Joint D City Council IZ! CITY OF GLENDALE, CALIFORNIA REPORT TO THE: Housing Authority D Successor Agency D Oversight.Board D June 24, 2014 AGENDA ITEM Report: Amendment to Agreement with Advanced Control Systems, Inc. to provide Software and Professional Services in Support of Outage Management System/ Distribution Management System and Electric Supervisory Control and Data Acquisition (SCADA), and authorization to purchase SCADA replacement hardware for Glendale Water & Power 1. Motion Authorizing an Amendment to an Agreement with Advanced Control Systems, Inc. to provide professional services to upgrade GWP's Electric SCADA system and additional software and service in support of GWP's Outage ManagemenU Distribution Management System and in the amount of $102, 750 with a contingency of $10,420 for a total of $113, 170, and authorizing the purchase of replacement hardware for Electric SCADA through standard City purchasing process in an amount not to exceed $40,000 COUNCIL ACTION Public Hearing D Ordinance D Consent Calendar IZI Action Item D Report Only D Approved fo~,;2~ I J.o I ~ calendar ADMINISTRATIVE ACTION Submitted by: Stephen M. Zurn, General Manager - GWP Prepared by: Steven G. Lins, Chief Assistant General Manager Craig R. Kuennen, Business Transformation/Marketing Administrator Approved by: Scott Ochoa, City Manager Reviewed by: Yasmin K. Beers, Assistant City Manager Michael J. Garcia, City Attorney Bob Elliot, Director of Finance and Administrative Services
RECOMMENDATION It is recommended that the City Council authorize the City Manager, or his designee, to amend an agreement with Advanced Control Systems, Inc. (ACS) to provide professional services to upgrade GWP Electric Supervisory Control and Data Acquisition (SCADA) system, and additional software and services in support of Outage Management/Distribution Management System (OMS/OMS) in the amount of $102,750 with a contingency of $10,420 for a total of $113, 170. The original OMS/OMS software and services contract with ACS was for $403,000. Additionally, it is recommended that City Council authorize the City Manager, or his designee, to purchase replacement hardware for electric SCADA through standard city purchasing process in the amount not to exceed $40,000. BACKGROUND/ANALYSIS On April 15, 2008, City Council authorized the City Manager to enter into a contract with ACS through competitive bidding for the design and fabrication of a new SCADA system. On May 12, 2009, City Council authorized the City Manager to enter into a contract with the Joint Venture Group of Ortiz Construction and ACS for the installation of the SCADA system. The SCADA was purchased and installed in the 2008-2009 timeframe. On December 6, 2011, following a competitive bidding process, the City Council authorized an agreement with ACS to provide professional services in support of the OMS/OMS purchase and installation for Glendale Water & Power. GWP is in the process of implementing the OMS/OMS system that is scheduled to go live in the first quarter of 2015 to meet our U.S. Department of Energy (DOE) grant obligation. The basic software and professional services package purchased in 2012, did not include certain software upgrades and corresponding professional services that are necessary to complete the OMS/OMS project. At this time, the software is in need of upgrade, and the hardware is approaching end of useful life and must be replaced. Competitive Bidding Process On July 20, 2011, City Information Services Department (ISO) issued a Request for Proposals (RFP) to provide software for OMS/OMS. On August 22, 2011, the City received four proposals which were evaluated by Staff members from GWP and City ISO. City Council approved entering into an agreement with ACS. Total cost for this initial contract was $403,000, and included one (1) Core OMS Software License, one (1) Core OMS Software License, Annual Software Maintenance, Annual Software Support, and basic product installation, configuration, certification, and integration to GWP's existing SCADA. The original contract did not include any contingency. Amendment - Scope of Work This Amendment would add the following to the Scope of Work: Software and Professional Services for OMS-OMS Qty. one (1) redundant integration server software license Qty. one (1) AMI-MOMS to OMS interface software license Qty. one (1) Pl to OMS interface software license Qty. one (1) Weather module to SCADA interface software license Onsite engineering services to install and configure a GWP procured Oracle active data guard and database license. This entails installation, configuration, and site testing of these licenses and database by an ACS engineer onsite at GWP facilities. Software Upgrade and Professional Services for SCADA Design & Consultation: Review existing drawings and update as necessary to make certain that they accurately depict the current system, ensuring that ACS is aware of any 2
prior configuration changes and existing interfaces that could impact system design. Review any outstanding issues and sp'ecial customer requirements, identifying the appropriate solutions. Engineering and Documentation: Equipment manufacturing and testing, system engineering and integration testing of the staged equipment at ACS' facilities. Provide new product documentation and ACS hardware and software manuals where required. ACS will provide a detailed trip report upon completion of the project. Post Installation, Testing and Certification: After installation and start-up services, ACS will test the re-configured system and make adjustments as needed to ensure that the system is performing as expected. The Engineer will make backup images for the customer and for ACS, and hold a closeout meeting prior to departure. Additional Services: Customer will receive 24/7 Help Desk Phone support for seven consecutive days upon completion of installation. Customer will receive follow-up from ACS Quality Assurance and Customer Service to verify that the upgraded system continues to function properly. FISCAL IMPACT The not to exceed cost of the proposed amendment and hardware is $153, 170. Funding for this project is budgeted for FY 2014-15 under GWP Electric Account No. 43110 (Fund No. 553, Organization No. 931), and Project No. 14246. ALTERNATIVES Alternative 1: Approve an Amendment to an Agreement with ACS to provide additional software and professional services in support of OMS/OMS and Electric SCADA, and authorize the Purchasing Manager to purchase SCADA replacement hardware for GWP. Alternative 2: The City Council may consider any other alternative not proposed by staff. CAMPAIGN DISCLOSURE In accordance with the City Campaign Finance Ordinance No. 5744, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than ten percent interest in the company proposed for contract in this agenda item report: s of Advanced Control Systems, Inc.: Full Name Title Business Address City State Zip Jose Barbosa Chief Executive 2755 Northwoods Parkway Norcross GA 30071 Dave Pacyna Chief Operating P. 0. Box 23088 Charlotte NC 28227-0272 Chip Johnson Chief Financial P. 0. Box 23088 Charlotte NC 28227-0272 Ed McMahan Secretary 100 North Tryon Street, Charlotte NC 28202 Suite 4100 Subcontractors of Advanced Control Systems, Inc.: Not applicable Full Name Title Business Address Cit State Zi 3
Investors of Advanced Control Systems, Inc. (holding ten percent or more): I Full Name Title Business Address City State Zip North N/A 100 North Tryon Street, Charlotte NC 28202 American Suite 4100 T&D Group EXHIBIT($ ) Not applicable 4
MOTION Moved by Council Member, seconded by Council Member, that the City Manager, or his designee, is hereby authorized to execute an amendment to an Agreement with Advanced Control Systems, Inc. (ACS) to provide professional services to upgrade Glendale Water & Power's (GWP) Electric Supervisory Control and Data Acquisition (SCADA) system and to provide software and services in support of GWP's Outage ManagemenU Distribution Management System, in the amount of $102, 750. The City Council further authorizes a contingency of $10,420 for a total amount not to exceed $11 3, 170. The form of said amendment shall be subject to the approval of the City Attorney. The Council further authorizes the Purchasing Manager to purchase replacement hardware for the Electric SCADA through the City's standard purchasing process, for a total amount not to exceed $40,000. Vote as follows: Ayes: Noes: Absent: Abstain: l:/filenetcopy/062414 ACS Motion 4 E 1