Title:
Title
Agreements: On-Call Utility Systems Programming
End
FileID
File ID: 2019-01647
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion authorizing the City Manager or the City Manager’s designee to execute agreements with; 1) John Wootton Integration in an amount not-to-exceed $450,000; and 2) Volo Technologies, Inc. in an amount not-to-exceed $450,000 for on-call control system programming expertise.
Contact: Megan Thomas, Project Manager (916) 808-1729; Dave Hansen, Supervising Engineer (916) 808-1421; Tony Bertrand, Engineering & Water Resources Division Manager, (916) 808-1419; Department of Utilities
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement (John Wootton Integration)
3-Agreeement (Volo Technologies, Inc.)
Description/Analysis
Issue Detail: Staff recommends Council award agreements for on-call control system programming expertise, to work on existing and new water facilities for DOU, with John Wootton Integration (Wootton) and Volo Technologies, Inc. (Volo), for an amount not to exceed $450,000 each with a three-year term. This work is necessary to ensure continuation of services to customers and to protect public health and safety.
DOU monitors and manages the Department’s network of infrastructure through the Supervisory Control and Data Acquisition (SCADA) system. Within this system, key components of the City’s infrastructure have internal programming designed to ensure proper operation and adjustment protocols, as the system changes throughout the day. Due to the sensitivity of control systems, it is important to have specialists that can provide experience and expertise to assist and make modifications as needed to the programming to continue proper operation of high priority infrastructure.
Policy Considerations: City Council approval is required for professional service agreements of $100,000 or more per City Code 3.64.090.
Economic Impacts: None.
Environmental Considerations: This report concerns administrative activities that will not have a significant effect on the environment and does not constitute a “project” as defined by CEQA [CEQA Guidelines Sections 15378(b)(2 and 5)] and is therefore, not subject to CEQA [CEQA Guidelines Section 15060(c)(3)].
Sustainability: The proposed agreements are consistent with the 2035 General Plan Goals, U 1.1.2 and U 1.1.3 as they improve infrastructure reliability and sustainability by providing supporting services that help continue operations and improve operations of various facility systems.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: DOU issued a Request for Qualifications (RFQ) (EV00000088) on September 3, 2019, soliciting Statements of Qualifications (SOQs) for on-call programming support services for DOU facilities. SOQs were received from the following firms: John Wootton Integration, Telstar Instruments, and Volo Technologies, Inc.
Staff reviewed the proposals and based on their knowledge, expertise, and experience, John Wootton Integration and Volo Technologies, Inc. were selected to provide the requested services.
Financial Considerations: The proposed on-call agreements have an initial 3-year term, with a maximum of 2 one-year renewals. John Wootton Integration and Volo Technologies, Inc. may have multiple assignments within a year; however, the initial three-year, not-to-exceed amount is $450,000 for each contract. Services under these agreements are intended to be used to fill needs when demand warrants. There is sufficient funding in the Department of Utilities Fiscal Year 2019/20 Operating and/or Capital Improvement Program budgets to fund these agreements. Funding for future fiscal years will be subject to funding availability in the adopted budget of the applicable fiscal year.
There are no General Funds allocated or planned for this project.
Local Business Enterprise (LBE): John Wootton Integration and Volo Technologies, Inc. are not LBE’s. The minimum LBE participation requirement was waived by the Director of Utilities as staff has determined the waiver is in the City’s best interest due to the lack of qualified local vendor availability.