TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Pacific Rim Automation, Inc., of Huntington Beach, CA, without an Invitation to Bid, for annual storm drain pump station telemetry, monitoring, system software updates and electrical/control equipment services, and a one-time relocation of equipment and upgrade of system software, for a total not to exceed $692,110 over a four-year period; and to authorize additional services, if required, within the provisions of the contract. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Pacific Rim Automation, Inc. (Pac Rim), for providing annual storm drain pump station telemetry, monitoring, system software updates and electrical/control equipment services. Additionally, a one-time relocation of equipment to the Public Service Bureau (PSB) Yard Technology Room, which will include the purchase of a rack to properly house equipment. Relocation will allow for the 24/7 access necessary for a timely alarm response to the equipment, which is not currently available at its current location in Signal Hill. Additionally, housing the equipment at the PSB Yard will ensure full protection and security of the system, which is not guaranteed when housing through a second party. Upgrades to the overall system software are necessary to maintain optimal compatibility with the City’s platform.
The City is responsible for the operation and maintenance of 24 storm drain pump stations located throughout the City. Monitoring of pump stations is done remotely through a Supervisory Control and Data Acquisition (SCADA) telemetry system, which has the capability of providing system alarms and remote control of pumps. The SCADA system must be monitored on a 24-hour basis and alarms responded to in a timely manner. In addition, system software must be updated on a regular basis, and pump control equipment and electrical systems must be serviced every 30 days to ensure pumps remain operable. The City does not have the resources to perform these specialized services and has historically relied on outside contractors to provide these services.
On August 16, 2011, the City Council authorized the City Manager to execute an agreement with Pac Rim, who was the only bidder submitting a proposal, to provide storm drain system services for a three-year term that expired on September 30, 2014. Upon contract expiration, an interim blanket purchase order with Pac Rim was created to extend services through September 30, 2015 in order to avoid service interruption to the telemetry system at pump stations throughout the City. On September 22, 2015, the City Council authorized the City Manager to increase Blanket Purchase Order Agreement No. BPPW15000016 with Pac Rim by $105,000 for a total amount not to exceed $200,000 and a term extension through April 20, 2016, or until a new agreement is executed, whichever occurs first.
Public Works requests that Pac Rim receive sole source status as the vendor who built and installed all 24 storm water remote terminal units and programmed them to run to City specifications. Additionally, Pac Rim built and installed the master programmable logic controller (PLC) and programmed it to retrieve data from the remote units. Pac Rim also built the Human Machine Interface (HMI) from inception of the SCADA project in 1992 and has extensive knowledge about Public Works Department standards for the HMI development enhancements. Pac Rim works with and trains City personnel to assist in the maintenance of the SCADA system. Finally, continuing to work with Pac Rim will save the City staff time and money by avoiding extensive reengineering, installation and training costs.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber on March 3, 2016 and by Budget Management Officer Victoria Bell on March 2, 2016.
SUSTAINABILITY
Continual 24-hour telemetry monitoring and the ability to remotely operate the City’s storm drain pumps, results in the City’s ability to respond to emergency alarms and calls to prevent toxic waste flow, sanitary sewer spills and other National Pollutant Discharge Elimination System (NPDES) permit prohibitive materials from being discharged into the rivers and beaches.
TIMING CONSIDERATIONS
City Council action to adopt the attached Resolution and award a contract concurrently is requested on March 22, 2016, to ensure the contract is in place expeditiously.
FISCAL IMPACT
Contract expenditures will not exceed $692,110 over a four-year term. The cost for the remainder of FY 16 is estimated at $345,310. Of this amount, $157,310 is budgeted in the General Fund (GF) in the Public Works Department (PW) for ongoing services, and $188,000 is budgeted in the Capital Projects Fund (CP) in the Public Works Department (PW) for one-time relocation costs and software upgrades. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
CRAIG A. BECK
INTERIM DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER