DATE: October 9, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: CHANGE ORDER WITH HACH COMPANY FOR THE PURCHASE OF 13 CONTROLLERS FOR THE SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) SYSTEM
RECOMMENDATION
title
Staff recommends that the City Council approve a change order to an existing purchase order with Hach Company in the amount of $42,000, for a total purchase order amount of $323,000, for the purchase of 13 controllers for Supervisory Control and Data Acquisition (SCADA); approve the procurement as a sole source purchase; and authorize the Financial Services Director, or designee, to execute the change order.
body
BACKGROUND AND ANALYSIS
The City currently uses Hach instruments and controllers to monitor water quality parameters at its sewer lift stations and water pump stations. There are currently 13 controllers in use within the City’s water and wastewater distribution systems that have been in service for many years and are now approaching or have reached the end of their useful life. Hach has stopped servicing and manufacturing the controllers currently in use and may reduce or discontinue support, spare parts, and software updates. The controllers, while reliable in their time, lack many of the advanced features and capabilities that are now standard in modern controllers. As the controllers become obsolete, sourcing replacement parts and technical support will become increasingly difficult and expensive. This could lead to longer downtimes and higher maintenance costs, negatively impacting operational efficiency.
The newest Hach controller is the only product that meets all of the City’s technical requirements without necessitating additional costly modifications to the existing infrastructure. The new controller’s compatibility with a broad range of Hach instruments, many of which are already in use at the City’s Water Utilities facilities, ensures the ability to maximize the use of the existing equipment, while benefiting from the enhanced capabilities of the newer model controller. The new controllers will allow the continued use of current equipment without further investment.
Staff is requesting that City Council approve this procurement as a sole-source per City Code Chapter 28A, as Hach is the only supplier of the controllers which support all legacy Hach sensors and instruments.
FISCAL IMPACT
The cost for the new controllers, including tax and estimated freight, is $42,000. The change order amount will be charged according to the table below.
|
Account Number |
Amount |
Available Balance |
|
SCADA Water 908182722712.5704.10600 |
$21,000 |
$107,500 |
|
SCADA Sewer 909182822722.5704.10600 |
21,000 |
107,500 |
|
Total: |
$42,000 |
$215,000 |
COMMISSION OR COMMITTEE REPORT
The Utilities Commission approved staff’s recommendation at its regularly scheduled meeting on September 17, 2024.
CITY ATTORNEY’S ANALYSIS
Purchases will comply with Chapter 28A of the City Code.
end
Prepared by: Martin Popma, Water Utilities Manager
Reviewed by: Lindsay Leahy, Water Utilities Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Hach Company Quote