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Home My WebLink About2020-07-14; City Council; ; Master Purchase Agreements with OneSource Distributors for Supervisory Control and Data Acquisition Programmable Logic Controller EquipmentCA Review RMC Meeting Date: July 14, 2020 To: Mayor / President and City Council / Board From: Scott Chadwick, City Manager Staff Contact: Stephanie Harrison, Utilities Asset Manager stephanie.harrison@carlsbadca.gov, 760‐603‐7310 Subject: Master Purchase Agreements with OneSource Distributors for Supervisory Control and Data Acquisition Programmable Logic Controller Equipment Recommended Action 1.As the Carlsbad City Council, adopt a resolution authorizing execution of a five‐year master purchase agreement with OneSource Distributors for supervisory control and data acquisition programmable logic controller equipment as part of Capital Improvement Program Project No. 5542‐1 for an amount not to exceed $150,000. 2.As the Board of Directors of the Carlsbad Municipal Water District, adopt a resolution authorizing execution of a five‐year master purchase agreement with OneSource Distributors for supervisory control and data acquisition programmable logic controller equipment as part of Capital Improvement Program Project No. 5542‐2 and Project No. 5542‐3, for an amount not to exceed $400,000. Executive Summary These resolutions would allow the city to purchase equipment needed to implement new system identified in the 2019 SCADA Master Plan for the Utilities Department, which was approved by Carlsbad City Council Resolution 2019‐184 and Carlsbad Municipal Water District Board of Directors Resolution No. 1621 on Sept 17, 2019. SCADA stands for supervisory control and data acquisition. SCADA systems are used to remotely monitor and control equipment at water and wastewater sites, which must be monitored on a 24‐hour per day basis to assure public health and environmental protection. The 2019 SCADA Master Plan identified the need to replace the SCADA systems in use by the Utilities Department to monitor the water and recycled water and wastewater systems and established a proposed schedule and budget. Replacement of these SCADA systems includes replacing programmable logic controller equipment at each site that is monitored by SCADA. This equipment is used to monitor and control other equipment at remote sites. Much of the city’s current controller equipment is at the end of its useful life and must be upgraded to work properly. The Utilities Department staff also recommends standardizing the system with a specific brand of programmable logic controllers to make programming easier and more integrated. Staff July 14, 2020 Item #11 Page 1 of 23 issued a request for proposals and a staff selection committee chose Rockwell Automation PLC equipment as the best choice for the city. OneSource Distributors is the local distributor for Rockwell Automation equipment. The proposed purchasing agreement secures discount percentages over the five‐year term of the agreement for new equipment needed for the new SCADA system. The total not‐to‐exceed amount of the five‐year contract is $400,000 for the water district and $150,000 for the city. The Utilities Department recommends executing an agreement with OneSource to provide SCADA equipment at the discounted price. No purchases are being made at this time. The city manager or the water district’s executive manager may extend the agreement on behalf of the city or water district, respectively, for two additional five‐year periods, at a cost not to exceed $100,000 per agreement year. Discussion Reliable water and wastewater services are vital for protection of human health and safety and environmental protection. The Carlsbad Municipal Water District’s water system and the city’s wastewater system, which are both managed and operated by city Utilities Department staff, are comprised of intricate networks of pipes, pump and lift stations, tanks and reservoirs and pressure‐reducing stations that control the flow of water and wastewater. Maintaining reliable water service requires continually balancing water pressure, water quality and water levels. Equipment such as pumps and grinders must operate correctly to efficiently and safely convey wastewater to the Encina Wastewater Treatment Plant and strictly manage the amount of flow through lift stations to prevent spills. The Utilities Department uses SCADA systems to remotely monitor the water and wastewater systems to make sure that everything is working properly. Without the SCADA systems, the Utilities Department would have to travel to each site to perform the monitoring functions manually. The SCADA systems must be monitored on a 24‐ hour per‐day basis to assure public health and environmental protection. The current SCADA systems used by the Utilities Department to monitor the water and recycled water systems have been largely custom built over the last 25 years. It’s hard to find programmers who can work on the aging system and it will soon no longer be supportable. Additionally, this water district system, and a separate system used by the city for wastewater, lack the modern functionality needed to efficiently and effectively operate these critical infrastructure systems, gather data needed for decision making and regulatory reporting and provide system security. In July 2018, the city and the water district jointly issued a request for proposals for master service agreements for the programmable logic controller equipment needed to monitor and control the equipment at remote water and wastewater sites. This equipment communicates with a software system by providing system updates to water operators, which allow operators to move water around the district. The equipment also provides alerts and alarms when conditions at sites deviate from set parameters. For example, if a reservoir has a low water level, operators can use SCADA to fill it, or if water pressure suddenly falls in an area, or wastewater levels rise above set levels at a station, the programmable logic controller are the mechanisms that alert water or wastewater operators to these conditions. July 14, 2020 Item #11 Page 2 of 23 Four proposals were received through the RFP process, and copies were distributed to a selection panel made up of staff from the Utilities Department and the city’s Information Technology Department. This panel reviewed and ranked the applicants’ qualifications, negotiated with the applicants and ultimately rated Rockwell Automation’s programmable logic controller equipment as best meeting the city’s needs. As noted above, OneSource is the local distributor for Rockwell Automation. Staff recommends a five‐year agreement term because staff expects implementing a new SCADA system for both water and wastewater will take up to five years to complete, and because programmable logic controller equipment will be purchased intermittently during this five‐year period. Fiscal Analysis The agreements with OneSource are in an amount not to exceed $400,000 for the water district and $150,000 for the city. Sufficient funds to pay for this agreement are budgeted in Capital Improvement Plan Project 5542‐1 ($150,000), CIP Project No. 5542‐2 ($300,000) and CIP Project No. 5542‐3 ($100,000). INTEGRATED SCADA MASTER PLAN PROJECT CIP PROJECT NO. 5542 Current appropriation $2,870,000 Current expenditures and encumbrances $730,880 TOTAL AVAILABLE $2,139,120 ADDITIONAL PROJECT COSTS Master purchase agreements $550,000 TOTAL ESTIMATED ADDITIONAL PROJECT COSTS $550,000 REMAINING APPROPRIATION AVAILABLE $1,589,120 Next Steps With the council’s approval, Utilities Department staff will work with a consultant to develop the design for the wastewater portion of the SCADA system. Once that is complete, and prior to construction, programmable logic controller equipment will be purchased for that portion of the project. The water and recycled water SCADA system will be replaced after the wastewater portion is complete. Environmental Evaluation (CEQA) The project is exempt from the California Environmental Quality Act under CEQA Guidelines Section 15301(b) – repair and maintenance of existing facilities of public utility services involving negligible or no expansion of use. Public Notification Public notice of this item was posted in accordance with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours prior to the scheduled meeting date. July 14, 2020 Item #11 Page 3 of 23 Exhibits 1. City Council resolution 2. Carlsbad Municipal Water District Board resolution July 14, 2020 Item #11 Page 4 of 23 EXHIBIT 1 RESOLUTION NO. 2020-142 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF A 5-YEAR MASTER PURCHASE AGREEMENT WITH ONESOURCE DISTRIBUTORS FOR SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) PROGRAMMABLE LOGIC CONTROLLER EQUIPMENT AS PART OF CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 5542-1 IN AN AMOUNT NOT TO EXCEED $150,000. WHEREAS, the City Council in the City of Carlsbad, California has determined that the city would benefit from a master purchase agreement that secures an agreed upon discount for SCADA programmable logic controller equipment over a five-year term to support implementation of a new wastewater SCADA system; and WHEREAS, the city solicited a request for proposals for master agreements for programmable logic controllers; and WHEREAS, staff has received a total of four proposals to the request for proposals and has conducted a qualifications-based evaluation of the four proposals in accordance with Carlsbad Municipal Code Section 3.28.050(C) and has identified Rockwell Automation programmable logic controller equipment as best meeting the needs identified; and WHEREAS, OneSource Distributors is the local distributor for Rockwell Automation programmable logic controller equipment; and WHEREAS, there is sufficient funding in the Capital Improvement Program, Project No. 5542-1 to complete purchases under the not-to-exceed amount of $150,000 for the proposed master purchase agreement. NOW, THEREFORE, BE IT RESOLVED by the City Council in the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the mayor is authorized and directed to execute the agreement with OneSource Distributors to provide wastewater SCADA programmable logic controller equipment at an agreed upon discount in an amount not to exceed $150,000, which is attached hereto as Attachment A. 3. The city manager is authorized to amend the Agreement to extend it for two (2) additional five (5) year periods or parts thereof in an amount not to exceed $100,000 per Agreement year. July 14, 2020 Item #11 Page 5 of 23 EXHIBIT 1 PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad on the 14th day of July 2020, by the following vote, to wit: AYES: Hall, Blackburn, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. -11(ev,a1-/14# MATT HALL, Mayor BARBARA ENGLESON, City Clerk (SEAL) July 14, 2020 Item #11 Page 6 of 23 ATTACHMENT A to EXHIBIT 1 PSA20-854UTIL MASTER PURCHASE AGREEMENT FOR ROCKWELL SCADA PLC EQUIPMENT ONESOURCE DISTRIBUTORS, A SONEPAR COMPANY THIS AGREEMENT is made and entered into as of the j day of , 2020, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City", and ONESOURCE DISTRIBUTORS, LLC, a Delaware limited liability company, hereinafter referred to as "Seller." RECITALS A. The parties to this Agreement will purchase from Seller and Seller will sell to City, Rockwell SCADA PLC equipment during the term of this Agreement. B. To expedite these contemplated purchases, the parties are willing to enter into this exclusive Agreement that sets forth the terms and conditions that will govern all such transactions between them. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Seller agree as follows: 1. Definitions 1.1. Buyer. With respect to purchase orders issued by City, the term "Buyer" means City of Carlsbad. 1.2. Products. The term "Product" means those goods listed in Table 1 for which Buyer issues to Seller a purchase order during the term of this Agreement. Products and specified terms are described in Table 1 and Exhibit "A" — Request for Bid, which are attached hereto and incorporated herein by this reference in accordance with the terms and conditions set forth in this Agreement. In the event of an inconsistency between the Product description of Table 1 and Exhibit "A", the inconsistency will be resolved with Exhibit "A" taking precedence. 2. Issuance of Purchase Orders. Buyer may issue purchase orders to Seller from time to time for the purchase of Products. Each purchase order shall contain a description of the Products ordered, the quantities and prices, the terms and place of delivery, and will reference City of Carlsbad Bid # FRFP19-48UTIL. Every purchase order issued by Buyer to Seller following the date of this Agreement and bearing such a notation shall be governed by and be deemed to include the provisions of this Agreement, Exhibit "A" or the placed purchase order, the inconsistency will be resolved in the following descending order of precedence: (1) this Agreement, (2) Exhibit "A", and (3) the purchase order. The City will indicate its specific requirements on its purchase order documents including but not limited to delivery address and instructions. There will be no minimum order and all items must be available for the term of this Agreement. All items will be delivered F.O.B. Destination, Freight Prepaid and Allowed, and at the prices set forth in Table 1. 3. Term. This Agreement will be effective for a period of five (5) years from the date first above written. The total amount for the purchase of ROCKWELL SCADA PLC EQUIPMENT over the five (5) year period shall not exceed one hundred fifty thousand dollars ($150,000). The City Manager may amend the Agreement to extend it for two (2) additional five (5) year period or parts thereof in an amount not to exceed $100,000 per Agreement year. Extensions 1 City Attorney Approved Version 1/17/18 July 14, 2020 Item #11 Page 7 of 23 July 14, 2020 Item #11 Page 8 of 23 July 14, 2020 Item #11 Page 9 of 23 July 14, 2020 Item #11 Page 10 of 23 ONESOURCE DISTRIBUTORS, LLC, a Delaware limited liability company By: PSA20-854UTIL 16. Amendments. This Agreement may be amended by mutual consent of the City and Contractor. Any amendment will be in writing, signed by both parties, with a statement of estimated changes in charges or time schedule. 17. Authority. The individuals executing this Agreement and the instruments referenced in it on behalf of Seller each represent and warrant that they have the legal power, right and actual authority to bind Seller to the terms and conditions of this Agreement. Executed by Contractor this c) day of , 2020. SELLER CITY OF CARLSBAD, a municipal corporation of the State of California By: etif/a( (sign here) Matt Hall, Mayor SVIc‘uu ex -6o cc/V y,-{- ôt (print name/title) c‘I'? S ATTEST: By: - tC-JC1, (sign here) here) Barbara Engleson, City Clerk (print name/title) Proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. CITY OF CARLSBAD, a municipal corporation of the State of California APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: (j14/11i;ei /6- matith/z___- Degaty City Attorney 71-wr 't TA.k_\(\k\ 5 City Attorney Approved Version 9/27/17 July 14, 2020 Item #11 Page 11 of 23 July 14, 2020 Item #11 Page 12 of 23 July 14, 2020Item #11 Page 13 of 23 July 14, 2020Item #11 Page 14 of 23 EXHIBIT 2 RESOLUTION NO. 1642 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT, AUTHORIZING EXECUTION OF A 5-YEAR MASTER PURCHASE AGREEMENT WITH ONESOURCE DISTRIBUTORS FOR SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) PROGRAMMABLE LOGIC CONTROLLER EQUIPMENT AS PART OF CAPITAL IMPROVEMENT PROGRAM, PROJECT NO. 5542-2 AND 5542-3, IN AN AMOUNT NOT TO EXCEED $400,000. WHEREAS, the Board of Directors of the Carlsbad Municipal Water District (CMWD) has determined that CMWD would benefit from a master purchase agreement that secures an agreed upon discount for SCADA PLC equipment over a five-year term to support the implementation of a new SCADA system for potable and recycled water; and WHEREAS, CMWD solicited request for proposals for master agreements for programmable logic controllers; and WHEREAS, staff has received a total of four proposals to the request for proposals and has conducted a qualifications-based evaluation of the four proposals in accordance with Carlsbad Municipal Code Section 3.28.050(C) and has identified Rockwell Automation programmable logic controller equipment as best meeting the needs identified; and WHEREAS, OneSource Distributors is the local distributor for Rockwell Automation programmable logic controller equipment; and WHEREAS, there is sufficient funding in the Capital Improvement Program (CIP), Project No. 5542-2 ($300,000) and CIP Project No. 5542-3 ($100,000) to complete purchases under the not-to- exceed amount of $400,000 for the proposed Master Purchase Agreement. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Municipal Water District in the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the president is authorized and directed to execute the agreement with OneSource Distributors to provide water SCADA programmable logic controller equipment at agreed upon discount in an amount not to exceed $400,000, which is attached hereto as Attachment A. 3. That the executive manager may amend the Agreement to extend it for two (2) additional five (5) year periods or parts thereof in an amount not to exceed $100,000 per Agreement year. July 14, 2020 Item #11 Page 15 of 23 EXHIBIT 2 PASSED, APPROVED AND ADOPTED at a Special Meeting of the Board of Directors of the Carlsbad Municipal Water District in the City of Carlsbad, California on the 14th day of July 2020, by the following vote, to wit: AYES: Hall, Blackburn, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. air/12-41 MATT HALL, PRESIDENT BARBARA ENGLESON, StCRETARY (SEAL) July 14, 2020 Item #11 Page 16 of 23 ATTACHMENT A to EXHIBIT 2 PSA20-1077UTIL MASTER PURCHASE AGREEMENT FOR ROCKWELL SCADA PLC EQUIPMENT ONESOURCE DISTRIBUTORS, A SONEPAR COMPANY THIS AGREEMENT is made and entered into as of the day of , 2020, by and between the CARLSBAD MUNICIPAL WATER DISTRICT, a municipal corporation, hereinafter referred to as "CMWD", and ONESOURCE DISTRIBUTORS, LLC, a Delaware limited liability company, hereinafter referred to as "Seller." RECITALS A. The parties to this Agreement will purchase from Seller and Seller will sell to CWMD, Rockwell SCADA PLC equipment during the term of this Agreement. B. To expedite these contemplated purchases, the parties are willing to enter into this exclusive Agreement that sets forth the terms and conditions that will govern all such transactions between them. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, CMWD and Seller agree as follows: 1. Definitions 1.1. Buyer. With respect to purchase orders issued by CMWD, the term "Buyer" means Carlsbad Municipal Water District. 1.2. Products. The term "Product" means those goods listed in Table 1 for which Buyer issues to Seller a purchase order during the term of this Agreement. Products and specified terms are described in Table 1 and Exhibit "A" — Request for Bid, which are attached hereto and incorporated herein by this reference in accordance with the terms and conditions set forth in this Agreement. In the event of an inconsistency between the Product description of Table 1 and Exhibit "A", the inconsistency will be resolved with Exhibit "A" taking precedence. 2. Issuance of Purchase Orders. Buyer may issue purchase orders to Seller from time to time for the purchase of Products. Each purchase order shall contain a description of the Products ordered, the quantities and prices, the terms and place of delivery, and will reference Carlsbad Municipal Water District Bid # RFP19-48UTIL. Every purchase order issued by Buyer to Seller following the date of this Agreement and bearing such a notation shall be governed by and be deemed to include the provisions of this Agreement, Exhibit "A" or the placed purchase order, the inconsistency will be resolved in the following descending order of precedence: (1) this Agreement, (2) Exhibit "A", and (3) the purchase order. The CMWD will indicate its specific requirements on its purchase order documents including but not limited to delivery address and instructions. There will be no minimum order and all items must be available for the term of this Agreement. All items will be delivered F.O.B. Destination, Freight Prepaid and Allowed, and at the prices set forth in Table 1. 3. Term. This Agreement will be effective for a period of five (5) years from the date first above written. The total amount for the purchase of ROCKWELL SCADA PLC EQUIPMENT over the five (5) year period shall not exceed four hundred thousand dollars ($400,000). The Executive Manager may amend the Agreement to extend it for two (2) additional five (5) year period or parts thereof in an amount not to exceed $100,000 per Agreement year. 1 General Counsel Approved Version 1/17/18 July 14, 2020 Item #11 Page 17 of 23 July 14, 2020 Item #11 Page 18 of 23 July 14, 2020 Item #11 Page 19 of 23 July 14, 2020 Item #11 Page 20 of 23 PSA20-1077UTIL 16. Amendments. This Agreement may be amended by mutual consent of CMWD and Contractor. Any amendment will be in writing, signed by both parties, with a statement of estimated changes in charges or time schedule. 17. Authority. The individuals executing this Agreement and the instruments referenced in it on behalf of Seller each represent and warrant that they have the legal power, right and actual authority to bind Seller to the terms and conditions of this Agreement. 17 " /11 e. in Executed by Contractor this day of L , 2020. SELLER ONESOURCE DISTRIBUTORS, LLC, a Delaware limited liability company CARLSBAD MUNICIPAL WATER DISTRICT, a municipal corporation of the State of California By: By: olf/ (sign here) Matt Hall, President tAj t,,A. '113)Ocile-kar L)7 (print name/title) ATTEST: By: (--)CL--PONa-A-c:\ (sign here) (5- Barbara Engleson, Secretary (print name/title) Proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. CARLSBAD MUNICIPAL WATER DISTRICT, a municipal corporation of the State of California APPROVED AS TO FORM: CELIA A. BREWER, General Counsel - BY: (//1,1441/-, , f71,1///t--- - Assistant General Counse 5 General Counsel Approved Version 9/27/17 July 14, 2020 Item #11 Page 21 of 23 July 14, 2020Item #11 Page 22 of 23 July 14, 2020Item #11 Page 23 of 23