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Item 4C - MemoItem 4C Page 1 of 2 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 Page 2 of 2 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 Item 4C Page 2 of 2 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