Title
Proposed Amendment No. 1
Contract No. 1903453 (SCN-0000219)
Systems Control Center Support Services
O&M
Body
Agenda of: October 23, 2024
Item No.: 2024-314
Amount: Original Contract $2,028,000.00
Proposed Amendment No. 1 1,520,000.00
Total Contract Amount $3,548,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: September 27, 2024
RE: Proposed Amendment No. 1
Contract No. 1903453 (SCN-0000219)
Systems Control Center Support Services
Vendor: PCI, LLC
MOTION
Upon recommendation of Cheryl Porter, Chief Operating Officer - Water and Field Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 1903453 (SCN-0000219), Proposed Amendment No. 1, “Systems Control Center Support Services” with PCI, LLC, at an increased cost of $1,520,000.00 for a total cost not to exceed $3,548,000.00 and an increased duration of 365 days for a total duration of 1,461 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
This contract provides consultant’s services which includes providing qualified personnel and performing related work to support the operations of equipment of the GLWA Systems Control Center group. The Operations Staffing Services contracts have successfully been utilized to assist the authority to respond to emergencies and to stay in compliance with state and federal regulations for water and wastewater systems. They also provide the necessary support for urgent and emergency situations that require immediate attention. GLWA’s large service area and its 24/7 operation at any given time has only two team members to respond to the emergencies and support other day to day activities.
JUSTIFICATION
This work consists of providing wet weather/storm watch in cooperation with the GLWA’s Systems Control Center group. Specifically, the contractor will provide personnel to assist with operations and monitoring booster stations, pumping stations, and the Systems Control Center control room, as well as any low-lying areas with the potential to flood consumer’s residence/basement. This work shall also include providing monitoring and operational staffing for system improvements and planning, system configuration and other required activities. Additional funds and time are requested for this contract to continue to provide the support needed to monitor, operate, and maintain infrastructure as needed. Eighty-two percent of this contract’s funding has been exhausted and will run out before the expiration date of February 27, 2025. Finally, a 12-month contract extension is requested to cover the anticipated duration to process a new contract.
PROJECT MANAGEMENT STATUS
Original Contract Time 1,096 days (02/28/2022 - 02/27/2025)
Proposed Amendment No. 1 365 days (02/28/2025 - 02/27/2026)
New Contract Time 1,461 days (02/28/2022 - 02/27/2026)
PROJECT ESTIMATE
Original Contract Price $2,028,000.00
Proposed Amendment No. 1 1,520,000.00
New Contract Total $3,548,000.00
FINANCIAL PLAN IMPACT
Summary: The proposed contract with PCI LLC encompasses Operations & Maintenance expense only. If approved, Proposed Amendment No. 1, a negative estimated variance of ($1,520,000.00) is created. This variance will be funded from Reserves.
Funding Source: Operations & Maintenance (O&M) Budget
Cost Center: Systems Operations Control 882301
Expense Type: Contractual Professional Services (617903)
Estimated Cost by Year and Related Estimating Variance: See table below.
Fiscal Year Amount
FY 2025 Budget (Prorated) $0.00
FY 2026 Financial Plan (Prorated) 0.00
Proposed Contract Amount $1,520,000.00
Variance (positive/ (negative)) ($1,520,000.00)
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on October 9, 2024.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.