Item 4C - MemoItem 4C
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M E M O R A N D U M
(December 20, 2022)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize expenditures with Prime Controls, LP for SCADA
software and repair services in an amount not to exceed
$60,000.
Action
Requested: The purpose of this item is to seek City Council approval to authorize
expenditures with Prime Controls, LP for software licensing and
repair services of the Water and Wastewater SCADA (Supervisory
control and data acquisition) system in an amount not to exceed
$60,000.
Background
Information: Public Works Operations Utility Division’s responsibilities are to
monitor the water distribution system and wastewater collection
system continuously for assurance of service and make necessary
changes to pumping, pressures, valves, tank levels for ensuring
water quality 24 hours a day 7 days a week. Wonderware Software
provides the architecture, access, and alarm monitoring necessary
for operations
The City’s water distribution and wastewater collection systems
utilizes a Supervisory Control and Data Acquisition (SCADA) system
to monitor the functionality and operation of each system. This
system provides operators with real-time data including drinking
water disinfectant levels, storage levels of the elevated and ground
storage tanks of drinking water, pump capacity of the wastewater lift
stations and delivery capabilities of the transmission mains for both
water and wastewater. To ensure each system is reporting real-time
data, SCADA software coding, servicing and maintenance are
required when incidentals arise.
In the FY 2020 adopted budget, City Council allocated funds to
complete the Wonderware software upgrades for the water and
wastewater SCADA systems. This provided three years of licensing
and support for the Wonderware software which is now due for
renewal in FY 2023.
Item 4C
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The software project includes procurement of all licensing,
installation, and setup of Wonderware software to the City’s servers
and computers, as well as a cloud base reporting system.
Financial
Considerations: The City’s purchasing policy for maintenance and repairs services is
exempt from bidding under the Texas Local Government Code
Chapter 252, Section 252.022, General Exemptions (a)(2): A
procurement necessary to preserve or protect the public health or
safety of the municipality’s residents. In addition, Prime Controls is
the City’s sole source vendor for SCADA integration and support.
Below are the budgeted amounts for Prime Controls services.
Expected Expenditures Cost
Water Division $25,000
Wastewater Division $10,000
SCADA Software/Wonderware Annual Renewal $25,000
Total expected expenditures $60,000.00
Funding for the City’s SCADA system licensing software upgrade
project and other maintenance as needed is provided in the annual
operating budget for the Water and Wastewater Divisions.
Expenditures are not expected to exceed budgeted funds.
Strategic Link: This item links to the City’s Strategy Map strategic focus areas of
Safety & Security, Infrastructure and Performance Management &
Service Delivery. It specifically relates to the City’s Corporate
Objectives, C1: Achieve the Highest Standards of Safety & Security,
B2: Collaborate with Select Partners to Implement Service Solutions,
B6: Optimize Use of Technology, and F2 Invest to provide and
maintain high quality public assets.
Citizen Input/
Board Review: None.
Legal
Review: None.
Alternatives: The City Council may approve or deny the request.
Staff
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Recommendation: Authorize expenditures with Prime Controls for upgrades and repairs
to the City’s Supervisory Control and Data Acquisition (SCADA)
systems in an amount not to exceed $60,000.
Supporting
Documents: Attachment A: Prime Controls Project #2257000
Attachment B: Executed Sole Source Purchase Letter – Prime
Controls
Staff
Contacts: Rob Cohen, Director of Public Works
Lauren LaNeave, Deputy Director of Public Works
Jack Thompson, Deputy Director of Public Works
P: 972-221-4849
F: 972-420-4842
INVOICE
VENDOR INVOICE
Invoice Date
11/1/2022
Sold To: City of Southlake Customer Order No:
1950 E. Continental
Southlake,TX 76092
Terms
Attn: Kyle Flanagan Net 30 Days
Shipped To: City of Southlake
Item Qty Description Unit Price
Invoiced
to Date Current Invoice
City of Southlake SCADA Software
1 1 Software Renewal 1st year (11/1/2022 to 10/31/2023) 24,384.00$ 11/1/2022 24,384.00$
2 1 Software Renewal 2nd year (11/1/2023 to 10/31/2024) 26,208.00$
3 1 Software Renewal 3rd year (11/1/2024 to 10/31/2025) 25,869.00$
Wondweare AVEVA InTouch Package
Part #: FLEXCR-01-3
AVEVA Flex Credits - 3 Year Subscription – Premium Level Customer FIRST Support
- 1520 Credits
---
AVEVA InTouch HMI Starter: 700 Credits
Includes 5 InTouch Workstations with 100K tags, InTouch WindowMaker, Includes
redundant configuration, Includes OPC UA Server, Includes 5 pack InTouch HMI
clients for tag server and 5 InTouch web clients with Historian clients, Include 5
Standard Communication Drivers, Includes 5K Tag Historian and Reports for
Operations 5K Tag Server.
---
AVEVA InTouch HMI - Client (qty 3 @ 120ea): 360 Credits
Requires InTouch Tag Server, Supports Read/Write capability.
---
AVEVA Historian Client - Concurrent User (qty 5 @ 40ea): 200 Credits Supervisory
clients already have built-in access to history data, Includes Historian Client and On-
premise Insight client, Includes redundancy.
---
AVEVA Insight - Lite - 1 year History: 200 Credits
1,000 data points, 60 second max data rate, 1 year accessible history, 2 standard
users included.
AVEVA Insight - Additional Standard User (qty 1): 60 Credits
Web & Mobile Applications, Process Charts for Analytics and Trending with custom
dashboards, Alarm analysis with personalized alerts, Equipment Utilization KPIs,
Requires Insight subscription.
---
AVEVA Development Studio - one included per contract: 0 Credits
One Advanced Development Studio included with each Flex credit subscription - no
credits required, Includes one Integration Studio seat, 5 GB Cloud standard storage
included, Monthly Integration Studio usage of 40 hours, This offer requires a flex
credit subscription of 700 credits/year or more.
---
***** INVOICE TOTAL *****24,384.00$
REMIT TO: Prime Controls, LP
1725 Lakepointe Drive
Lewisville, TX 75057
Date Shipped
11/1/2022
Prime Controls Invoice No:
2257000-04
Project #
2257000
ATTACHMENT A
GENERAL TERMS AND CONDITIONS
1. Applicable Terms: These General Terms and Conditions govern the purchase and sale of items and
services described in a Prime Controls quotation, proposal or similar document (quotation) defining
equipment, material and/or services to be provided by Prime Controls.
2. Validity: Terms and conditions in executed and currently valid Master Service Agreements, Contracts,
Subcontracts and/or Blanket Purchase Orders with the Customer named in this quotation supersede
these General Terms and Conditions.
3. Firm Offer: Unless otherwise stated in the quotation, all pricing shall be firm for a period of one hundred
twenty (120) days from proposal date. Prime Controls reserves the right to revise pricing after the 120
day period for any anticipated or actual increased material, subcontract, labor, or other costs.
4. Sales Tax, Tariffs, Duties: Unless otherwise stated in the quotation, costs for sales taxes, tariffs, and
/or duties are not included in pricing. If applicable, Prime Controls will invoice for same as an additional,
separate line item unless Prime Controls is provided with the applicable sales tax exemption certificate
which properly relieves Prime Controls’ obligation to collect and/or pay subject taxes.
5. Bonding: Unless otherwise stated in the quotation, costs for performance and payment (P&P) and/or
maintenance bonds are not included in our pricing. Requested bonds may be provided at industry
standard rates and will be invoiced as an additional, separate line item.
6. Payment: Unless otherwise stated in the quotation: (i) invoicing shall be progressive and include
payment for properly stored material. A proposed schedule of values shall be submitted for approval
prior to first invoice to establish progressive values. (ii) Payment terms to be net thirty (30) days. (iii)
Price is in US Dollars.
7. Warranty: W arranty shall include repair or replacement of items furnished by Prime Controls found to
be defective due to a manufacturing defect and/or improper workmanship. Unless otherwise stated in
the proposal, warranty shall be for a period of twelve (12) months from “Substantial Completion” (date
when products are utilized for intended purposes) or eighteen (18) months from delivery, whichever
occurs first. Damages as a result of acts of God (lightning, etc.), theft, vandalism or improper care
and/or maintenance by Buyer/Customer are excluded from this warranty.
8. Ownership of Materials and Intellectual Property: All devices, designs (including drawings, plans,
specifications, etc.) estimates, prices, notes, electronic data and other documents or information
prepared or disclosed by Prime Controls, and all related intellectual property (software, etc.) shall
remain Prime Controls’ property. W ith the execution of a Contract, W ork Order, Purchase Order, or
similar document, Prime Controls grants Buyer/Customer a perpetual non-exclusive, non-transferrable
license to use application software for its intended purposes. Buyer/Customer shall not disclose such
material to third parties without Prime Controls’ written consent.
9. Non-Solicitation of Employees: It is mutually agreed that neither Prime Controls nor Buyer/Customer
shall directly or indirectly employ, solicit for employment, advise or recommend to any other persons
that such other person employ or solicit for employment any person employed by either party during
the term of performance of the work proposed and for a period of one (1) year thereafter.
10. Cancellation: If an order based on the quotation is cancelled or suspended following Prime Controls’
receipt of an order, Buyer/Customer shall promptly pay Prime Controls for work performed prior to
cancellation or suspension.
11. Non-Appropriations Clause: The subscription agreement is subject to the appropriation of funds
each fiscal year.
12. Force Majeure: Prime Controls shall not be liable for any losses, damages or delays due to causes
beyond our reasonable control, including without limitations, acts of God, extreme weather events, fire,
delays by others, etc.
Prime Controls Proposal Page 4 of 4
ATTACHMENT B
1725 LAKEPOINTE DR. v LEWISVILLE, TX 75057
PHONE 972-221-4849 FAX 972-420-4842
To: City of Southlake
Attn: Kyle Flanagan
Ref: City of Southlake Motorola MOSCAD SCADA System
Prime Letter: COSLMSSL10192022
313mm=
As the City's SCADA service provider Prime Controls is pleased to offer our
continued services in maintaining the City of Southlake water and wastewater SCADA
system. As the Authorized Value Added Reseller and Support
shop for Motorola MOSCAD and ACE3600 products Prime Controls is pleased to be the
provider for the City's SCADA needs.
utilizing the Motorola MOSCAD and ACE3600 RTU product line for SCADA
communications. As a Motorola MOSCAD and ACE3600 Solution provider in Texas,
Prime Controls is your dedicated scADA integrator to perform additions and I
maintenance to your MOSCAD and ACE3600 System.
We sincerely appreciate this opportunity of teaming with the City of Southlake and
look forward to the continued enhancement of the City's SCADA system.
Sincerely,
Prime Controls, LP
Lain Cloy, PMP
Account Manager
Ph. 972-221-4849
Email LIclprime o -controls.corn
yp
Date 10/20/2022
To: Shana Yelverton, City Manager
From: Kyle Flanagan, Water Supervisor
Subject: Sole Source Purchase Letter for Prime Controls, LP
This memo is to obtain authorization of a Sole Source Purchase. This memo details the Sole Source
request.
This is a sole source because: (Check all that apply)
One -of -a -kind — there is no competitive alternative on the market
Compatibility — must match existing brand or equipment for compatibility
Replacement part — for a specific brand of existing equipment
Unique design — must meet physical design or quality requirements
Other - Prime Controls is the sole certified Motorola Mission Critical IoT (MC-loT)
solution provider in Texas.
Describe the purpose of the purchase of goods or services and why this is a sole source: I
The purpose of the purchase: is to support the City's SCADA control for all water ads
wastewater utility systems.
Staff Recommendation:
The recommendation for sole source is based upon an objective review of the product/service required
and appears to be in the best interest of the City of Southlake.
/--II
Vencloole Source Loter �Attached '(Required)
Based upon the above, I authorize the sole source acquisition of the goods or services specified.
Approved ya4l�� Date A-2
Shana Yelverton, City 0ager