HomeMy WebLinkAbout2025-05-20; City Council; 05; Approval of Plans, Specifications and Contract Documents and Authorization to Advertise for Bids for the Citywide Electrical Control Panel Replacement Project for Water aCA Review CKM
Meeting Date: May 20, 2025
To: Mayor / President and City Council / Board Members
From: Geoff Patnoe, City Manager / Executive Manager
Staff Contact: Kyle James, SCADA Supervisor
kyle.james@carlsbadca.gov, 442-339-5247
Stephanie Harrison, Utilities Technical Services Manager
stephanie.harrison@carlsbadca.gov, 442-339-2310
Subject: Approval of Plans, Specifications and Contract Documents and
Authorization to Advertise for Bids for the Citywide Electrical Control
Panel Replacement Project for Water and Wastewater Facilities
Districts: All
Recommended Actions
1. Adopt a Carlsbad Municipal Water District Board of Directors resolution approving the
plans, specifications and contract documents and authorizing the Secretary to the Board of
Directors to advertise for bids for the Citywide Electrical Control Panel Replacement Project
for Water Facilities.
2. Adopt a City Council resolution approving the plans, specifications and contract documents
and authorizing the City Clerk to advertise for bids for the Citywide Electrical Control Panel
Replacement Project for Wastewater Facilities.
Executive Summary
In 2019, the Carlsbad Municipal Water District Board and the City Council approved the
Supervisory Control and Data Acquisition, or SCADA, Master Plan, which proposed replacing the
SCADA systems currently used to remotely monitor and control water and wastewater
infrastructure because the current systems have exceeded their life expectancy and lack
modern functionality.
The first phase of the project, the software, network and security planning, design and
development and design of new electrical control panels, is substantially complete. Staff are
preparing to move into the second phase, which consists of fabricating and installing new
electrical control panels at 54 water and wastewater sites citywide and connecting them to the
SCADA system developed in the first phase.
The construction cost for installation of the electrical control panels at 54 sites is estimated to
total $5,040,642, not including contingency and construction support services. The CMWD
Board’s and the City Council’s approvals of these plans, specifications and contract documents
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are required under Carlsbad Municipal Code Section 3.28.080(E) – Construction project,
because the project is estimated to cost more than $220,000.
Staff recommend that the CMWD Board and the City Council adopt resolutions to approve the
plans, specifications and contract documents, and authorize the Secretary to the Board of
Directors and the City Clerk, respectively, to advertise and receive project bids. (The project will
improve both the CMWD’s water and recycled water systems and the city’s wastewater
system.)
Explanation & Analysis
Reliable water and wastewater services are vital for the protection of human health, safety and
the environment. SCADA systems are used by water and wastewater utilities to remotely
monitor and control the complex equipment that controls the flow of water and wastewater.
The vision for the new SCADA system, which was identified in the 2019 SCADA Master Plan, is
“to have a uniform, fully integrated SCADA system that supports utility-wide business
intelligence to optimize operations and provide flexibility for future growth and adaptability as
a smart utility.”
A SCADA system is comprised of both software and hardware components integrated with a
communications network, with the hardware serving as the foundation of system functionality
and reliability. The field hardware deployed at water and wastewater sites includes
programmable logic controllers, instrumentation and control panels that continuously monitor
and manage essential equipment such as valves, pumps, generators and motors.
This infrastructure collects real-time operational data and transmits it to the software, which
processes the data and provides the information to water and wastewater operators in a
graphical interface. Operators can quickly and easily analyze the state of equipment and
conditions in the water and wastewater systems and can make changes or issue control
commands in the software which are sent out to the equipment.
The ability to issue control commands through software depends on the integrity and
responsiveness of the electrical control panels. The current electrical control panels are beyond
their serviceable life and need to be replaced to support the capabilities and functionality of the
new software that is being implemented.
Given the specific performance requirements of the proposed work, a pre-qualification process
will be conducted to ensure bidders have the capability to manufacture and install the control
panels.
There is some overlap between the two phases, because making each site operational requires
verifying that the software and the instrumentation communicate correctly once installation is
complete.
Fiscal Analysis
The engineer’s construction estimate for both the water and wastewater portions of the
project is $5,040,642.1 The total project cost of $6,465,801 includes estimated construction
1 An engineer’s estimate is an opinion of a project’s probable construction cost given by an experienced and
qualified professional engineer generally familiar with the construction industry. Staff use them to obtain an
estimate as close to the actual costs as possible.
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costs, contingency, engineering support, and construction management and inspection
services.
This project is budgeted in Capital Improvement Program Project Nos. 5542-1, 5542-2, and
5542-3, which are funded by the Sewer Replacement Fund, Water Replacement Fund and
Recycled Water Replacement Fund, respectively. There are sufficient appropriations to
complete this phase of the project.
A summary of the estimated costs and available funds for each funding source are shown in the
tables below:
SCADA Improvements Project
Capital Improvement Program Project No. 5542-1 – Sewers
Total appropriations to date $4,684,898
Total expenditures and encumbrances to date -$904,140
Total available funds $3,780,758
Electrical control panels – wastewater lift stations
Construction cost (estimated) -$1,229,314
Construction contingency (20% estimated) -$245,863
Construction management, inspection, and testing (estimated) -$57,967
Engineering and administration (estimated) -$37,950
Total estimated construction costs -$1,571,094
Remaining balance $2,209,664
SCADA Improvements Project
Capital Improvement Program Project No. 5542-2 – Water
Total appropriations to date $10,077,600
Total expenditures and encumbrances to date -$2,986,591
Total available funds $7,091,009
Electrical control panels – Water sites
Construction cost (estimated) -$2,698,396
Construction contingency (20% estimated) -$539,679
Construction management, inspection, and testing (estimated) -$143,658
Engineering and administration (estimated) -$94,050
Total estimated construction costs -$3,475,783
Remaining balance $3,615,226
SCADA Improvements Project
Capital Improvement Program Project No. 5542-3 – Recycled water
Total appropriations to date $2,394,400
Total expenditures and encumbrances to date -$659,307
Total available funds $1,735,093
Electrical control panels – Recycled water sites
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Construction cost (estimated) -$1,112,932
Construction contingency (20% estimated) -$222,586
Construction management, inspection, and testing (estimated) -$50,406
Engineering and administration (estimated) -$33,000
Total estimated construction costs -$1,418,924
Remaining balance $316,169
Next Steps
•Upon approval by the City Council and the CMWD Board, the City Clerk and the
Secretary to the Board of Directors will advertise for bids for the project from qualified
bidders.
•Staff will then evaluate the pre-qualifications and bids received and identify the lowest
responsive and responsible bidder.
•Staff will return to the City Council and the CMWD Board with a recommendation to
award a construction contract to the identified lowest responsive and responsible
bidder, which is expected to be in fall 2025.
Environmental Evaluation
The proposed action to replace electrical control panels at existing water and wastewater
facilities is categorically exempt from environmental review under the California Environmental
Quality Act, or CEQA, under CEQA Guidelines Section 15301 because it involves the
maintenance, repair or minor alteration of existing facilities with negligible or no expansion of
the existing or former use. No exceptions to the categorical exemption as set forth in CEQA
Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply.
Exhibits
1.CMWD Board resolution
2.City Council resolution
3.Plans, specifications and contract documents (on file in the Offices of the City Clerk and
Secretary to the Board of Directors)
4.Location map
May 20, 2025 Item #5 Page 4 of 10
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Exhibit 1
RESOLUTION NO. 1769
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD
MUNICIPAL WATER DISTRICT OF THE CITY OF CARLSBAD, CALIFORNIA,
APPROVING THE PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS
AND AUTHORIZING THE SECRETARY TO THE BOARD OF DIRECTORS TO
ADVERTISE FOR BIDS FOR THE CITYWIDE ELECTRICAL CONTROL PANEL
REPLACEMENT PROJECT FOR WATER FACILITIES
WHEREAS, the Carlsbad Municipal Water District, or CMWD, Board of Directors of the City of
Carlsbad, California has determined that it is necessary, desirable and in the public interest to replace
the water Supervisory Control and Data Acquisition, or SCADA, system, Capital Improvement Program,
or CIP, Project Nos. 5542-2 and 5542-3, or Project; and
WHEREAS, Phase 1, which consisted of the project design of the SCADA software and the
electrical control panels is nearing completion; and
WHEREAS, replacing the electrical control panels at the water facilities is required to complete
the replacement of the SCADA system; and
WHEREAS, the plans, specifications and contract documents for the Project have been
prepared, are on file in the Office of the Secretary to the Board of Directors and are incorporated by
reference; and
WHEREAS, Carlsbad Municipal Code, or CMC, Section 3.28.080(E) requires CMWD Board of
Directors approval of plans, specifications and contract documents for all construction projects that
are to be formally bid upon when the value exceeds $220,000; and
WHEREAS, the total cost of the Project is estimated to be $4,894,707, including construction
contingency, construction management, inspection and material testing services, and community
outreach costs; and
WHEREAS, there are sufficient funds available in the CIP Project Nos. 5542-2 and 5542-3
budgets to complete construction of the Project.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Municipal Water
District of the City of Carlsbad, California, as follows:
1.That the above recitations are true and correct.
2. That the proposed action to replace electrical control panels at existing water facilities
is categorically exempt from environmental review under California Environmental
Quality Act, or CEQA, Guidelines Section 15301 because it involves the maintenance,
May 20, 2025 Item #5 Page 5 of 10
Docusign Envelope ID: AA0B9D6F-0FD5-4CE7-9595-8EAA6797720B
repair or minor alteration of existing facilities with negligible or no expansion of the
existing or former use. No exceptions to the categorical exemption as set forth in CEQA
Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply.
3.That the plans, specifications and contract documents for the Project are approved and
on file in the Office of the Secretary to the Board of Directors.
4.That the Secretary to the Board of Directors is authorized and directed to publish, in
accordance with state law and Carlsbad Municipal Code Section 3.28.080(C), a Notice to
Contractors Inviting Bids for construction of the Project in accordance with the
referenced plans and specifications.
PASSED, APPROVED AND ADOPTED at a Joint Meeting of the Board of Directors of the Carlsbad
Municipal Water District of the City of Carlsbad, California, and the City Council of the City of
Carlsbad, California, on the 20th day of May, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
______________________________________
KEITH BLACKBURN, President
______________________________________
SHERRY FREISINGER, Secretary
(SEAL)
May 20, 2025 Item #5 Page 6 of 10
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Exhibit 2 RESOLUTION NO. 2025-111
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING THE PLANS, SPECIFICATIONS AND CONTRACT
DOCUMENTS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS
FOR THE CITYWIDE ELECTRICAL CONTROL PANEL REPLACEMENT PROJECT
FOR WASTEWATER FACILITIES
WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary,
desirable and in the public interest to replace the wastewater Supervisory Control and Data Acquisition,
or SCADA, system, Capital Improvement Program, or CIP, Project No. 5542-1, or Project; and
WHEREAS, Phase 1, which consisted of the project design of the SCADA software and the
electrical control panels is nearing completion; and
WHEREAS, replacing the electrical control panels at the wastewater facilities is required to
complete the replacement of the SCADA system; and
WHEREAS, the plans, specifications and contract documents for the Project have been
prepared, are on file in the Office of the City Clerk and are incorporated by reference; and
WHEREAS, Carlsbad Municipal Code, or CMC, Section 3.28.080(E) requires City Council approval
of plans, specifications and contract documents for all construction projects that are to be formally bid
upon when the value exceeds $220,000; and
WHEREAS, the total cost of the project is estimated to be $1,571,094, including construction
contingency, construction management, inspection and material testing services, and community
outreach costs; and
WHEREAS, there are sufficient funds available in the CIP Project No. 5542-1 budget to complete
construction of the Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2. That the proposed action to replace electrical control panels at existing wastewater
facilities is categorically exempt from environmental review under California
Environmental Quality Act, or CEQA, Guidelines Section 15301 because it involves the
maintenance, repair or minor alteration of existing facilities with negligible or no
expansion of the existing or former use. No exceptions to the categorical exemption as
May 20, 2025 Item #5 Page 7 of 10
Docusign Envelope ID: AA0B9D6F-0FD5-4CE7-9595-8EAA6797720B
set forth in CEQA Guidelines Section 15300.2 or Carlsbad Municipal Code Section
19.04.070(C) apply.
3.That the plans, specifications and contract documents for the Project are approved and
on file in the Office of the City Clerk.
4.That the City Clerk is authorized and directed to publish, in accordance with state law
and Carlsbad Municipal Code Section 3.28.080(C), a Notice to Contractors Inviting Bids
for construction of the Project in accordance with the referenced plans and
specifications.
PASSED, APPROVED AND ADOPTED at a Joint Meeting of the City Council of the City of Carlsbad,
California, and the Board of Directors of Carlsbad Municipal Water District of the City of Carlsbad,
California, on the 20th day of May, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
May 20, 2025 Item #5 Page 8 of 10
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Exhibit 3
Plans, Specifications, and Contract Documents
(on file in the Office of the City Clerk)
May 20, 2025 Item #5 Page 9 of 10
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LOCATION MAP
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Exhibit 4
May 20, 2025 Item #5 Page 10 of 10
CITYWIDE ELECTRICAL CONTROL PANEL REPLACEMENT
FOR WATER AND WASTEWATER FACILITIES 5542-B
Docusign Envelope ID: AA0B9D6F-0FD5-4CE7-9595-8EAA6797720B