BOARD AGENDA MEMORANDUM
SUBJECT:Title
Approve the Consultant Agreement with Harris Water Engineering for Owner’s Advisor Consulting Services for the SCADA Master Plan Implementation Project, Project No. 95044002, CAS File No. 5161, for a Not-to-Exceed Fee of $792,679 (Countywide). *PREVIOUSLY LISTED AS ITEM 3.10.
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RECOMMENDATION:Recommendation
Approve the Consultant Agreement with Harris Water Engineering for owner’s advisor consulting services for the SCADA Master Plan Implementation Project, Project No. 95044002, CAS File No. 5161, for a Not-to-Exceed Fee of $792,679.
Body
SUMMARY:
Santa Clara Valley Water District (Valley Water) is undertaking a Supervisory Control and Data Acquisition (SCADA) Master Plan Implementation Project (Project) to develop a 15-year program of recommended SCADA system capital improvement projects along with a Programmatic Environmental Impact Report (PEIR). The Project will be supported by two separate consultants: one to provide engineering and environmental planning services, and the second to provide owner’s technical advisor services.
This item is requesting approval of the owner’s advisor consultant (Consultant) agreement. The Consultant will provide technical and subject matter expertise to Valley Water throughout the Project. The Consultant is needed because Valley Water technical SCADA staff do not have sufficient time available to support the project continuously for the three-year duration due to their obligation to support the water utility’s 24/7 operations as well as active capital projects. In addition, the Consultant will provide expertise and knowledge in SCADA technology and best practices beyond that of internal staff. Specifically, the Consultant will provide expertise in implementing comprehensive SCADA improvement programs at similar water agencies. The proposed Consultant agreement not-to-exceed fee of $792,679 is less than the cost of one full time SCADA engineer supporting the project for the three-year period.
Project Background
Valley Water is undertaking a comprehensive master planning effort for existing water utility treatment and distribution infrastructure with three distinct projects: the Water Treatment Plant (WTP) Master Plan Implementation Project, SCADA Master Plan Implementation Project, and Distribution System Master Plan Implementation Project. These three projects are intended to comprehensively evaluate Valley Water’s water utility infrastructure and identify the improvements needed to address aging infrastructure, meet future demands, meet regulatory requirements, ensure reliability, and incorporate future supplies such as purified water.
The SCADA Master Plan Implementation Project will develop a 15-year program of recommended SCADA system capital improvement projects along with a PEIR for the Board’s consideration. The 15-year program will include projects to repair, replace, and/or upgrade the SCADA system infrastructure used throughout Valley Water’s water conveyance and treatment systems, including at its reservoirs, pumping plants, pipelines, and water treatment and purification plants. To enable the development of the PEIR, projects scheduled for implementation in the first few years of the 15-year planning horizon will be developed up to 10% design. Staff anticipates that the development of the plan, PEIR and 10% design will take approximately three years to complete. Implementation of recommended projects will continue over the 15-year planning horizon.
This project supports the Board Governance Policy and Water Supply (WS) Goal E-2.3 to protect and maintain existing water infrastructure; and the corresponding WS Objectives:
2.3.1. Plan for infrastructure maintenance and replacement to reduce risk of failure
2.3.2. Prioritize funding for maintenance and replacement of existing water infrastructure over investments in new infrastructure
2.3.3. Prepare for and respond effectively to water utility emergencies
Consultant Selection Process
On April 7, 2021, staff published a Request for Proposal (RFP) for the SCADA Implementation Project Owner’s Advisor Consultant on Valley Water’s Contract Administration System (CAS).
The RFP notification was sent to firms registered in CAS, under expertise codes EL 11 - Control Systems & SCADA Engineering Services, as well as through the use the of the Department of General Services small business enterprise search tool. Advertisements were also issued in the San Jose Post and SBEINC.com prior to publishing the RFP.
Valley Water received proposals from two consultant firms: Eramosa International, Inc., and Harris Water Engineering.
An Evaluation Committee consisting of subject matter experts from Valley Water and an external agency evaluated and ranked the written proposals. Both firms were invited to participate in the subsequent virtual interviews conducted on June 9, 2021.
Based on the combined (written and interview) rating scores, the Evaluation Committee recommended staff to proceed with the highest-ranked firm, Harris Water Engineering (Consultant), for contract negotiations.
Consultant Agreement & Scope of Services
The SCADA Master Plan Implementation Project Owner’s Advisor Consultant’s primary objectives are to provide technical review and subject matter expert services to Valley Water’s project management team to ensure the project's success. In this role, the Consultant will be evaluating a needs assessment, assessing project recommendations, evaluating technology standards, and reviewing project deliverables on behalf of Valley Water. As an optional service, the Consultant may also assist with the coordination of SCADA Master Plan Implementation Project work with the work of the Water Treatment Plant and Distribution Systems Master Plan Implementation Projects and with other SCADA-related planning and project efforts such as cybersecurity and disaster recovery plans, and in-construction capital projects.
The Cost Breakdown below (Table 1) provides a list of tasks included in the scope of services, the associated not-to-exceed fees for each task, and the total for the Agreement.
Table 1: COST BREAKDOWN
|
Task |
Description |
Not-to-Exceed Fees |
|
1 |
SCADA Implementation Plan Project Owner’s Advisor Support |
$ 694,635 |
|
2 |
Supplemental Services |
$ 98,044 |
|
Total Not-to-Exceed Fees |
$ 792,679 |
ENVIRONMENTAL JUSTICE IMPACT:
As this agreement is for advisory services to the broader SCADA Master Plan Implementation Project, there are no Environmental Justice impacts associated with this item. During the development of SCADA Master Plan Implementation Project goals, environmental justice objectives will be established and will be included in that project’s updates to the Board.
FINANCIAL IMPACT:
The SCADA Master Plan Implementation Project, Project No. 95044002, is included in the FY 2023-27 Five-Year Capital Improvement Plan (CIP) and in the Board-adopted FY 2022-23 & FY 2023-24 Rolling Biennial Budget. There are adequate funds in the Project’s Board-adopted FY 2022 Budget to encumber the initial planned expenditures for the consultant agreement this fiscal year. The consultant agreement total not-to-exceed (NTE) fee of $729,679 does not change the overall total project cost reflected in the CIP. Funds to cover the remaining consultant services in subsequent fiscal years will be recommended by staff during the biennial budget process or through budget adjustment(s). The Project is funded through the Water Utility Enterprise Fund (Fund 61), with 84.6% of the costs allocated to North County Zone W-2, and South County Zones as follows; 11.8% to Zone W-5, 3.3% to Zone W-7, and 0.3% to Zone W-8.
CEQA:
The recommended action to approve the Agreement does not constitute a project under the California Environmental Quality Act (CEQA) because it does not have the potential to result in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment 1: Agreement
UNCLASSIFIED MANAGER:Manager
Melanie Richardson, 408-630-2035