Arcadia facility and plant operators will have the ability to control remote sites instantaneously with "real-time" remote monitoring and 24-hour surveillance. To ensure successful implementation of the SCADA master plan, staff requires the assistance of a qualified industrial process control consultant. Contractor/Consultant Selection On May 12, 2010, the City issued a Request for Qualifications for professional services to upgrade, install, maintain, and provide training on the SCADA system for water and wastewater facilities with the specifications outlined in the SCADA master plan. The following five responses were received and reviewed by staff from the Water Resources Division and the Information Systems Department: Miles from Santa Bidder Monica Hourly Rate Beavens Systems Incorporated 14 $165 DLT&V 56 $188 DWG & Associates 147 $80 Systems Integrated 127 $175 Transdyn 347 $195 Staff recommends Beavens Systems Incorporated based on its technical competence, staffing capability, project timeliness, price, quality control, and cost control and reporting. Beavens Systems Incorporated is also located nearest to the City among the responding vendors, reducing response time and cost for emergencies. In addition, other respondents are reluctant to work with the specifications outlined in the City's SCADA master plan and would most likely ask to provide their own designs for the project. https://www.smgov.net/departments/council/agendas/2010/20100727 /s2010072701-M.htm 2/3 12/1/2017 Water & Wastewater SCADA System Upgrade, Installation and Maintenance -City of Santa Monica Financial Impacts & Budget Actions The contract amount to be awarded to Beavens Systems Incorporated is $805,788 for three years with an option to renew for an additional two years. Of this amount, $647,388 is for the system-wide upgrades, installation, and training. The remaining $158,400 is to provide ongoing maintenance of the SCADA system at a cost of $52,800 per fiscal year. The first-year costs of $700,188 are included in the FY2010-11 budget at the following accounts: C259015.589000 SCADA Systems Upgrades $ 323,947 C314022.589000 SCADA Systems Upgrades $ 323,441 25671.560010 SCADA O & M $ 30,000 31661.560010 SCADA O & M $ 22,800 TOTAL $ 700,188 Budget authority for future year annual maintenance costs will be included in the annual proposed budget. Prepared by: Gilbert M. Borboa, Jr., P.E., Water Resources Manager Approved: Susan Cline Acting Director of Public Works Forwarded to Council: Rod Gould City Manager https://www.smgov.net/departments/council/agendas/2010/20100727 /s2010072701-M.htm 3/3 To: From: Subject: City Council Report City Council Meeting: September 24, 2013 Agenda Item: B H Mayor and City Council Martin Pastucha, Director of Public Works 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. 1 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. Heavens 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. 2 • 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 (ISO). 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: C259015.589000 $ 72,225 C314022.589000 $ 59,560 TOTAL $131,785 3 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 31661.560010 TOTAL $ 50,000 $ 50,000 $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 Ap � Martin Pastucha Director of Public Works 4 Forwarded to Council: Rod Gould City Manager (II) I S.1111••• 'llt11iihui.Jo CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a "public benefit." If the "public benefit" is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Public benefits include: 1.Personal services contracts in excess of $25,000 over any 12-month period; 2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period; 3.Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12-month period; 4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5.Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000; 6.Tax "abatement, exception, or benefit" of a value in excess of $5,000 in any 12- month period; or 7.Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12- month period. Name(s) of persons or entities receiving public benefit: Vertech Industrial Systems, LLC Name(s) of trustees, directors, partners, and officers: Titus Crabb, Robert Morris Name(s) of persons with more than a 10% equity, participation, or revenue interest: Titus Crabb, Robert Morris Prepared by: Robert Morris Title: Vice President Signature: M--r+--s-�----,-----­ f Email: bmorris@vertech.com FOR CITY USE ONLY: Bid/PO/Contract#---------- Date: 1012612017 Phone: (480) 756-2300 Permit# ________ _ REFERENCE: Agreement No. 10613 (CCS)