Title
Report regarding a resolution approving two (2) one-year extensions of an existing consulting services agreement with Primex Municipal Water Control Solutions of Vacaville, California for the calibration, maintenance, and service of electrical instrumentation and Supervisory Control and Data Acquisition (SCADA) equipment at the Water Quality Control Plant and pumping stations in an amount not to exceed $185,000 annually for fiscal years 2019-2020 and 2020-2021 and authorizing the City Manager to execute the extensions. (Brian Schumacker, Plant Superintendent).
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a Resolution approving two (2) one-year extensions of an existing consulting services agreement with Primex Municipal Water Controls Solutions, Inc. of Vacaville, California for the calibration, maintenance, and service of instrumentation and Supervisory Control and Data Acquisition equipment at the Water Quality Control Plant (WQCP) and pumping stations for Fiscal Years 2019-2020 and 2020-2021 in an amount not to exceed $185,000 per year.
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BACKGROUND/DISCUSSION
Necessary process equipment and controls at the WQCP and remotely located pumping stations depend upon sophisticated instrumentation, level, and pump controls, and other control systems to operate correctly. To keep these various control systems working correctly and in accordance with federal and state discharge requirements, they must be calibrated and maintained by skilled technicians with specialized training, equipment, and expertise.
The WQCP uses the services of a contract Supervisory Control and Data Acquisition (SCADA) Engineer/Instrumentation Technician to provide service and repair to the WQCP’s sophisticated instrumentation and control systems. The WQCP utilizes contract SCADA Engineer/Instrumentation Technicians for two reasons. First, the prohibitive cost of a full-time salary. The public sector salary schedule for a SCADA Engineer/Instrumentation Technician with programmable logic controller expertise, instrument calibration experience, and computer programing skills falls below wages available to private sector technicians in the current San Francisco Bay Area job market. For instance, according to ziprecruiter.com the labor market for SCADA Engineer/Instrumentation Technicians is highly competitive with qualified SCADA Engineer/Instrumentation Technicians earning upwards of $207,000 per year, not including benefits. Second, the frequency of service does not warrant a full-time position. Greater budgetary efficiencies exist by retaining the services of a contract SCADA Engineer/Instrumentation Technician.
On August 24, 2016, City Council approved a consulting services agreement with Primex Municipal Water Control Solutions (Primex) of Vacaville, California for the calibration, maintenance, and service of electrical instrumentation and Supervisory Control and Data Acquisition (SCADA) equipment at the Water Quality Control Plant and pumping stations in an amount not to exceed $185,000 annually for Fiscal Years (FY) 2016-2017, 2017-2018, and 2018-2019. Section 8 of the signed consulting services agreement and Section I of the 2016 Request for Quote (RFQ) each contain language granting the City of South San Francisco the exclusive option to extend the agreement, with the RFP specifying an additional two (2) one-year terms. During the first three years of the contract term, Primex has provided excellent customer service to the WQCP. For example, Primex is intimately familiar with plant and pump station automation systems, Primex has responded to 100% of same-day calls for service and Primex agreed to hold their rates at the FY 2016-17 price point.
As set forth in the 2016 staff report, staff issued an RFQ on March 29, 2016, for the maintenance of the WQCP and pumping station's SCADA instrumentation, pump controls, and radio telemetry systems. Plant management contacted ten providers of this type of service and requested to submit a written cost proposal for defined services. One provider responded within the one-month response period. Plant management added two weeks to the procurement process to solicit more proposals. Nine of the original ten prospective vendors were individually contacted to inquire as to their unresponsiveness. Two indicated that their hourly rates were higher than their competitors and did not want to submit an unsuccessful quote for services. Two additional vendors decided to respond to the RFQ. The remainder of the vendors did not respond and did not provide a reason. The three responsive bidders were: Primex Controls at $104 an hour, Calcon Systems at $130 an hour and Telstar Instruments at $138 an hour.
A selection panel made up of the Plant Superintendent, Former Assistant Plant Superintendent, and Plant Maintenance Supervisor, rated the three proposals based on: years of experience in the water and wastewater industry, experience with specific systems related to our plant and pump stations and lowest hourly rate for a field service technician (Individual rating sheets are attached for reference.) Primex Municipal Water Control Solutions (Primex) was the highest rated proposer based on said criteria. Primex is an instrumentation service provider based in Vacaville, California.
Primex is fully insured and bonded and provide 24-hour emergency response capabilities. They are responsive, qualified, and also had the lowest cost proposal. Staff has reviewed the applicable prevailing wage rates for a field service technician and has confirmed that a field service technician does not exist within the State Department of Industrial Relations (DIR) general prevailing wage determinations schedule. In the event that an applicable classification is added to the DIR general prevailing wage determinations schedule, the consulting services agreement contains language that will require the consultant to comply with the applicable prevailing wage requirements.
To promote open competition, fairness, and continuing levels of quality service, staff intends to initiate a new RFQ for calibration, maintenance, and service of electrical instrumentation and Supervisory Control and Data Acquisition (SCADA) equipment at the Water Quality Control Plant and pumping stations beginning FY 2021-2022.
RELATIONSHIP TO THE STRATEGIC PLAN
The Water Quality Control Plant (WQCP) Division promotes public health and environmental stewardship. Continuing to fund instrumentation SCADA repair services positively effects the quality of life for South San Francisco residents by protecting public health and safety.
FUNDING
Services under the extended agreement would be limited to $185,000 per year for two (2) one-year extensions. Funding for these services is included in the City of South San Francisco’s operation and maintenance budget for Fiscal Year 2018-2019 and is completely funded by sewer service fees. There are sufficient funds allocated to cover the scope of services requested.
CONCLUSION
Staff recommends that the City Council adopt a services agreement amendment resolution approving a consulting services agreement with Primex Municipal Water Control Solutions of Vacaville, California, the most qualified responsible consultant, to continue providing consulting services for FY 2019-20 and 2020-21.
Attachments:
• Attachment 1 - Primex Municipal Water Control Solutions Estimated Costs 2016
• Attachment 2 - Services Agreement Primex Municipal Water Control Solutions 2016
• Attachment 3 - 2016 RFP for Instrumentation Services
• Attachment 4 - Resolution 16-610 Primex Municipal Water Control Solutions