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Home My WebLink AboutFCS-15-050 - E15-010 Consultant Services - SCADA Needs Study REPORT TO: Committee of the Whole DATE OF MEETING: 2015-04-13 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200 ext. 7214 PREPARED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 WARD(S) INVOLVED: All DATE OF REPORT: 2015-03-25 REPORT NO.: FCS-15-050 SUBJECT: E15-010 Consultant Services – City of Kitchener SCADA Needs Study ___________________________________________________________________________ RECOMMENDATION: That Expression of Interest E15-010 Consultant Services – City of Kitchener SCADA Needs Study, be awarded to Westin Engineering, Markham, Ontario at their estimated fee of $164,725., including contingencies of $14,975. plus H.S.T. of $21,414.25, for a total of $186,139.25, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: Engineering Services is proceeding with the Supervisory Control and Data Acquisition (SCADA) Needs Study. The purpose of the study is to conduct a review of the City’s existing SCADA system for sanitary sewage pumping stations, identify needs and recommend an implementation plan. More specifically, the scope of work will include; a complete inventory and assessment of SCADA equipment; a needs assessment based on standard practices, legislation, existing operations and future operations; alternative development and evaluation of SCADA system strategies; and an implementation plan, complete with updated SCADA standards. The study is required to ensure levels of monitoring and control of the sanitary network are compliant with existing legislation and best practice. The study is also required to ensure adequate technology is in place to support the expected growth and demands of the sanitary system related to new development. The City of Kitchener has twenty-two (22) existing sewage pumping stations that are operated and maintained by City of Kitchener Operations staff. This study is being conducted in order to improve the City’s efforts to protect wastewater assets. This study will assist in the standardization of SCADA assets and procedures and the development of communication *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1.i. - 1 strategies, including inter-facility network communication strategies, therefore improving reliability of monitoring, control and alarming of vital system operations. This is the first comprehensive SCADA study that the City has undertaken. In the past, elements of SCADA have been reviewed, but not in an overall system strategy approach that includes City stakeholders such as Engineering, Operations, Information Technology, Facilities Management, Fire and Kitchener Utilities. In 2001, The City of Kitchener completed the Ottawa-Manchester-Montgomery Trunk Sanitary Sewer System Master Plan in order to understand the existing system performance and requirements to accommodate future growth. The Master Plan identified a SCADA system as being an essential part of the overall sanitary system improvements and recommended funding be allocated for these improvements. As a result of these recommendations, a capital account was created to fund these improvements. Funding for this project will come from the SCADA account. Any surplus in the account will be allocated to the implementation of the recommendations resulting from the study. REPORT: In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of Professional Services/Consultants, a Consultant’s Review Committee was established consisting of K. Mick, Design & Approvals Engineer, S. Allen, Manager Engineering Design & Approvals, C. Maguire, Supervisor Operations (Sewers), G. McTaggart, Manager Infrastructure Asset Plan and L. Gordon, Director of Supply Services. Expressions of interest were advertised publicly on the City of Kitchener website and on the internet through the Ontario Public Buyers Association Electronic Tendering Information System relative to this project. Documents were downloaded by thirty-three (33) interested parties, and by the closing date of Tuesday February 10, 2015, seven (7) responses had been received. The review committee met on Wednesday February 18, 2015, to review the submissions and a shortlist of three (3) candidates was selected for further interviews. The Committee met on Thursday March 5, 2015 to interview the shortlisted candidates. The Committee elected to award the project to Westin Engineering, Markham, Ontario. The Committee rated consultants on the following criteria: • Evaluation of Proposed Project Manager • Completeness of the Proposal including General Work Plan • Qualifications / Expertise • Variety & Quality of Disciplines in House / in Consortium • Past Performance • Knowledge of the City (re: this area) • Amount of City Work Completed in the Past • Proposed Project Team • Effect of Interview • Cost of Consultant’s Fees • Effectiveness of Work Plan 1.i. - 2 A listing of the responding parties follows for your reference: Eramosa Engineering Inc. Guelph ON Hatch Mott MacDonald Burlington ON Insyght Engineering Inc. Burlington ON Jordan Engineering Inc. Beamsville ON NLS Engineering Hamilton ON Westin Engineering Markham ON WSP Canada Inc. Mississauga ON ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener’s purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be itemized when they exceed $125,000. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during construction and contract administration. The net cost for this expression of interest (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated surplus (E) will remain within the account to help fund future SCADA needs. Expression of Interest E15-010 SCADA Needs Study Estimated Cost for this Project Expression of Interest E15-010 costs, including HST 186,139.25 less: HST rebate on tender (18,515.08) Net Cost Being Awarded 167,624.17 A Costs Incurred to Date Projected Costs: Staff Time 46,118.00 Total Estimated Cost for this Project 213,742.17 C 1.i. - 3 Budget for this Project Sanitary Utility 133,388.00 Development Charges 91,612.00 Total Budget for this Phase of Work 225,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 11,257.83 D Estimated Surplus/(Deficit) from previous phases 133,426.75 Total Estimated Surplus/(Deficit) 144,684.58 E COMMUNITY ENGAGEMENT: INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City’s Purchasing By-Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 1.i. - 4