Title
Proposed Amendment No. 2
Contract No. 1904738/SCN-0000309
Job Order Contract - Instrumentation and Controls Maintenance Services (WRRF & CSOs)
O&M
Body
Agenda of: August 27, 2025
Item No.: 2025-253
Amount: Original Contract $7,620,000.00
Amendment No. 1 0.00
Proposed Amendment No. 2 0.00
Total Contract Amount $7,620,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: August 4, 2025
RE: Contract No. 1904738/SCN-0000309
Job Order Contract - Instrumentation and Controls Maintenance Services (WRRF & CSOs)
Vendors: Outbound Technologies, Inc., PCI LLC, Rockwell Automation, UIS Scada Inc., CEC Controls Company Inc.
Status: Amendment/Change Order
MOTION
Upon recommendation of Navid Mehram, Chief Operating Officer - Wastewater Operating Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 1904738/SCN-0000309, Proposed Amendment No. 2, “Job Order Contract - Instrumentation and Controls Maintenance Services (WRRF & CSOs)” with Outbound Technologies, Inc., PCI LLC, Rockwell Automation, UIS Scada Inc., CEC Controls Company Inc. with no increase in cost for a total cost not to exceed $7,620,000.00, and an increased duration of 730 days for a total duration of 2,555 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA maintains and operates a large system of water treatment plants, water booster stations, transmission lines, the Water Resource Recovery Facility (WRRF), 11 Sewage Pumping Stations, a Regional Wastewater Collection System, nine CSO Facilities, and several other ancillary facilities throughout the service area. Regularly, verification/calibration services are required for process and analytical instrumentation that are of a specialized nature, or exceed the current capacity of GLWA’s current staffing, and therefore require the assistance of an external contractor with the technical ability/ expertise, capacity, manpower, tools, and machinery to complete the tasks in a timely and cost-effective manner. GLWA has this contract to maintain and service this equipment.
JUSTIFICATION
Currently, GLWA has this Job Order Contract (JOC) in place to help construct, maintain and service the equipment needed for monitoring and control of equipment and instrumentation. The current contract will end on September 30, 2025. The maintenance, calibration and repair procurements are essential to continue to meet current demand and regulatory requirements by maintaining our instrumentation and controls reliability. In April 2025, GLWA solicited proposals by issuing a request for proposals (RFP) for instrumentation and controls services. This was intended to replace this existing Contract. Through that RFP process, GLWA received only two proposals.
It is GLWA’s recommendation to extend the current contract to maintain the larger range of contractors to bid on the various JOC instrumentation projects to ensure the level of maintenance and service for the equipment. With the current remaining funding, a two year renewal of the current contract is requested. During this renewal period, a new RFP will be prepared and advertised for future award.
PROJECT MANAGEMENT STATUS
Original Contract Time 1,825 days (10/1/2020 - 9/30/2025)
Amendment No. 1 0 days (10/1/2020 - 9/30/2025)
Proposed Amendment No. 2 730 days (10/1/2025 - 9/30/2027)
New Contract Time 2,555 days (10/1/2020 - 9/30/2027)
PROJECT ESTIMATE
Original Contract Price $7,620,000.00
Amendment No. 1 0.00
Proposed Amendment No. 2 0.00
New Contract Total $7,620,000.00
FINANCIAL PLAN IMPACT
Summary: This contract will be available for Water and Wastewater Engineering, Field Services, and Systems Control Operations. The use of this contract will be controlled by consistent application of current requisition and approval practices. This means that individual tasks requested will be reviewed against available budget by expense category. With these controls in place this contract is within the financial plan as shown in the table below.
Funding Source (dependent on task):
Operations and Maintenance Budget (5960 and 5910)
Improvement and Extension Budget (5404 and 5506)
Capital Improvement Plan Budget (5421 and 5519)
Cost Center (dependent on task): Different areas will have this contract available for their use as noted above. These groups will be responsible for controlling their expenditures with their respective budgets.
Expense Types (dependent on task):
Contractual Operating Services
Hardware Repairs and Maintenance
Software Repairs and Maintenance
Capital Outlay over $5,000
Construction: Contractual Engineering Service
Estimated Cost by Year and Related Forecast Variance: As noted above, the services provided under this proposed contract may be used by various groups and funded through various sources. Due to the nature of these projects, specific budget values are not specified in the development of the budgets.
The table below shows the funding of awarded tasks under this contract through June 2025.
Funding Source Amount Percentage
O&M Tasks $2,388,111.21 68.9%
I&E Tasks $920,643.37 26.6%
CIP Tasks $155,323.29 4.5%
Total Awarded Tasks $3,464,077.87 100.0%
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on August 13, 2025.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.