HomeMy WebLinkAbout2023-05-16; Municipal Water District; ; Amendment to the Master Agreement with Brown and Caldwell for Supervisory Control and Data Acquisition Master Plan for Sewer, Water and Recycled Water SystemsCA Review GH
Meeting Date: May 16, 2023
To: President and Board Members
From: Scott Chadwick, Executive Manager
Staff Contact: Stephanie Harrison, Utilities Technical Services Manager
stephanie.harrison@carlsbadca.gov, 442-339-2310
Vicki Quiram, Utilities Director
vicki.quiram@carlsbadca.gov, 442-339-2307
Subject: Amendment to the Master Agreement with Brown and Caldwell for
Supervisory Control and Data Acquisition Master Plan for Sewer, Water
and Recycled Water Systems
Districts: All
Recommended Action
Adopt a resolution of the Board of Directors of the Carlsbad Municipal Water District, approving
Amendment No. 4 to extend the master agreement with Brown and Caldwell for Supervisory
Control and Data Acquisition Master Plan for Sewer, Water and Recycled Water Systems for an
additional three years.
Executive Summary
Reliable water and wastewater services are vital for the protection of human health, safety and
environmental protection. Carlsbad Municipal Water District’s water and the city’s wastewater
systems comprise intricate networks of pipes, pumps and lift stations, tanks and reservoirs and
pressure-reducing stations that control the flow of water and wastewater. These systems must
be monitored on a 24-hour per day basis to assure public health and environmental protection.
Supervisory Control and Data Acquisition systems, or SCADA, are used by water and
wastewater utilities to remotely monitor and control equipment at these sites. In addition, the
systems gather critical data to ensure that the equipment is operating efficiently, and that
water and wastewater are flowing properly. Proper SCADA systems are a best management
practice for utility providers. Technology has changed rapidly over the last decade and the
Utilities Department’s existing systems require substantial updating.
In 2017,the CMWD Board awarded the master agreement to Brown and Caldwell for
development of a SCADA Master Plan for the sewer, water and recycled water. The term of the
agreement was for three years with the ability to extend it for three additional one-year terms.
The agreement term expires on May 23, 2023, and all extensions have been used.
Staff request that the CMWD Board authorize extending the master agreement to retain the
services of Brown and Caldwell during the construction phase of the project and allow the
May 16, 2023 Item #3 Page 1 of 10
MUNICIIPAL WATER D IISTRIC'f
Staff Report
company to increase its rates until June 30, 2024, and provide for a rate increase of 5% for each
additional agreement year. Brown and Caldwell, as the engineer of work, provided the design
for the new SCADA system and is the most knowledgeable and best prepared to respond when
questions or issues arise during construction.
The agreement contained tasks for development of a SCADA Master Plan, design of a new
SCADA system for water and wastewater, and engineering services during the construction
phase of the new system. The tasks included in the master agreement have been completed
except for the engineering services needed during construction. Construction is expected to
start in the fall of 2023 and is estimated to take three years to complete.
Explanation & Analysis
SCADA is a monitoring and control system that uses computers, instruments, a graphical user
interface and a communications network to provide utilities operators the ability to gather and
analyze data about the performance of critical infrastructure in the water, recycled water and
wastewater systems such as pumps, motors and reservoirs. This data is used to make decisions
and identify issues. A SCADA system can also directly interact with equipment. It also allows
operators to perform activities remotely, such as turning pumps on and off or opening and
closing valves.
The current SCADA system CMWD uses to monitor the water and recycled water systems has
been largely custom-built over the last 25 years. It is now hard to find programmers who can
work on the system, and it will soon be unsupportable. This CMWD system and a separate
system used by the city for wastewater also 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.
Following the normal bidding process, the CMWD Board awarded the master agreement to
Brown and Caldwell for development of a SCADA Master Plan for the sewer, water and recycled
water systems on May 23, 2017. The SCADA Master Plan was accepted by the CMWD Board in
Sept. 17, 2019. It confirmed the need for a new SCADA system and standardized the hardware
and software to be used. Since then, Brown and Caldwell worked on the multiple tasks
identified in the master plan, including completing design of the new system. Staff are now
ready to proceed with the programming and construction of the new system, but the master
agreement will expire before staff are ready to ask the CMWD Board to award a contract for
programming services and for authorization to go out to bid for construction.
Construction is expected to take approximately three years, and staff request that the term of
the master agreement with Brown and Caldwell be extended for engineering services during
construction. A term extension would be beneficial to the project because Brown and Caldwell,
the system designer, would be available during construction to review submittals and provide
input.
Fiscal Analysis
The agreement had an initial term three years and was for an amount not to exceed
$1,000,000, with options to extend the term by three additional one-year periods in an amount
not to exceed $200,000 per agreement year. The agreement was amended to extend the term
for the three additional one-year periods, for an amended amount of $1,600,000. There is
May 16, 2023 Item #3 Page 2 of 10
approximately $480,000 remaining, so an increase in the agreement amount is not being
requested at this time.
The master agreement is funded from the SCADA Replacement Project, Capital Improvement
Program Project No. 5542, and funds are split between the potable water, recycled water and
sewer replacement budgets.
Options
Staff provide the following options for the CMWD Board’s consideration:
1. Approve Amendment No. 4 to the master agreement with Brown and Caldwell for
SCADA Master Plan for Sewer, Water and Recycled Water Systems and extend the term
for an additional three years
Pros
• Provides engineering services during construction from the engineering firm that
provided the design for the new system
• Provides consistency in engineering support throughout the life of the project
• No additional funding is required
Cons
• None identified
2. Do not approve Amendment No. 4 to the master agreement with Brown and Caldwell
Pros
• None identified
Cons
• Potential inconsistencies in interpreting the design of the new SCADA system
could occur
• Potential inefficiencies and delays in construction as a new engineering firm or
staff familiarize themselves with the project
• Possible increased costs for additional consultant or staff time and possible
delays in construction
Staff recommend Option 1.
SCADA Replacement Project
Capital Improvement Program Project No. 5542
Potable water
Recycled water
Sewer
Total appropriation to date $7,132,600 $1,658,400 $4,303,898
Total expenditures, encumbrances to date -$885,681 -$236,766 -$349,592
Total available funding $6,246,919 $1,421,634 $3,954,306
Remaining master agreement funds -$274,028 -$96,150 -$110,572
Remaining balance $5,972,891 $1,325,484 $3,843,734
May 16, 2023 Item #3 Page 3 of 10
Next Steps
With the CMWD Board’s approval, staff will process Amendment No. 4 to the master
agreement, and Brown and Caldwell will provide the engineering services needed to support
construction of the new SCADA system. Staff will bring forward resolutions to the CMWD Board
to authorize bidding for construction of the new SCADA system and awarding a contract for
programming services, which is expected to occur in summer 2023.
Environmental Evaluation
This action does not constitute a project within the meaning of the California Environmental
Quality Act under Public Resources Code section 21065 in that it has no potential to cause
either a direct physical change in the environment or a reasonably foreseeable indirect physical
change in the environment and therefore does not require environmental review.
Exhibit
1. Carlsbad Municipal Water District Board of Directors resolution
May 16, 2023 Item #3 Page 4 of 10
RESOLUTION NO. 1704
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD
MUNICIPAL WATER DISTRICT OF THE CITY OF CARLSBAD, CALIFORNIA,
APPROVING AMENDMENT NO. 4 TO EXTEND THE MASTER AGREEMENT
WITH BROWN AND CALDWELL FOR SUPERVISORY CONTROL AND DATA
ACQUISITION MASTER PLAN FOR SEWER, WATER AND RECYCLED WATER
SYSTEMS FOR AN ADDITIONAL THREE YEARS
WHEREAS, the Carlsbad Municipal Water District Board determined it necessary, desirable and
in the public interest to prepare a Supervisory Control and Data Acquisition, or SCADA, system Master
Plan to evaluate the feasibility of replacing the current water and wastewater SCADA systems; and
WHEREAS, on May 23, 2017, the CMWD Board adopted Resolution No. 1567, authorizing the
execution of a master agreement with Brown and Caldwell for professional engineering services for
work related to the SCADA Master Plan for Sewer, Water and Recycled Water Systems, Capital
Improvement Program, Project No. 5542; and
WHEREAS, the initial term of the Agreement was for three years in an amount not to exceed
$1,000,000, with options to extend the Agreement term by three additional one-year periods in an
amount not to exceed $200,000 per Agreement year; and
WHEREAS, the Agreement outlined the tasks that Brown and Caldwell would complete during
the term of the Agreement, including preparing a SCADA Master Plan, developing design and
programming standards, designing a new SCADA system and providing engineering services during
construction of the new system; and
WHEREAS, all tasks are complete except for engineering services needed during construction;
and
WHEREAS, the Agreement term expir.es on May 23, 2023, and all extensions have been used;
and
WHEREAS, due to unexpected delays caused by the recent pandemic, construction of the
project has been delayed, requiring the need for additional time for the Engineer of Work, Brown and
Caldwell, to provide engineering support during the construction phase of the SCADA project; and
WHEREAS, the CMWD staff and Brown and Caldwell both desire to extend the Agreement for a
period of three years, so the Engineer of Work can provide engineering support during the construction
phase of the SCADA implementation.
Exhibit 1
May 16, 2023 Item #3 Page 5 of 10
NOW, THEREFORE, BE IT RESOLVED by the Carlsbad Municipal Water District Board of the City
of Carlsbad, California, as follows:
1.That the above recitations are true and correct.
2.That Amendment No. 4 to the Master Agreement for SCADA Master Plan for Sewer,
Water and Recycled Water Systems with Brown and Caldwell, attached hereto as
Attachment A, is approved, and the President is authorized to execute Amendment No.
4.
PASSED, APPROVED AND ADOPTED at a Special Meeting of the Carlsbad Municipal Water
District Board of the City of Carlsbad on the 16th day of May, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
KEITH BLACKBURN, President
+-SHERRY FREISINGER, Secretary
(SEAL)
May 16, 2023 Item #3 Page 6 of 10
pv
DocuSign Envelope ID: D1E44703-170D-4FE3-93D0-05837AFFB780 Attachment A
UTIL 1569
AMENDMENT NOJ 4 TO EXTEND THE AGREEMENT FOR
SUPERVISORY CONTROL AND DATA ACQUISITION MASTER PLAN FOR SEWER,
WATER, AND RECYCLED WATER SYSTEMS
BETWEEN THE CARLSBAD MUNICIPAL WATER DISTRICT
AND BROWN AND CALDWELL
This Amendment No. 4 is entered into and effective as of the I ~ +1--' day of
------~-------' 2023, extending and amend_ing the Master Services
Agreement dated May 4, 2017 (the "Agreement") by and between the Carlsbad Municipal Water
District, a public agen organized under the Municipal Water Act of 1911 , and a subsidiary district
of the City of Carlsbad ("CMWD"), and Brown and Caldwell, a California corporation ("Contractor")
(collectively, the "Parties"), for supervisory control and data acquisition ("SCADA") related
services for sewer, water, and recycled water systems.
RECITALS
A. The initial term of the Agreement was three (3) years and a total compensation
amount not to exceed one million dollars ($1,000,000), with options to extend the Agreement term
by three additional one-year periods in an amount not to exceed two hundred thousand dollars
($200,000) per Agreement year.
B. On April 23, 2020, the Parties executed Amendment No. 1 to the Agreement to
extend the term for an additional period of one (1) year in an amount not to exceed two hundred
thousand dollars, for an amended compensation amount not to exceed one million two hundred
thousand dollars ($1 ,200,000); and
C. On April 26, 2021, the Parties executed Amendment No. 2 to the Agreement to
extend the Agreement for an additional period of one (1) year in an amount not to exceed two
hundred thousand dollars, for an amended total compensation amount not to exceed one million
four hundred thousand dollars ($1,400,000), and to amend and increase the Contractor's
Schedule of Rates; and
D. On May 20, 2022, the Parties executed Amendment No. 3 to the Agreement to
extend the Agreement for an additional period of one (1) year in an amount not to exceed two
hundred thousand dollars, for a total compensation amount not to exceed one million six hundred
thousand dollars ($1,600,000); and
E. Due unexpected delays caused by the Coronavirus pandemic, the design of the
project was delayed, so additional time is required for the Contractor to support the construction
phase of the SCADA project; and
F. The Parties desire to extend the Agreement for a period of three (3) years for the
Contractor to provide support during the construction phase of SCADA, increase the Contractor's
Schedule of rates until June 30, 2024, and provide for an annual rate increase of five percent
thereafter.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, CMWD and Contractor agree as follows:
General Counsel Approved Version 12/28/2022
1 of 4
May 16, 2023 Item #3 Page 7 of 10
DocuSign Envelope ID: D1E44703-170D-4FE3-93D0-05837AFFB780
UTIL 1569
1.
23, 2026.
The term of the Agreement is extended for a period of three (3) years, until May
2. Section 5 of the Agreement is amended to increase the Contractor's Schedule of
Rates set forth in in Exhibit "A" (AMENDED), attached to this Amendment No. 4. The Parties
agree that these amended rates will remain effective until June 30, 2024, and then the
Contractor's Schedule of Rates will be subject to an increase of 5% on July 1, 2024, and again
on July 1, 2025.
3. All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect. ·
4. All requisite insurance policies to be maintained by the Contractor pursuant to the
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
5. The individuals executing this Amendment and the instruments referenced in it on
behalf of Contractor each represent and warrant that they have the legal power, right and actual
authority to bind Contractor to the terms and conditions of this Amendment.
II
II
II
II
II
II
II
II
II
II
II
II
II
May 16, 2023
[signatures on following page]
General Counsel Approved Version 12/28/2022
2 of 4
Item #3 Page 8 of 10
DocuSign Envelope ID: D1E44703-170D-4FE3-93D0-05837AFFB780
CONTRACTOR
BROWN AND CALDWELL, a California
corporation
By:
QAAA.iJ, a.~, SUAi~r Vt~ fn.,sitluJ
(sign here)
Daniel A. Bunce, Senior Vice President
(print name/title)
By:
(sign here)
(print name/title)
UTIL 1569
CARLSBAD MUNICIPAL WATER
DISTRICT, a Public Agency organized
under the Municipal Water Act of 1911 ,
and a Subsidiary District of the City of
Carlsbad
By:
Keith ~~
ATTEST:
Sherry Freisinger, Secretary
If required by CMWD, 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
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
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.
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
By: biM frunrA-
Deputy General Counsel
General Counsel Approved Version 12/28/2022
3 of4
May 16, 2023 Item #3 Page 9 of 10
DocuSign Envelope ID: D1E44703-170D-4FE3-93D0-05837AFFB780
A
B
C
D
E
F
G
H
J
K
L
M
N
0
p
Exhibit 'A' (AMENDED)
Contractor's Schedule of Rates
Engineering Technical/Scientific
Drafter Trainee Field Service Technician I
Assistant Drafter Field Service Technician II
Drafter
Engineering Aide
Inspection Aide Field Service Technician Ill
Engineer I
Senior Drafter Geologist/Hydrogeologist I
Senior Illustrator Scientist I
Inspector I Senior Field Service Technician
Engineer II
Inspector II
Lead Drafter Geologist/Hydrogeologist II
Lead Illustrator Scientist II
Engineer Ill
Inspector Ill
Senior Designer
Supervising Drafter Geologist/Hydrogeologist Ill
Supervising Illustrator Scientist Ill
Senior Engineer
Principal Designer
Senior Construction Engineer Senior Geologist/Hydrogeologist
Senior Engineer Senior Scientist
Principal Engineer
Principal Construction Engineer Principal
Geologist/Hydrogeologist
Supervising Designer Principal Scientist
Supervising Engineer Supervising Scientist
Supervising Constr. Engineer Supervising Geologist/
Supervising Engineer Hydrogeologist
Managini Geologis Hydrogeologist
Managing Engineer Managing Scientist
Chief Engineer Chief Scientist
Executive Engineer Chief Geologist/Hydrogeologist
Vice President
Senior Vice President
President/Executive Vice
President
Chief Executive Officer
UTIL 1569
Administrative
Office/Support Services I $69.50
Word Processor I
Office/Support Services II $93.77
Word Processor II
Office/Support Services Ill $101.49
Accountant I
Word Processor Ill
Office/Support Services IV $119.13
Accountant II
Word Processor IV $144.51
Accountant Ill
Area Business Operations Mgr
Technical Writer
Word Processing Supervisor $168.78
Accountant IV
Administrative Manager $198.57
Senior Technical Writer $225.04
Corp. Contract Administrator $254.82
Assistant Controller $270.27
Area Bus Ops Mgr IV $294.54
Corp Marketing Comm. Mgr. $314.39
$348.59
$389.40
$389.40
$389.40
General Counsel Approved Version 12/28/2022
4 of 4
May 16, 2023 Item #3 Page 10 of 10